With the migration to Access Evo, significant changes have been made to how passwords are managed in Definitiv. This article outlines the key changes that affect system administrators and users with User Listing permissions.
Key changes summary
Important: Once you have migrated to Access Evo, password management is no longer handled within Definitiv. All password-related functions are now managed through Access Identity.
What's changed for administrators?
Password reset function removed
What: The Reset User Passwords function has been completely removed from the User Listing page.
Impact: Administrators can no longer reset passwords for users directly within Definitiv.
Why: Password management is now centralized in Access Identity, giving users self-service capabilities and improved security.
Add User Password field removed
What: The password field has been removed from the Add User function in the User Listing page.
Impact: When creating new users, administrators cannot set initial passwords.
New process:
Create the user without a password
The system displays the message: "The user's password will be managed in Access Identity once they have actioned their invitation link"
Users must complete the Evo invitation process to set their own passwords
Password Policy settings removed
What: The Password Policy section under Application Settings has been removed and replaced with an informational message.
Impact: Administrators can no longer configure password policies within Definitiv.
New reality: Password policies are now controlled entirely by Access Identity and managed at the workspace level.
How users now manage their own passwords
With the migration to Access Evo, users have been given self-service password management capabilities through two main methods:
1. Change Password menu option
Location: Available in the user's profile dropdown menu within Definitiv.
How it works:
Users click on their name/profile in the top right corner of Definitiv.
Select Change Password from the dropdown menu.
This redirects them to the Manage your Access account screen in Access Identity.
Users can then change their password following the Access Identity interface.
2. Forgot Password feature
Location: Available on the Access Definitiv Evo login screen.
How it works:
When users attempt to sign into Access Definitiv, they see the Access Identity login screen.
If they've forgotten their password, they can click Forgot your password?
This initiates the Access Identity password reset process.
Users receive an email with instructions to reset their password.
They can create a new password that meets the Access Identity security requirements.