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Password Manager 5.11.3 - Administration Guide

About Password Manager Getting Started Password Manager Architecture
Password Manager Components and Third-Party Solutions Typical Deployment Scenarios Password Manager in Perimeter Network Management Policy Overview Password Policy Overview Secure Password Extension Overview reCAPTCHA Overview User Enrollment Process Overview Questions and Answers Policy Overview Password Change and Reset Process Overview Data Replication Phone-Based Authentication Service Overview
Management Policies
Checklist: Configuring Password Manager Understanding Management Policies Configuring Access to the Administration Site Configuring Access to the Self-Service Site Configuring Access to the Helpdesk Site Configuring Questions and Answers Policy Workflow overview Custom workflows Custom Activities Self-Service Workflows Helpdesk Workflows Notification Activities User Enforcement Rules
General Settings
General Settings Overview Search and Logon Options Import/Export Configuration Settings Outgoing Mail Servers Diagnostic Logging Scheduled Tasks Web Interface Customization Instance Reinitialization Realm Instances Domain Connections Extensibility Features RADIUS Two-Factor Authentication Password Manager components and third-party applications Unregistering users from Password Manager Bulk Force Password Reset Working with Redistributable Secret Management account Email Templates
Upgrading Password Manager Administrative Templates Secure Password Extension Password Policies Enable S2FA for Administrators & Enable S2FA for HelpDesk Users Reporting Password Manager Integration Appendixes Glossary

Notification Activities

All notifications can be of two types: user notifications and administrator notifications. Each notification type is divided into success and failure notifications. So, for each workflow four notification activities are available:

  • Email user if workflow succeeds
  • Email user if workflow fails
  • Email administrator if workflow succeeds
  • Email administrator if workflow fails

IMPORTANT: Before configuring notifications, ensure that you have configured the outgoing mail servers. To specify the SMTP server settings, use the procedure outlined in Outgoing Mail Servers .

Customizing Notifications

By default, Email user if workflow succeeds and Email user if workflow fails activities are included in every self-service and helpdesk workflow. These activities contain predefined notification templates that correspond to a workflow. For example, user notification activities in the Forgot My Password workflow offer templates about successful/failed password reset.

The notification templates are available in 17 languages: Chinese (Simplified), Chinese (Traditional), Czech, Danish, Dutch, English, French, German, Italian, Japanese, Korean, Polish, Portuguese (Brazil), Portuguese (Portugal), Russian, Spanish, Swedish.

By default, for each user notification activity included in the default workflow configuration 17 languages are available: English as the default language and the others as additional languages. You can also select more languages by clicking the Add new language link in the notification activity dialog box.

The language of notification corresponds to the language of a user’s Q&A profile. If the Q&A profile is configured in a language that is not included in the list of languages available for Password Manager email notifications, the user will receive the notification in the default language.

 IMPORTANT: Predefined notification templates in 17 languages are available for user notifications only (Email user if workflow succeeds and Email user if workflow fails activities).

You can customize email notification messages distributed by Password Manager to meet specific requirements in your organization.

The following table describes parameters that you can use in email notifications:

Table 4:  Email notification parameters

Parameter

Description

Example

#PRODUCT_NAME_FULL#

Full name of the software product. The parameter value is a constant.

Password Manager

#PRODUCT_NAME_SHORT#

Short name of the software product. The parameter value is a constant.

Password Manager

#COMPANY_NAME_FULL#

Full name of the company. The parameter value is a constant.

Password Manager

#COMPANY_NAME_SHORT#

Short name of the company. The parameter value is a constant.

Password Manager

#PRODUCT_NAME_SHORT_CUSTOM# Customized short name of the software product. The parameter value can be manually set by the administrator. Password Manager [Custom name]

#USER_ACCOUNT_NAME#

User’s sAMAccountName.

JSmith

#USER_DISPLAY_NAME#

User’s display name.

John Smith

#USER_FIRST_NAME# User's first name. john
#USER_LAST_NAME# User's last name Smith
#USER_UPN_NAME# User Principle name is the name of a system user in an e-mail address format. JSmith@corp.contoso.com
#MACHINE_HOST_NAME# A hostname is the label (the name) assigned to a device (a host) on a network and is used to distinguish one device from another on a specific network or over the Internet. MachineHostName.corp.contoso.com
#WINDOWS_LOGON_NAME# Login name for wWindows. corp\JSmith

#USER_DOMAIN_NAME_LONG#

Fully qualified name of the domain that a user belongs to.

corp.contoso.com

#USER_DOMAIN_ALIAS#

Alias of a managed domain specified by an administrator.

My domain

#USER_IP#

User’s IP address.

191.168.1.0

#OPERATOR_ACCOUNT_NAME#

User name of a helpdesk operator in the following format: <domain name>\<user name>.

corp\JDoe

#OPERATOR_IP#

Helpdesk operator’s IP address.

172.16.254.1

#WORKFLOW_NAME#

Name of the workflow that was executed. All workflow names are available on the Administration site.

Forgot My Password

#WORKFLOW_RESULT#

Result of a workflow execution displayed on the status page of the Self-Service site.

Your password was successfully changed.

#WORKFLOW_SUMMARY#

Text displayed in the details pane on the status page of the Self-Service site.

Notification was sent to your email.

The notifications are sent either in plain text or as HTML.

To configure user email notifications

  1. Open the user notification activity included in the workflow.
  2. Edit the subject and body of the notification template in the default language as required. When editing the notification template, you can use the parameters available in the notification editor, for example #USER_ACCOUNT_NAME#, #WORKFLOW_RESULT#, and others.
  3. To edit the notification message template in the available additional languages, click the language link in the Additional languages list.
  4. Click the Add new language link to select more languages for the notification message.
  5. In the Message format box, select the format to use for the notifications. You can select from two options: either HTML or Plain text.
  6. In the User notification settings, select one of the following:
    • Subscribe users to this notification. Allow users to unsubscribe.
    • Subscribe users to this notification. Do not allow users to unsubscribe.
    • Do not subscribe users to this notification. Allow users to subscribe to this notification.
  7. Verify the changes you have made by sending a test message. Click the Test notification settings button and enter an email address for a test email notification and select the notification language.
  8. Click OK.

Email User if Workflow Succeeds

Email User if Workflow Succeeds

You can use this activity in any self-service workflow to notify users about a successfully performed workflow. For example, to notify a user that his account has been unlocked, use this activity in the Unlock My Account workflow.

Email User if Workflow Fails

Email User if Workflow Fails

You can use this activity in any self-service workflow to notify users about errors occurred in a workflow. For example, to notify a user an error occurred during password reset, use this activity in the Forgot My Password workflow.

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