User Accounts - Passwords

• Overview
• Password Criteria
• Changing/Resetting a Password
• Administrator
• User
• Forgotten Passwords

Overview

Every SmartOffice user must enter a password when signing in to SmartOffice Pro. When creating a user account, an administrator can create a password for the user or have SmartOffice generate a random password.

A user's password can be changed by the user or by the administrator. SmartOffice also has a mechanism for handling forgotten passwords. Tip: For additional account security, use two-step authentication.

Password Criteria

In SmartOffice, a password must:

• Meet the minimum number of characters. The default minimum password length is six characters, but an office administrator can specify a different minimum length in Office Settings
• Security Policies.
• Contain at least one alphabetical and one numerical character. For increased security, a password may also contain special characters, such as punctuation marks.

Note:  Enterprise customers can require their users to include special characters by setting the \ element in the server config.xml file to true.

• Be different from the user name.

In addition to these requirements, users should choose passwords that are easy to remember yet difficult for others to guess.

Changing/Resetting a Password

A user's password can be reset by a SmartOffice administrator or by the user. Tip: If a user has been locked out of his/her account because of multiple failed sign-in attempts, an administrator can reset the password to clear the lock and enable the user to sign in.

Administrator

Note: Enterprise customers who provide SmartOffice access to their users through single sign-on (SSO) can specify whether users can reset passwords. In the server config.xml file, a server administrator can set the value of \ to true or false. If this value is set to false, the following procedure is not available to users.

1. Search for the user's account.
2. Select the user account in the list of results (or open the user account) and then select Menu \> Reset Password to display the User's General Information dialog box.

1. Specify a password:

• To generate a random password, select the Generate Random Password option. A randomly generated password is temporary; when the user enters this password to sign in to SmartOffice Pro, SmartOffice will ask the user to create a new one.
• To enter a password of your choice, clear the Generate Random Password option and enter the password in the Password field that appears.

1. Decide whether to send the user an e-mail notification by clicking either the Send or Do Not Send button.

Note: Before clicking the Do Not Send button, make sure to note the password and communicate it to the user using another method.

User

Watch the Training Class:

Signing In and Changing Your Password A user can change his/her own password as follows:

1. Open User Preferences.
2. Click the Basic Info content link.
3. Select Menu \> Change Password to open the Change Password dialog box.

1. Enter the current and new passwords in the appropriate fields.
2. Click the Change button.

Note: Depending on office settings (see Office Settings - Security Policies), you may be restricted from reusing an expired password for a certain period of time.

Forgotten Passwords

To reset a forgotten password, ask an administrator to change/reset it or follow the steps below:

1. Go to the SmartOffice sign-in page.
2. Click the Forgot Password? hyperlink and follow the instructions.