Audience & purpose

As a Locker Owner, when a role assigned to a locker changes by the addition or removal of users, you want an email notification be sent to the new or existing user at their registered email address so that the consumers are made aware of credentials pending for their input in the locker.

Consumer role changes

Note the following guidelines.

• If a consumer role assigned to a locker changes by means of addition or removal of users to/from the role, and if the locker contains some credentials then:
  • If a user is added to the role then an email notification will be sent to the user's registered email address providing a link to the locker (one mail per user in the consumer role).
  • If a user is removed from the role, then a separate email notification will be sent to the user's registered email address indicating that they can no longer consume the credentials of the locker (only one mail irrespective of the number of credentials in the locker).
• If the locker has no credentials, then an email will not be sent to any of the consumers.
• If a user who is removed from the role tries to access the previous links of the credential, then the link will be marked as invalid.
• If the user is deleted or disabled, then the email should NOT be sent.

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Audience & purpose

As a Locker Owner, when a new role is assigned to a locker or an existing role is unassigned from the locker, you want an email notification sent to the new or existing consumers at their registered email address so that the consumers are made aware of the changes.

• This is used to notify users of a change in locker consumers.

New consumer role added

If a new "Consumer" role is assigned to a locker, and if the locker contains some credentials, then all users of this role will receive an email notification with the locker link (one mail per user in the consumer role).

Old consumer role removed

If a "Consumer" role is removed from the locker, then all users under the "Consumer"" role will get an email notification indicating they can no longer consume the credentials of the locker (one mail per user in the consumer role).

• Note:The is the same process as detailed in the "Notify user via email when a consumer gets added or removed from a role assigned to locker" topic shown above.

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Audience & purpose

As a Locker Owner, when you add a credential to a locker, you want an email notification sent to all consumers of the locker at their registered email address so that the consumers:

• Are made aware of the new credential.
• Can provide their values for the user-specific attributes of the credential.

Add credential to a locker email

If SMTP is configured, when a new credential is added to a locker an email notification as shown in the following screenshot will be sent to all consumers of the locker at their registered email address in Product.

1. The email will contain a link to the credential that was added to the locker. See the following screenshot

   

Credential link

1. Click the "Credential" link (outlined in red in the preceding screenshot) to launch the Product in your default browser.
2. If you have not logged in to Product, the "Login" page will be displayed and then you will be redirected to the respective "Edit Credential" page.
   • If you are logged in, the "Edit Credential" page will be displayed.
3. You will be allowed to edit the value for user-specific attributes of the credential, if any.
4. For common credentials, you cannot edit the value of the attributes.

Validations

The credential link in the email should be valid as long as the credential is present in the locker.

• Once the credential is removed from the locker, the link will become invalid.
• If the user has not verified their email address, then clicking the "Credential" link will not display the "Edit Credentials" page to the user. Instead, the user will see the "Login" dialog.
• If the user has left the First name, or Last name, or both fields as blank, then the email will use the username instead of firstname.lastname.
• If the user is deleted or disabled, then the email should NOT be sent.

Security

The "Edit Credential" link will be authenticated against the email address of the user registered with Product.

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Audience & purpose

As a Locker Owner, when you add a co-owner or participant to a locker:

1. You want an email notification to be sent to the co-owner or participant at their registered email address.
2. The co-owner or participant is made aware of their membership to the locker.

Add Locker Members

If SMTP is configured, when a new member (co-owner or participant) is added to a locker, an email notification as shown in following screenshot will be sent to all members of the locker at their registered email address in Product.

1. The email will contain a link (outlined in red in the following screenshot) to the locker where they are added as member.

   

Remove locker members

If SMTP is configured, when a locker member (co-owner or participant) is removed from the locker, an email notification as shown in following screenshot will be sent to the respective member at his registered email address in Product.

1. The email notification is shown in the following screenshot.

   

Locker link

Launch Product in your default browser.

1. Click "Locker" to launch Product in your default browser.
   • If you have not logged in to Product, the "Login" page will be displayed and you will be redirected to the respective locker page in "View" mode.
   • If you have logged in to Product, the "Locker" page will be displayed in "View" mode.

Validations

The locker link in the email is valid as long as the locker is available in the vault.

• When the locker is removed from the vault the link will become invalid.
• If the user has not verified his email address the "Locker" page will not be displayed and the user will see the "Login" page.
• If while adding a new member a "Share locker" permission is also granted, then a separate email for "Share locker" permission will NOT be sent to the user.
  • In this case, the "Add member" email will only be sent.
• Similarly if a member is removed from the locker then an email for "Remove member" will only be sent to the user.
  • If the user being removed had the "Share locker" permission, then a separate email for the revoking of the "Share locker" permission will NOT be sent to the user.
• If the user is deleted or disabled, then the email should NOT be sent.

Security

The "Edit locker" link will be authenticated against the email address of the user registered with Product.

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Audience & purpose

As a Product user having the "Create User" permission, when you create a user:

• You want an email notification to be sent to the respective user's email address.
• Make the user aware his/her account is being created and a link is established to access Product.

Create user email

Use the following guidelines to create a user email.

• If SMTP is configured and when a new user is created, an email notification as shown in the following screenshot will be sent to the respective user's email address.
• The email will contain a link to verify the user's email address and a link to access Product.

  Sent to an AD (Active Directory) user:

  

  Sent to a Non-AD user:

  

Verify user

Use the following guidelines to verify a user.

• Click the "Verify" link. If Product is set up for a Non-AD environment:
  • The user will be authenticated with Product.
  • The "Change password" page will be displayed to the user.
• For an AD (Active Directory) environment:
  • The user will be authenticated with AD.
  • The Product → Dashboard will be displayed.
• Once the user clicks the verify email address link (Click here to ...), the user status will be set to "Verified".

Launch Product

When the user clicks the Product URL provided in the email, it will launch Product in the user's default browser.

Audit entry

Use the following guidelines regarding Audit entries.

• An Audit entry will be logged when:
  • An email is successfully sent to the user.
  • A user verifies their email address.
• An Audit entry also will be logged if:
  • SMTP could not be connected.
  • The email could not be sent to the user.

Security

The verify link will be deactivated once a user verifies their email address.

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Audience & purpose

As a Product user having the "Delete user" permission, when you delete a user:

• You want an email notification sent to the respective user's email address.
• By doing this, make users aware of their account deletion.

In case a user account gets deleted by mistake, this will notify the user to take corrective actions.

The system notifies users when their accounts are created. Users expect the same when their user account is removed from the system.

Delete user email

If SMTP is configured and a user is deleted, an email notification as shown in following screenshot will be sent to the respective user's email address.

Audit entry

Use the following guidelines regarding Audit Entries.

• An Audit entry will be logged:
  • When an email is successfully sent to the user.
  • SMTP could not be connected and the email could not be sent to the user.

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Audience & purpose

As a Product user having the "Edit user" permission, when you edit a user you want:

• An email notification sent to the respective user's email address.
• Via this email, the user is made aware of their account changes.

Edit user email

Use the following guidelines to edit user email.

1. If SMTP is configured and when a user is edited, an email notification as shown in the following screenshot will be sent to the respective user's email address.

   

2. The email will contain details on the changes made to the user account.
3. The email will contain the following fields with their current values:
   • FirstName
   • LastName
   • Email
   • Roles

Enable/disable user email

Use the following guidelines to enable and disable user email.

1. While editing the user:
   • If only the enabling or disabling field is changed, then an email for the enabled/disabled user account will be sent to the user. The user "account updated" email will NOT be sent.
   • If all other fields except the enable/disable field are updated, then an email for the updated user account will be sent.
   • If all fields are updated, then TWO emails will be sent to the user:
     1. One for the edit.
     2. One for the enable/disable status.

Change in email address

Use the following guidelines to for changes made in an email address.

1. While editing the user, if the email address of the user is changed then the "update account" email will be sent to the new email address.
   1. The email will contain a verify link used to verify the new email address.
   2. The user will not be allowed to login until he verifies his new email address.
   3. See the following screenshot:

      

Audit entry

Use the following guidelines for the audit entries.

• An audit entry will be logged:
  • When an email is successfully sent to the user.
  • SMTP could not be connected and the email could not be sent to the user.

Security

The verify link will be deactivated once the user verifies their email address.

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Audience & purpose

As a Product user having the "User management" permission and when you enable or disable a user, you want an email notification be sent to the respective user's email address so that the user is made aware of his account being disabled or not.

Enable/disable user email

Use the following guidelines to enable or disable user email.

1. If SMTP is configured and when a user is disabled, an email notification as shown in following screenshot will be sent to the respective user's email address.

   

2. This email will inform the user about their account being disabled by the Admin.
3. Similarly, when a user is enabled, post disabling, an email notification will be sent to the user to inform them about their account being re-enabled. See the following screenshot.

   

Audit entry

An audit entry will be logged:

• If for some reason SMTP could not be connected.
• The email could not be sent to the user.

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Audience & purpose

As a Product user, when you request to reset your password using the "Forgot password" link, an email notification will be sent to your email address so that you can reset your password.

Forgot password or reset password email

Use the following guidelines for the "Forgot password" or "Reset password email" scenarios.

1. If SMTP is configured, when you input your username in the Product login dialog box and click the "Forgot password" link, if the username is found valid then an email notification as shown in following screenshot will be sent to your respective email address.

   

2. The email will contain a link to reset the password.
3. Clicking the link, a "Change password" form will be displayed to you to reset your password.

Audit entry

An audit entry will be logged:

• If for some reason SMTP could not be connected.
• The email could not be sent to you.

Security

The "Reset password" link will be deactivated once you successfully reset your password.

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Audience & purpose

As a Locker Owner/Admin, when you grant or revoke locker membership permissions ("Owner", "Share locker") to/from a locker, you want:

• An email notification sent to the locker members at their registered email addresses.
• To make the member aware of their membership changes within the locker.

Grant/revoke locker membership permissions

If SMTP is configured, when a locker membership permission (Owner and Share locker) is granted or revoked to/from a locker member (owner, co-owner, or participant), an email notification as shown in the following screenshot will be sent to the locker member at their registered email address in Product.

• An email notification as shown in following screenshot will be sent to the locker member at their registered email address in Product.
  • The email will contain a link to the "View Locker" page of the locker where the permissions have been modified.
  • The email will also state which permissions have been granted or revoked.

The "View Locker" link

Clicking the "Locker" link will launch Product in the default browser.

• If the user has not logged-in to Product, the "Login" page will be displayed and the user will be redirected to the respective Locker page in "View mode".
• If the user has logged-in to Product, the "Locker" page will be displayed in "View mode".

Validations

The locker link in the email is valid as long as the locker is available in the vault and the member exists within the locker.

• Once the locker is removed from the vault or the member is removed from the locker, the link will become invalid.
• If the user has not verified his email address the "Locker" page will not be displayed. Instead, the user will see the "Login" page.
• Note: Currently there is no mechanism to re-send the emails if the email is not verified.
• The email should only be sent under the following conditions:
  • The user is an existing member of the locker and their permissions are changed from owner to participant or vice versa, or their share locker permission is granted, or revoked, or both.
  • If the locker owner is the only member and his membership permissions are changed by the locker admin, then the owner will be notified.
  • If the locker owner changes permissions for other members of the locker, then these members will be notified and NOT the owner who is making the changes.
  • If a locker admin is making changes, then all members of the locker which are impacted will be notified of the changes.

Security

The "Locker" link will be authenticated against the email address of the user registered with Product.

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