Account and User Management Enhancements

The following features and enhancements involving the management of accounts and users were added in the 2024 R1 release:

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Ability to Send Welcome Email to a Specified Admin Account

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Ability to Disallow Use of [[Password]] Merge Tag in Welcome Emails

Ability to Send Welcome Email to a Specified Admin Account

Instead of having the welcome email sent to a new end user who was newly created in FlexNet Operations, producers can now opt to have the welcome email sent to a generic administrator account. This administrator can then trigger the end user’s registration in their company’s enterprise system and email the end user their login details for accessing FlexNet Operations. This process streamlines the registration process and avoids an end user being present in FlexNet Operations without being registered in the enterprise system.

This behavior is controlled by a new flag, Send Welcome Email to designated email address. By default, the flag is set to No (meaning that welcome emails are sent to the new user, as in previous releases). Producers who require the modified behavior (flag set to Yes) should change the flag accordingly.

Producers specify the email address for the generic administrator’s account in the To field of the Welcome Email for End Users template.

The following table shows the behavior resulting from combinations of the flag setting and the email template’s To field:

Flag Value	Template “To” Field Set	Welcome Email Sent to End User?	Welcome Email Sent to Admin?
No	No	Yes	No (same behavior as in previous releases)
No	Yes	Yes	Welcome email is sent to the address in the “To” field of the Welcome Email template
Yes	No	No. The error message “The To field in the Welcome Email Template is missing“ is displayed.	No
Yes	Yes	No	Welcome email is sent to the address in the “To” field of the Welcome Email template

Ability to Disallow Use of [[Password]] Merge Tag in Welcome Emails

A new configuration option entitled Display Password in Welcome Email Template has been added to give producers greater control over the use of the [[Password]] merge tag in the Welcome Email Template for Producer and Welcome Email Template for End User email templates. The option is located under System > Configure > FlexNet Operations > General Options.

For security reasons, the welcome email should not contain a plain text password. Instead, it should contain a URL which enables the user to set (or reset) their password.

When this option is enabled, the merge tag section in the welcome email templates displays the [[Password]] merge tag and allows the use of the merge tag. When a welcome email containing the [[Password]] merge tag is sent, the merge tag is substituted with the password, which poses a security risk if the email is intercepted by an attacker.

When this option is disabled, the [[Password]] merge tag is not displayed in the merge tag section of the welcome email templates. In addition, if the [[Password]] merge tag is manually added to the welcome email, the merge tag is not substituted by the password.

By default, the option Display Password in Welcome Email Template is enabled. Producers who do not want to allow use of the [[Password]] merge tag in welcome emails should disable the option.