Quick Answer
KnowledgeSmart password requirements are configured at Settings > Passwords, where password complexity, expiration and reuse prevention are each a separate, independently-ticked setting; with Use complex passwords left off - the default - the only requirement is a minimum of 6 characters, and turning it on requires a minimum of 12 characters with at least 2 upper case letters, 2 lower case letters, 2 numbers and 1 special character.
What This Article Helps With
This article explains how to configure password requirements for a KnowledgeSmart account - complexity, expiration and reuse prevention - how new users set their initial password, how a forgotten password is reset, and what a user sees if their password doesn't meet your account's settings. It applies to KnowledgeSmart Administrators.
How to Access Password Settings
- Sign in to KnowledgeSmart with administrator privileges.
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Go to Settings > Passwords.
Setting Password Complexity
Use complex passwords is a single checkbox. The requirements are listed beneath the setting on screen, and what applies depends on whether it's ticked:
| Complex passwords off (default) | Complex passwords on | |
|---|---|---|
| Length | Minimum of 6 characters | Minimum of 12 characters |
| Upper case (A–Z) | — | At least 2 |
| Lower case (a–z) | — | At least 2 |
| Numeric (0–9) | — | At least 2 |
| Special characters (e.g. ! # $ %) | — | At least 1 |
The setting is off by default, so unless you turn it on, the only rule your users have to meet is a minimum of six characters.
- Tick Use complex passwords to require the stronger rule above, or leave it unticked to keep the six-character minimum.
Users see whichever rule applies to your account on screen when they set or change their password, so there's no need to circulate it separately. These settings apply only to new passwords or when a user updates theirs - existing passwords keep working until they're changed or expire, and existing users are not forced to change a weaker password the moment you turn the setting on; the new rule applies the next time each of them sets one.
Setting Password Expiration
- Tick Passwords expire in __ days.
- Enter the number of days after which a password must be reset.
A change to this setting takes effect immediately for all users on your tenant.
Preventing Password Reuse
- Tick Passwords cannot match previous __ password(s).
- Enter how many previous passwords to check a new one against.
Each of the three settings on this page - complexity, expiration and reuse prevention - has its own checkbox, so you can use any combination of them. Select Save changes once you're done.
How New Users Set Their Password
A new user is sent an email invite containing a unique URL to set up their own password, rather than being given a password to type in. After setting it, they're directed to the admin dashboard or their user area, depending on their role.
How Users Reset a Forgotten Password
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Select the reset option from the login screen or from the User Information page.
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Open the reset link sent to the user's registered email address.
- Set the new password before the link expires, after 10 minutes.
If the link expires, nothing is wrong - the user simply requests another from the same place.
If a Password Doesn't Meet Your Settings
If a user enters a password that doesn't comply with your account's current settings, they'll see the message below.
Helpful Tips
- Password requirements are configured separately for each account - this article describes the two possible states, but check Settings Passwords for which one currently applies to yours.
- See How to reset your KnowledgeSmart password for the reset process from a user's point of view.
Common Questions
What's the password rule if I haven't changed any settings?
A minimum of 6 characters, with no other requirements. This is the default state, with Use complex passwords left off.
What does turning on "Use complex passwords" require?
A minimum of 12 characters, with at least 2 upper case letters, 2 lower case letters, 2 numbers and 1 special character.
If I turn on complex passwords, do existing users have to change theirs right away?
No. Existing passwords keep working until they're next changed or until they expire - the new rule only applies the next time each user sets a password.
My password reset link expired - what do I do?
Request another from the same place. Reset links expire after 10 minutes as a security measure; an expired link doesn't mean anything went wrong.