Set up password management for readers

Password management for readers can be set up under Your Account > Readers > Settings and allows you to choose how reader passwords are set. There are two options for reader password management:

  • Managed Passwords: Passwords can only be managed by KnowledgeOwl admins (default)
  • Self-administered Passwords: Allow readers to administer their own passwords by email

Allowing readers to administer their own password also enables reader welcome emails,  password reset emails, and reader signups. Emails are not sent for managed passwords.

Managed passwords

Managed passwords can only be set and reset by a KnowledgeOwl admin (user with reader admin permissions). When using managed passwords, you will need to give the reader his or her username and password through your own system. If the reader forgets his or her password, they will need to contact you to retrieve or reset it. No welcome or password reset emails are sent for managed passwords; all reader communication occurs outside of the KnowledgeOwl application.

When creating readers with managed passwords, you will need to set the password in the Admin Managed Password field when adding a single reader or have a column with the passwords when creating readers from a spreadsheet.

Self-administered passwords

Self-administered passwords are set and reset by reader via email. When using self-administered passwords, readers are sent a welcome email containing a temporary password and will be asked to update their password when they first log in.  

If a reader forgets or wants to reset his or her password, there is a "Reset Password" option on the login page. Clicking "Reset Password" allows a reader send a temporary password to his or her email address to create a new password. For this reason, usernames should be an email address for self-administered passwords to work properly. 

KnowledgeOwl admins can reset self-administered passwords either by sending a new temporary password or manually setting a temporary passwords; readers will be asked to update their password when they use the temporary one.

Reader welcome and password reset emails can be customized under Your Account > Readers > Settings.  Reader emails are account-wide so the same email is sent for all knowledge bases in an account.

When creating readers with self-administered passwords, readers will automatically be sent a welcome email with their temporary password when you add a single reader or create readers from a spreadsheet.  If you do not want the welcome email sent when creating new readers, you can temporarily choose Managed Passwords, create the readers with an admin password, and switch back to Self-Administered Passwords.  The admin password will then be used as a temporary password; readers will be asked to update them when they log in.

Account-wide password management

Reader settings are account-wide so the password management option will apply to all knowledge bases on an account by default. Managed Passwords are the default option for password management. You can switch to self-administered passwords under Your Account > Readers > Settings.

Different password management for different kbs

You can choose to override the default account-wide password management option for individual knowledge bases under Settings > Security. By default, reader passwords will be set to "Use the account wide password management setting (default)". 

You can choose to use the default or override the default for a particular knowledge bases. There are three options:

  • Use the account wide password management setting (default)
  • Managed Passwords: Passwords  can only be managed by KnowledgeOwl admins
  • Self-administered Passwords: Allow readers to administer their own passwords by email

Specifying the type of password management will override the default setting under Your Account > Readers > Settings.