Edit User Password

The Password Preferences determine how and what the administrator is allowed to do when they change a user's password. See Password Preferences.

To change a user's password, go to Admin > Tools > Core Functions > Users. Then, select the Change Password option in the Options drop-down menu.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Change User Passwords - Administrator Grants ability to change the portal password of another user. This permission works in conjunction with the Users - View permission. This permission can be constrained by User's Corporation, OU, User's OU, User's Self and Subordinates, and User. This is an administrator permission. Core Administration
EMAIL NAME EMAIL DESCRIPTION ACTION TYPE
Admin Password Change This email is triggered when an administrator manually resets a user's password. The user's new password cannot be included in the email. Because of this, the administrator must communicate this password outside of the system. This email can be sent to User or User's Manager. System Administration
Forget Password

If the Password Reset Option in Password Preferences is set to Reset By Email Notification, then the Forget Password email is triggered when a user clicks Forgot Password? on the Login page. This email can be sent to External User or Internal User. If the user clicks Forgot Password? multiple times and a password reset URL is included in the email, then a new URL is generated for each email and the previous URL is no longer valid.

This email must be configured for administrators to select the "Send Password Reset Email to user's email address" option when resetting a user's password on the Admin - Users page.

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this email is sent multiple times to the same recipient, then this URL is regenerated each time and the previous URL is no longer valid.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.

Defining Availability

The availability settings do not apply to external users when External User is added as a recipient in the Send To field.

When Internal User is added to the Send To field, the availability settings defined in the Availability field apply to internal users based on the organizational unit (OU) to which they belong. The following rules apply by OU:

Organizational Unit Rule
Cost Center Cost Center if user is part of the Cost Center
Custom Group Custom group if user is part of the Custom Group
Division Division user belongs to
Grade Grade user belongs to
Location Location user belongs to
Position Position user belongs to
Self-Registration Group Self-Registration group if user is part of the group
User User if user is added individually
System Administration

  1. Select one of the following options:
    • Send Forgot Password email. User must have an email address saved. - When this option is selected, a password reset email is sent to the user, allowing them to set their password. The affected user is still able to log in to the system using their current password until they select the password reset URL in the email. Note: This option triggers the Forget Password email, if configured in Email Administration. This trigger must be configured prior to resetting a user's password with this option.
    • Define a temporary password. User will be prompted to reset password upon login. - When this option is selected, the administrator is prompted to manually set a temporary password for the user. When a password is reset with this option, the temporary password is not sent to the affected user. The administrator must communicate the new password to the user outside of the system. Note: This option is not available if the Require confidential password reset and send email notification to user option is selected in Password Preferences for the user's division.
  2. Select OK. If the Define a temporary password option is selected, then the Change Password page opens, on which the administrator can manually set a temporary password for the user. This triggers the Admin Password Change email, if configured in Email Administration.
  3. Select Save.

Emails are configured in Email Administration. See Email Administration.

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