The Notification screen also contains the message formats for eMails automatically sent to users whenever a new user profile is created, or a user’s password is reset.

These messages will only be sent when the ‘Password Rules’ option in Company Settings is set to ‘System assigned’ (see Company Settings ).

Three Keywords are available for inclusion in the eMail Notification Message templates for Users.

• User ID: <%User_ID%> 
• User Password: <%User_Password%> 
• Site URL: <%Site_URL%> 

For security purposes validations are run when saving, to ensure:

• Both the User ID and User Password keyword cannot exist within the same template in the Subject or Body text. 
• User Password and Site URL keywords cannot be placed in the Subject Text.

Error messages clearly display if the message format fails these validations.

New Users

Subject and Body text can be manually entered in the usual way and where available will always be used by the eMail generation process. See eMail Generation Process below for additional details.
When configured text is not available (i.e. the template is blank), system generated pre-population default subject and body text will be used. The following default text will be inserted:

• Subject text: “New User for PECOS P2P”.
• Body text: “Welcome to PECOS eProcurement. Your login ID is: <%User_ID%>. Your password, which you will be required to change upon first login, will be sent separately.”.

Reset Users

Subject and Body text can be manually entered in the usual way and where available will always be used by the eMail generation process. See eMail Generation Process below for additional details.
When configured text is not available (i.e. the template is blank), system generated pre-population default subject and body text will be used. The following default text will be inserted:

• Subject text: “Reset User for PECOS P2P”.
• Body text: “Your PECOS password has been reset and will be sent separately. Your login ID is <%User_ID%>.  Upon next login you will be required to change your password.”.

eMail Generation Process

Where appropriate, separate emails containing user passwords will be automatically generated and transmitted.

Notification Text Contains User ID Only
If the Users eMail Notification Message template contains the User ID keyword, two eMails will get generated:

• The first will contain exactly what is in the configured template (i.e. a message containing the user's login ID).
• The second eMail will be system generated and contain the user's Password only. The content of these emails is as follows:
  • New User Subject Text: “New User for PECOS P2P - New Password”.
  • New User Body Text: “This is your temporary password: xxxxxx. You will be required to change this on first login.”.
  • Reset User Subject Text: “Reset User for PECOS P2P - Reset Password”.
  • Reset User Body Text: “This is your temporary password: xxxxxx. You will be required to change this on next login.”.

Notification Text Contains Password Only
If the Users eMail Notification Message template contains the User Password keyword, then only one eMail will get generated. This will be exactly what is configured in the template (i.e. a message containing the user's password). It is assumed that users know their ID's and it is not necessary for the User ID to be transmitted.

Notification Text is Empty
If the Users eMail Notification Message template does not contain any text (i.e. is empty) then the default text defined above will be used.

Notification Text Omits Keyword
If the Users eMail Notification Message template is configured with text but does not contain any Keyword for User ID or User Password, then two eMail messages will get generated as if only the User ID is present. The eMails described above will be sent.