Managing Passwords

Every party who logs into the system has a password or a PIN.

Note:

Rubicon desktop applications may be configured to use Windows authentication. If so, authorised users are logged in automatically using their Windows credentials.

  • Users who are logging into Rubicon applications without Windows authentication, and customers who are using web or mobile applications, must use a password or a PIN
  • Customers who are using telephone ordering must use a four digit PIN. This is because the IVR system cannot use a text password.

If a party forgets their password or PIN, you can quickly reset the password or PIN in the Parties module.

To reset a PIN:

  1. Click Parties to open the Parties module, then select the party whose PIN you want to reset.
  2. Choose Action > Reset PIN from the menu.
  3. You are asked to confirm the PIN reset. Click Yes to accept the change. The PIN is reset to 9999.

To reset a password:

If a party requests a new password, you must confirm their identity before changing their password. A new one-use password is generated and either sent directly to the party, or displayed to you so you can inform the party of the new password.

Creating a password to send automatically by email or SMS:

If the party has an email address or a mobile phone number, you can generate and send the new password automatically.

  1. Click Parties to open the Parties module, then select the party whose password you want to reset.
  2. Choose Action > Reset Password from the menu to open the Change Password screen

  3. Select the Authentication Group for the password change.
  4. Confirm that you have confirmed the identity of the person requesting the password by selecting the checkbox.

  5. Note:

    You cannot generate a new password until this checkbox is selected.

  6. Click OK to generate a new password and send it by email or SMS.

Creating a password for a party without an email address or mobile phone number

If the party does not have email or SMS contact details, you must generate the password and phone the party to tell them the password.

  1. Choose Action > Reset Password to open the Change Password screen

  2. Select the Authentication Group for the password change.
  3. Confirm that you have confirmed the identity of the person requesting the passwork by selecting the checkbox.

  4. Note:

    You cannot generate a new password until this checkbox is selected.

  5. Click OK to generate a new password. The password will be displayed on screen:

  6. Make a note of the password. Contact the user (for example, by phone) and tell them the new password.