Authentication Management

If you are activating the additional Single-Factor Authentication (SFA) in COSMO Regulatory Affairs, each approval user must create an approval password. This can be done prior to or at the time of receiving an approval request. COSMO Regulatory Affairs also provides a log which shows all authentications that have been processed.

Manage Approval Passwords

Approval passwords are managed in the User Card or the Requests to Approve page. The relevant actions on the Authentication menu are described in the following table.

Action	Description
Set Workflow Password	Creates a password based on the password policies in the Regulatory Affairs Setup page. For more information, see Regulatory Affairs Setup.
Update Workflow Password	Existing password will be replaced by entering current password and new password. NOTE: There is a workflow for approving the reset of a workflow password. For more information, see Reset User Workflow Password.
Reset Workflow Password	Existing password is deactivated and cannot be used again until it meets the password policy as indicated in the Password Log Size field in the Regulatory Affairs Setup page. Use the Set Workflow Password action to create a new password.

New password prior to approvals

If the user is setting up their password before receiving any approval requests, they need to open their User Card.

1. Choose the icon, enter Users, and then choose the related link.
2. Select their user and then on the Authentication menu, choose the Set Workflow Password action.
3. Following the password requirements in the Regulatory Affairs Setup page, enter the password once and then again to confirm the password.

Note

Users can also create their password from the Requests to Approve page.

New password during approvals

If a user has not set up their password and receives an approval request, a dialog page will open for them to create their password when they choose the Approve action for the request.

Authentication Log

The Regulatory Affairs Authentication Log page shows all authentications that have been processed, including completed and failed attempts, and provides access to the approval entries or item ledger entries for journal postings. Access this page by choosing the icon, enter Regulatory Affairs Authentication Log, and then choose the related link.

Each time an approval user attempts or completes a COSMO Regulatory Affairs process, a record is created in the log with their User ID, date and time, and a particular Log Type. These Log Types are described in the following table.

Log Type	Description
No Authentication Needed	Authentication was not enabled for the workflow so the user approved the request with no authentication.
Authenticated	Authentication was enabled for the workflow and the user approved the request with proper authentication.
Authentication failed	Authentication was enabled for the workflow and the user did not approve the request due to an incorrect password. The Attempt field indicates how many times the user tried to enter their password and failed.
Time Base Authentication	Authentication was enabled for the workflow and the user approved the request within the allowed time frame for approving requests without needing to reenter a password (see the Authentication Timeout field in Regulatory Affairs Setup).
Suspended Account	User failed to enter their password correctly more times than allowed and, therefore, their account is suspended (see the Max. Failed Login Attempts field in Regulatory Affairs Setup).
New Password	User created a new password.
Update Password	User updated their current password.

For quick reference, the Details field shows the same information that is in the Details field in the Approval Entries Log page and the Approval Entry Text field shows the entry number of the approval request that relates to the log record.

For entries relating to authentication, you can open the approval entries by choosing the Approval Entry action. For journal posting entries, you can also access the related item ledger entries by choosing the Item Ledger Entries action.

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