You can require end users to log in to forms and portals before they can access a form or portal’s content. Before a user can log in for the first time and set a password, Slate administrators must generate a PIN for that user’s person record on their behalf.

The PIN is a temporary password for a new user. After the user uses the PIN to log in for the first time, they are prompted to create a password for subsequent logins.

Methods for generating PINs

This article covers three methods that generate PINs for person records:

1. Upload Dataset

2. Query Batch Management

3. Manual Password Reset

The three methods come with certain tradeoffs:

• The first two methods, using Upload Dataset or Query Batch Management, can generate PINs for multiple records at once, but they don’t send a notification email when the PIN is generated.

• The third method, Manual Password Reset, generates a new PIN for only one record at a time, but it automatically sends the user a password reset notification email.

If your institution collects applications in Slate, the username and password that end users create to access their application and application status page can also be used to access forms and portals with person-scoped security.

Sending PINs to users

The best way to send PINs to multiple person records simultaneously is to create a custom Deliver mailing.

On the Configurable Joins - Person base, an export called Pin can be merged into the body of your mailing alongside instructions. This is not required for manual password resets (Method 3 in this article).

📖 Further reading: Deliver

📝 When you generate a PIN for a user, it acts as a temporary password that lets them set up their permanent password. The PIN is only valid for 180 days from the time you create it.

After 180 days, the user will need to renew the PIN in order to continue setting their password.

If the PIN is not used to set a password within 12 months, it will expire. Once expired, the end user won’t be able to use the PIN to access their account and a new PIN must be generated for the user.

Method 1: Upload Dataset

To generate a PIN for all records in the upload, you will need to add a static mapping to your import. This mapping is located under the destination Record > Generate PIN and should have the value set to Yes. PINs will be generated when you run the upload.

📖 Further reading: Upload Dataset

Method 2: Query Batch Management

In a query, a new PIN can be generated for all records returned in the query’s results by running the query, then selecting Batch Management > Generate PIN as the output. PINs will be generated when you click Export, then Submit.

Method 3: Manual password reset

To generate a new PIN or reset an existing password for a single record at a time:

1. On a person record, select Profile.

2. Select Account.

    

3. Next to Password, select Reset. A popup appears.

4. From the Redirect after Login Type list, select the page type to which the user should be redirected when they log in:

   • Application Management (/your-application/): The end user arrives at the application management page for the selected application.  

   • Portal: Select an active person- or application-scoped portal and Express portal from the list.

   • Form: Select an active person-, application-, or application-creation-scoped form from the list.
     

5. Select Reset. An email with a PIN and a link to create or reset their password is sent to their inbox.