2088527 - How to reset user passwords in SuccessFactors

• What permission do I need to reset a password?
• How to reset one employee's password to a specific new on.
• Reset one or several passwords to system-generated passwords.
• How to reset passwords for a specific group of users.
• Using the Forgot Your Password feature.
• How to allow employees to change their own passwords.
• Mass Update Passwords using Employee Import.

SAP SuccessFactors HXM Suite

Permissions

To be able to reset the passwords of any userS inside SuccessFactors, you need to have the permission set in RBP. The permission is located under the Manage User section and is named Reset User Passwords. This permission observes a target population: you will only have rights to reset the passwords of the users who are in the target population of this permission.

To reset a user's password to a specific new one:

1. Admin Center > Tool Search: Reset User Passwords.
   The Resetting User Passwords page opens.
2. If it's not already selected, click Reset individual user password (with supplied password).
   The search area opens.
3. Search for the user whose password you want to reset.
4. In the search results, select the user whose password you want to reset.
5. In New Password, type the new password.
   Note: The password must meet your password requirements.
6. In Confirm Password, type the new password again.
7. Click Reset User Password.
   A notification (Password Changed Notification) will be triggered to the user asking them to reset their password (note the new created password is not shared in the notification).

Important:

• Make sure Password Changed Notification is enabled in Email Notification Templates.
• While this feature does ask you (the administrator) to enter the new password for the user, the end user will instead receive in the email notification a link to reset their own password. The notification will not contain the created password.
• This is a mandatory action and is applied for security reasons to ensure only the user knows their password at anytime.
• Reset User Password page is only for users whose login method is "PWD". Users with login method as SSO should not use the reset password as they don't need password.

To reset a password to a system-generated one:

1. In the Manage Users section, click Reset User Passwords.
   The Resetting User Passwords page opens.
2. If it's not already selected, click Reset individual user password.
   The search area opens.
3. Search for the user whose passwords you want to reset.
4. In search results, select the users whose passwords you want to reset.
5. Click Reset Selected Users Password.
   The system generates the password for the user and an email notification is triggered to the user. 

Important:

• To ensure the user receives the email with the new password, make sure Password Changed Notification is enabled.
• Alternately, manually send the new password to the user.
• While this feature does generate a new password for the user, the user will receive an email with a link to reset their own password.
• This is a mandatory action and is applied for security reasons to ensure only the user knows their password at anytime.
• Reset User Password page is only for users whose login method is "PWD". Users with login method = SSO do not have a need to update the password.

To reset passwords for a group of users at once:

1. In the Manage Users section, click Reset User Passwords.
   The Resetting User Passwords page opens.
2. If it's not already selected, click Reset group of users passwords.
   The search area opens.
3. Select the users whose password you want to reset.
4. Click Reset Users Passwords.
   The system generates the password for the users, and an email notification is triggered to the user. 

Important:

• To ensure the user receives the email with the new password, make sure Password Changed Notification is enabled.
• Alternately, you can manually send the new password to the user.
• While this feature does generate a new password for the users, the users will receive an email with a link to reset their own password.
• This is a mandatory action and is applied for security reasons to ensure only the user knows their password at anytime.
• Reset User Password page is only for users whose login method is "PWD". Users with login method = SSO do not have a need to update the password.

To define your system password settings:

1. In the System Properties section, click Company System and Logo Settings.
   The Company Logo page opens.
2. Scroll down to the lower portion of the page until you see the Company System Setting section.
3. See the following Company Settings Table to help you determine which options to use, and do any of the following:

• To enable an option, select the checkbox.
• To disable an option, clear the checkbox.

4. Click Save Company System Setting.

Hide the Personal Password Tab from users:

• Located under Company System and Logo Settings.
• Removes the Password option from the Options page.
• Select this option if you don't want users to be able to change their own passwords.

Force Resetting Passwords:

1. Go to Admin Tools > System Properties > Password Policy Settings.
2. Check or un-check 'Case Sensitive (recommended)' and then click on 'Set password & Login Policy'
   Changing this option will force ALL users to change their passwords.

Forgot Password feature will generate a new password for a user:

• This applies only to the Forgot Your Password feature.
• The system will always generate a new temporary password and email it to the employee.
• The employee will be able to log in with the temporary password once then will be prompted to change it.
• If this option is not selected, the employee will receive their existing password in an email and will not need to reset it.

Allow users to reset password by providing an email address:

• Applies only to the Forgot Your Password feature if Enforce Password Encryption is not selected.
• Allows employees to retrieve a forgotten password by providing either their username or email address.
• If this option is not selected, employees will always need to provide their username to retrieve their passwords.
• If the employee's account is locked because they exceeded the maximum number of login attempts, it is necessary to reset the account before the employee can retrieve their password.

Using the Employee Data Import to manage passwords:

• Please view the KBA 2088643 - Passwords: Using the Employee Data Import to Manage Passwords
• Note: after June 19 2020 "we recommend that you enable Use System Generated Password by Default in Admin Center  Platform Feature Settings to override the default password settings to be “System Generated” in all import jobs created through Provisioning." reference: help guide Important Notes on Default Password Option

Managing User Information

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