Passwords and Users Added Via Users Page

This topic outlines what happens with regards to passwords when a user is added to the system via the Users page. See User Record - Add.

Different scenarios occur, depending on whether the Require confidential password reset and send email notification to user option is selected in Password Preferences. See Password Preferences.

EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
New User Record Created (via Add User Page)

This email can be configured as a notification and is triggered when a new user record is created via the Admin - Users page. This email is not sent to users who are created via a data feed. This email can be sent to the User Created, User Creator, or the User's Manager.

The PASSWORD.RESET.URL email tag is a link that opens a page on which the user can create a password. If this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid. Also, the password reset URL is only valid for 48 hours. If the user does not reset their password within the 48-hour validity period, then the user must click Forgot Password? again to get a new password reset URL.

 System Administration

Scenario 1: User is assigned default password

If the Use the default password for new users manually created through the application option is selected in Password preferences, then when a user is added to the system via the Users page with the associated Division OU, the user is assigned the default password. As a result, the Reset Password pop-up is bypassed when this occurs. The availability of this option is controlled by a backend setting. To enable this functionality, contact Global Customer Support.

Users that are added to the system via the Users page receive the "New User Record Created (Via Add User Page)" email, if configured in Email Administration.

Scenario 2: Confidential password reset is not required

If the Require confidential password reset and send email notification to user option is not selected in Password Preferences, then when a user is added to the system via the Users page, the administrator is immediately prompted to manually create a temporary password for the new user.

Administrators are responsible for informing users of their initial passwords outside of the system. This communication may be done in person, over the phone, or through an external email system. Another option is to set the temporary password the same as the value in the default password. This default password could then be communicated throughout the organization or OU.

Users should be aware that they will always be prompted to change their initial password upon logging in to the system for the first time.

Users that are added to the system via the Users page receive the "New User Record Created (Via Add User Page)" email, if configured in Email Administration.

Scenario 3: Confidential password reset is required

If the Require confidential password reset and send email notification to user option is selected in Password Preferences, then when a user is added to the system via the Users page, the new user receives the "New User Record Created (Via Add User Page)" email, if configured in Email Administration. This email contains the PASSWORD.RESET.URL email tag. Users must click the password reset link to set a new password. For this option, users must have a defined email address in their user record.

By using the link within the "New User Record Created (Via Add User Page)" email, the user can establish a unique password. No outside communication is required.

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