Setting Up KnowledgeSmart Password Requirements

Applies To:

This article provides a step-by-step overview for administrators on configuring and managing password settings in the KnowledgeSmart platform, ensuring enhanced security and compliance with organizational policies.

The KnowledgeSmart platform now includes an enhanced password management system, which provides administrators with robust tools for ensuring user account security and compliance with organizational password policies.
This update introduces several key features that empower administrators to efficiently customize and enforce password security settings across their organization's users.

Key Features:

Customizable Password Policies: Administrators can define and enforce password complexity requirements, including character length, character types, and more. This can be done on a per account basis.
Password Expiration and Renewal: Set mandatory password expiration intervals to prompt users regularly for password updates. This enhances security by minimizing the risk of prolonged exposure to potentially compromised passwords.
Historical Password Checks: Prevent password reuse by checking new passwords against a specified number of previously used passwords, ensuring that users create new, unique passwords each time.
Secure User Onboarding: Streamline the process of adding new users by sending them a secure link to set up their initial password, thus eliminating the security risks associated with transmitting passwords via email.
Efficient Password Resets: Offer a secure and straightforward method to reset forgotten passwords through a time-sensitive URL, ensuring that password recovery is user-friendly and safe.

Benefits:

Enhanced Security: The platform significantly mitigates the risks of unauthorized access and data breaches by allowing administrators to enforce stringent password policies.
Administrative Efficiency: Simplifies the management of user credentials and reduces administrative overhead associated with maintaining password security.
User Compliance: Facilitates compliance with internal security policies and external regulatory requirements, ensuring all user accounts meet prescribed security standards.

Objective:

These updates' primary objective is to fortify the KnowledgeSmart platform's security framework, making it more resilient against potential security threats while ensuring a seamless user experience.
By implementing these features, organizations can maintain high security and data protection standards, safeguard valuable information, and enhance trust among users and stakeholders.

Accessing Password Settings

Login as Administrator: Ensure you are logged in with administrator privileges.
Navigate to Settings: Go to Settings > Passwords, under the ‘Change your password’ option.

Configuring Complex Passwords

Enable Complex Passwords: Toggle the setting to require passwords that include a mix of upper- and lowercase letters, numbers, and a minimum length of 12 characters.
Apply Settings: Remember, these settings apply only to new passwords or when users update them.

Setting Password Expiration

Define Expiration Interval: Set the number of days after which passwords must be reset.
Immediate Effect: Any change to this setting will immediately affect all users within your tenant.

Ensuring Non-Matching Passwords

Historical Password Check: Activate the option to prevent users from using passwords identical to their previous ones, specifying the number of past passwords to check against.

Managing New Users

User Invitation: Send an email invite to new users with a unique URL to set up their password.
Post-Setup Routing: After setting up their password, users will be directed to the admin dashboard or the user area, depending on their role.

Resetting Passwords

Reset Option: Users can initiate a password reset from the login screen or their User Information page.
Security URL: For security, a reset URL will be sent to the user's email and expire after 10 minutes.

Non-Compliance to Password Settings

If the user enters a password that does not comply with the new password settings they will receive the message below.

Implementing robust password policies is crucial for maintaining the security of your KnowledgeSmart environment.
By following these guidelines, you can ensure your users' credentials are secure and that your organization complies with best cybersecurity practices.
This article aims to help administrators understand and effectively use the new password management features to enhance security and user management on the KnowledgeSmart platform.