Setting Up Password Reset Notification for Employee Accounts

Administrators can set up individual employees to automatically receive password reset notifications from GlobalWare when their passwords will soon expire or have expired. See Setting Up Individual Employees to Receive Password Reset Notifications below. Administrators can also arrange for themselves to receive password reset notifications for employee accounts they set up as service accounts. This is useful for GlobalWare employee accounts for which a person would rarely or never see a password reset notification. See Setting Up an Administrator to Receive Password Reset Notifications for Service Accounts below.

Setting Up Individual Employees to Receive Password Reset Notifications

You can set up individual GlobalWare users who regularly sign in to their employee accounts to automatically receive password reset notifications when their passwords will soon expire or have expired.

First, ensure that Enable Database E-Mail Messaging is selected on the System tab of the System Control screen and that an SMTP server and port are specified. For more information, see System Tab. Then, for each employee account:

1. On the Edit Employee screen:
   1. Ensure that an e-mail address is specified in the Email field.
   2. Select the Enable E-Mail Password Reset option.

   For more information, see Edit Employee Screen.

2. On the Employee Security screen, ensure that the employee has selected a security question and provided a security answer. GlobalWare requires employees to provide the correct answer to a security question when resetting passwords. For more information, see Employee Security.

Setting Up an Administrator to Receive Password Reset Notifications for Service Accounts

Some employee accounts might not be accessed regularly or at all by users, such as in the following situations:

• Accounts that third-party service applications access rather than people.
• Accounts that users do not regularly sign in to because they use an ODBC-compatible application rather than GlobalWare to view or edit data in the GlobalWare database. (For more information, see Managing User Views for Database Access via ODBC.)

These employee accounts will expire if users do not see the notifications. Therefore, you should identify these accounts as service accounts and identify an account as an administrator to receive password reset notifications. As passwords for service accounts approach expiration or expire, GlobalWare sends notifications to the administrator by adding tasks to the GlobalWare Task List pane on the administrator's GlobalWare dashboard.

The information at the end of the notification has the following format:

Account Name,AccountID,AccountSignIn,AgentCode

GlobalWare sends notifications two weeks before password expiration, one week before, and then daily until expiration occurs. When notifications are received, the administrator should ask users to change their passwords. The administrator might need to change passwords for third-party service accounts.

Note: To indicate finished tasks or to delete tasks on the GlobalWare Task List pane, see Using the GlobalWare Task List Pane.

To arrange for an administrator to receive password reset notifications for one or more service accounts:

1. Select Accounts then Account ID.

2. Select Account Type of Employee, find the employee who you want to be an administrator, then click Edit.

3. On the Edit Employee screen, display the account information for the employee you want to be the administrator. To display an account, see Using the Account ID Screen.

   Note: The account you want to be the administrator must have Full Access to Account ID under Accounts on the Employee Security screen. In addition, if the administrator will need to change passwords for accounts that only third-party service applications access, the administrator needs High permission under System Menu on the Employee Security screen, as well as access to Empl Security under Accounts Access. For more information, see Employee Security.

4. Select Administrator.

5. Click SAVE.

   The employee account is now the administrator.

6. On the Edit Employee screen, display an employee account to identify as a service account.

7. Select Service Account.

8. Click SAVE.

   The employee account is now a service account, and the administrator will now receive password reset notifications for the service account.

9. Repeat steps 4 through 6 for each employee account to identify as a service account.