Test

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Notes

Manage > Prefs > Login > Prefer email when sending password reminders Manage > Prefs > Login > Warning to show when users request the login screen to remember their account details Manage > Prefs > Login > Minimum password length Manage > Prefs > Login > Minimum upper case characters Manage > Prefs > Login > Minimum numeric characters Manage > Prefs > Login > Minimum symbol characters Manage > Prefs > Login > Hash passwords as they are changed

Setup for Emails and SMS

You should check that Insight is configured to send emails or SMS messages if you are going to send usernames or passwords using either of these methods. Follow the instructions on the communication setup page to check that Insight is configured correctly for this. You do not need to do this is you are only sending passwords in letters.

Designing the Messages to be used

Password Notification

Next you should design the message that Insight will use to send passwords. You can design separate messages for emails, letters and SMS messages. The messages are designed via:
Manage > Preferences > Welcome letter (used for letters)
Manage > Preferences > Introductory message for Email
Manage > Preferences > Introductory message for SMS

Enter the message that you want Insight to use when sending passwords. SMS messages are plain-text only whereas emails and letters can include formatted text and images.

You can also include the following mail merge fields in your message:

Merge Field Meaning Data Type
{username} The user's username Credentials
{password} The user's password Credentials
{salutation} The user's salutation, taken from the Contact details window in SIMS Name
{addressee} The user's addressee field, taken from the Contact details window in SIMS Name
{fullname} The fullname of the user Name
{forename} The forename of the user Name
{surname} The user's surname Name
{title} The user's title i.e. Mr or Mrs Name
{honours} The user's honours, taken from the Contact details window in SIMS Name
{email} The email address of the user Email
{multilineaddress} The address of the user, formatted on multiple lines Postal Address
{singleLineAddress} The user's address on a single line Postal Address
{housenumber} The number of the user's house Postal Address
{housename} The name of the user's house Postal Address
{street} The street the user lives on Postal Address
{district} The district of the user's address Postal Address
{town} The town the user lives in Postal Address
{county} The county of the contact's address Postal Address
{country} The country of the contact's address Postal Address
{postcode} The user's postcode Postal Address
{schooladdress} The school's address School Details
{schoollogo} The school's logo (not available in SMS messages) School Details
{linkedstudents} This will show a list of students linked to the user Student Details
{linkedstudentstable} This will show a list of students linked to the user, presented in a table
(not available in SMS messages)
Student Details
{todaysdate} The calendar date Other
{pagebreak} Start a new page (only available in Letters) Other


Forgotten Passwords

Match

Password Notification

The password notification feature is used to distribute usernames and passwords to users. This information can be send by email, SMS or postal mail. You can also download

Filters

You can filter the list of users if required, so that messages are only sent to parents of pupils in specific year groups or registration groups. You will need to use the sorting column to do this.

The sorting column shows information about the pupils that the user is linked to. There will be a string of text for each pupil that the account is linked to, separated by a comma for each pupil. The first two characters are always 0. The next two characters are the pupil's year group and the final two characters are the pupil's registration group. For example, if a parent has a year 9 pupil in reg group 7F, the sorting string will read: 00077F. You can use this to find all of the parents of specific pupils. For example if you type 0009 into the sorting column filter, the page will show you all of the users linked to year 9 pupils.

Sending Passwords

Once you are happy with the message that is going to be sent, you need to select the users to whom you are going to send the passwords. Use the buttons at the bottom of the page to display all users on one page.

Sorting filter1.jpg



Next select the users to whom you want to send the passwords. The checkbox at the top left will select all of the users shown on the page. Click the notify button at the top right to send your messages and/or generate your letters. Note that emails and SMS messages can only be sent if the preferences have been configured correctly.

If you have generated letters then a window will appear with multiple links. You should download each of the Users Documents files, as each is a document containing several letters to send to users.

Downloading Data for Mail Merge

Why do people not appear

A user will not be eligible if their account is deactivated or if they have changed their password. If a user has changed their password and forgotten it, they can either request a password reminder via the login page or their password can be reset manually via the users page. Once a user's password has been manually reset, they will appear on the password notification page (as long as their account is also activated).

Resetting Passwords