Sign in to Entities
To access the Entities app and view or edit any data stored there, usernames and passwords are set up and issued by the system administrator.
Watch this short video on how to sign in or continue reading.
Note
For any queries relating to login details, contact your system administrator. The system administrator is someone within your organisation with administrator rights to the system. The administrator is not someone at Diligent.
Password requirements
Passwords are case-sensitive and may require uppercase letters, lowercase letters, and digits or symbols. Administrators can define password requirements under User Policies.
Forgotten passwords
If a user has forgotten their password, it can be retrieved by using the Forgotten your password? link at the bottom of the sign-in page.
Once the Forgotten your password? link is selected, the Reset Password page displays where the user needs to provide their username and select Submit.
Note
Depending on the system configuration, users might also need to enter the password reset PIN.
Note
All users must have name and email contact details recorded in the Entities app. If no contact details are recorded, a user cannot reset their own password and only a system administrator can reset their password. Once signed in, contact details should be entered in My Preferences.
Provided that a valid contact email address is recorded for the user in the Entities app, an email containing a password reset link is sent to the user.
Note
The link in the email is time sensitive and expires after a set time. The default expiration time is 30 minutes.
When users with a locked, disabled, or inactive account try to reset their password on a site where password reset is not allowed for such accounts, the system indicates the status of their account and advises them to contact their system administrator.
When the user selects the password reset link, the Password Reset page displays where they can set a new password.
Password reset PIN
If a password reset PIN policy is in place, the Password Reset page displays a prompt for a password reset PIN.
Unless it has been changed by a system administrator, the default password reset PIN is 4321.
Once the user signs in, the Global Screen displays. Refer to Global Screen for more information.
Multi-factor authentication
Note
Multi-factor authentication is available on hosted sites that use the IdentityServer and do not allow guest login. Sites using an external identity provider such as OKTA can configure multi-factor authentication through their external provider.
If multi-factor authentication is enabled for the user account, once the user has provided their username and password, they are required to enter a verification code generated in an authenticator app.
Users have 5 minutes to enter a valid authentication code after they have entered their password. For more information about how to set up multi-factor authentication, refer to Set Up Multi-Factor Authentication.
If it is the first time the user is signing in using multi-factor authentication or they have used multi-factor authentication before, but lost the device they used the authenticator app on and the administrator reset their account, they see a page that enables them to set up two-factor authentication in an authenticator app such as Google Authenticator or Microsoft Authenticator.
For more information about how administrators can indicate that a user has lost the device they have been using for multi-factor authentication, refer to Change User Preferences.
