How to create and reset a password using the password link email

Prerequisites

• The Assure Administrator must have the Manage Users Supervisor Privilege.
• The user account must have a valid email address configured in the user setup before a password link email can be sent.
• For Data Import-triggered emails, a configured Data Import Map is required.

Article Contents

1. How to send a Create Password link email to a new user
2. How to send a Reset Password link email to an existing user
3. How to trigger password link emails via Data Import

1. How to Send a Create Password Link Email to a New User

When creating a new user in Assure, the Administrator has the option to send a "Send Create Password Link" email. Refer to the New User Setup article for full steps on creating a new user account.

Sending the Create Password Link

When the Administrator selects the Send "Create Password" Link option during user setup, the user receives an email containing:

• Their Assure username
• A link to set their password

Note: The user must have a valid email address configured in their user setup for the email to be delivered.

The link is valid for 48 hours from the point the user setup is finalised.

When the Create Password Link Becomes Invalid

The Create Password link is invalidated by any of the following events:

• The user successfully creates their password.
• The 48-hour validity period expires.
• An Administrator sets a password for the user manually after the link was sent.
• A new Create Password link email is issued to the user, which invalidates all previous links.

Requesting a New Link

If the link expires, the user can request a new email directly from the link expiry screen. Alternatively, the Administrator can resend the email by enabling the Send "Create Password" Link option again in the user's setup record.

Note: The Send "Create Password" Link option remains visible in the user's setup until the user has created their own password, or an Administrator has set a password for them using the Password / Confirm Password fields.

2. How to Send a Reset Password Link Email to an Existing User

Once a user has created their own password, or an Administrator has set a password for them, the Send "Create Password" Link option is no longer visible in the user's setup. In its place, a new option appears: User must change password at next login.

Sending the Reset Password Link

When the Administrator selects the User must change password at next login option, the user receives an email containing a reset password link. The link is valid for 48 hours from the time the option is enabled in the user's setup.

When the Reset Password Link Becomes Invalid

The Reset Password link is invalidated by any of the following events:

• The user successfully resets their password.
• The 48-hour validity period expires.
• An Administrator sets a password for the user manually after the link was sent.
• A new Reset Password link email is issued, which invalidates all previous links.

Requesting a New Link

If the link expires, the user can request a new email directly from the link expiry screen. Alternatively, the Administrator can resend the email by enabling the User must change password at next login option again in the user's setup record.

3. How to Trigger a Password Link Email via Data Import

When importing new users or updating existing users using the Assure Data Import tool, Administrators can trigger either a Create Password link email or a Reset Password link email as part of the import process.

For full details on how to configure the Data Import Map to include the User must change password at next login. field, refer to the Data Import -- Bulk Importing System Users article.

How Assure Determines Which Email Type to Send

Assure automatically determines which type of email to send based on whether a password has previously been set for the user:

• If no password has been set for the user (by either the user or an Administrator), Assure sends a Create Password link email.
• If a password has already been set, Assure sends a Reset Password link email.

Key Rules and Behaviour Summary

Which email option appears in the user setup:

• If the user has no password set, the Administrator sees the Send "Create Password" Link option.
• If the user already has a password, the Administrator sees the User must change password at next login option.
• Once a password is set by the user or manually by the Administrator, the Create Password Link option is permanently replaced by the Reset Password Link option.

All password link emails share the following rules:

• Only one password link is active at a time. Issuing a new link immediately invalidates any previously sent link.
• A password link email requires the user to have a valid email address in their user setup.
• Password links expire after exactly 48 hours from the time of issue.
• An Administrator setting a password manually after a link has been sent will immediately invalidate the outstanding link.

AI Metadata

• Product Area: Assure -- User Management, Authentication
• User Role: System Administrator, Assure End User
• Tags: password link email, create password, reset password, new user setup, user management, data import, password email, 48 hours, link expiry
• Version/Region: All Assure versions, All regions
• Important synonyms: Create Password email, Reset Password email, password setup link, password invite email, set password, password link, resend password email
• Suggested embedding keywords: create password link Assure, send reset password email, new user password setup, password link expired, data import send password email, admin resend password link, user password email 48 hours
• Relevant modules: Assure User Management, Data Import. No cross-module implications -- this workflow is confined to user administration within Assure.