Password and Login Requirements

Introduction

In order to safeguard user passwords, Practice Insight has made modifications to Staff Records. Please review the Staff Record requirements so that you will know how to successfully create and update Staff Records and passwords.

I)New User

1)Creating New User

2)Login Process for New User

II)Reset Password at Next Login

1)Set Staff to Reset at Next Login

2)Login Process for User set to Reset at Next Login

III)Email Temporary Password

1)Emailing Temporary Password (user forgets their password)

2)Login Process for Users with Temporary Password

IV)Password Expiration

1)Setup Vendor Record default Password Expiration Days

2)Setup Customer Record default Password Expiration Days

3)Login process for user with an expired Password

V)Inactivate a Staff Record

1)Set Staff Record to Inactive

2)Login Process for users with an Inactive Account

VI)Reactive a Staff Record

1)Set staff record to Reactivate

2)Login process for users with a Reactivated account

VII)SFTP Staff Records

1)Creating SFTP/HTTPS user

2)Login Process for SFTP/HTTPS user

3)Email new password

VIII)New Requirements

1)New Login Requirements

2)New Password Requirements

IX)Recommendation for Implementation

Login and Password Requirement|1

1)Update all Vendor staff records with valid email address

2)Determine Password Expiration Days

3)Stagger Password Resets

1)Click option to Add Staff

2)Complete Staff Record with the required fields; last name, first name, login name (please see login requirements), email address, and User Class.

3)Click Save

4)An email will be sent to the email address entered into the staff record with a temporary password.


1)The New User will receive an email with a temporary password

2)The User will enter their login in the Login Name field and their temporary password in the Password field.

3)A prompt will appear “To activate your account, please enter a new password”. Click the OK button.

4)New password will appear. User will then enter a new password into the New Password and the Confirm Password file and click Set Password button.

5)User will receive the following prompt if a successful password was entered.


**In order to use this feature a work email address is required in both vendor and customer staff record.**

  1. Select Staff Record from Staff List
  2. Right-click and select option to “Email Temporary Password” or press ‘e’ key
  1. A prompt will appear “Email Temporary Password to Reset and next login?” click the Yes button.
  1. Password Reset email notification will be sent to user with temporary password
  1. The User will receive an email with a temporary password.
  1. User will enter theiruser login in User Name field and temporary password (found in Password Reset email) in Password field and click Connect button.
  1. New Password window will appear. User will then enter a new password into the New Password and the Confirm Password field and click Set Passwordbutton.
  1. A window will appear “Password Reset Successful” click OK button.
  1. Select Staff Record from Staff List
  1. Right-click and select option to “Reset Staff Password at next login” or press ‘r’ key

  1. A prompt will appear “Reset Staff Password at next Login” click OK button.
  1. User will be prompted to reset password on their next login.
  1. User will log into database with their current password and click Connect button
  2. A window will appear “Your password has been reset. Please enter a new password” click the OK button.
  1. The New Password prompt window will appear. User will be prompted to enter in a new password.
  1. A window will appear that states “Password has been reset successfully” and click OK button.

User passwords will not expire for 90 days upon release unless the customer record is modified to require the password to be reset at 30 or 60 days.

Password Days configuration setting is located at both the customer and vendor record level. This allows vendors to customize expiration dates on a customer-by-customer basis. By default Password Days configuration setting will be set to 90 days. Vendors can update edits customer and vendor records to change password configuration settings. When a vendor creates a new customer record the application will set the Password Days to the Passwords Days set at the Vendor level.

Vendor

Customer


  1. User will log into database with their current password

  1. A prompt will appear “Your password has expired. You must create a new password.” Click the OK button.
  1. New Password window will appear. User will then enter a new password into the New Password and the Confirm Password field and click Set Passwordbutton.
  1. Customer will then be redirected back to the User Name and Password screen and will be prompted to login with User Name and new password.
  1. Highlight the Staff Record you wish and click the delete key on your keyboard or right click and select “Inactivate Staff Record”.
  2. A prompt will appear “Make this Staff Inactive?” click the Yes button.
  1. Staff Record Status will now show InActive
  1. If the Inactive user attempts to log in they will receive a message “This account in not active”

1.Highlight the Inactive Staff Record you wish to activate, right click and select “Activate Staff Record” or press the “a” key on keyboard.

2.A prompt will appear “Make this Staff Active” click the Yes button.

3.Staff Record will now show active. You may need to “Email user a Temporary password” feature to send the user a temporary password.

1.Edit Customer Record.

2.Enterthe login into the SFTP/HTTPS login field on the Setup Specifications Tab.

3.Click yes on the Prompt to create the SFTP login.

4.A window for work email address will appear. Enter the email address of the person who will receive the password for the SFTP user.

5.User will receive a Account Set up Information email will SFTP/HTTPS password

1.

1.Customer will enter their SFTP/HTTPS login into login field designated in system interface and enter the password in the password field.

2.Customer will log onto Practice Insight server to send and receive files.

Character Length: 5-30 characters

Allowed characters:

Upper case( A-Z)

Lower case(a-z)

Numbers (0-9)

Special characters _-*!$;.=+/

Notes:

User Login cannot begin with a special character

Character Length: 5-30 characters

Allowed Characters:

Upper case( A-Z)

Lower case(a-z)

Numbers (0-9)

Special characters _-*!$;.=+/

Notes:

  • Password cannot match login name
  • Must contain at least on alpha (upper or lower case) and at least one number or special character

Login and Password Requirement|1

Implementation

When the New Login and Password Requirements are released to the server, vendor and customer passwords will be set to expire in 90 days. All users will be able to log with their current password when this released. Practice Insight recommends that vendors create an implementation plan for customers so that all passwords do not expire on the same day. Below is a list of suggestions:

  1. Confirm that the correct work email for all vendor staff records. If the email address is not set then vendors will be unable to use the Email a Temporary Password or create new users.
  2. Determine Password expiration day forcustomers in your database. The Vendor record setting will be the default setting for all new customers.
  3. If vendors do not want all customers passwords to reset on the same day and want to stager the reset process. Vendors can do this by resetting all customers’ passwords in a 4 to 5 week period. Practice Insight would recommend using the “Reset Password at Next Login” option and notifying customers.

Login and Password Requirement|1

Login and Password Requirement|1