Email Expiration Reminders

PortalGuard has the ability to send reminder emails to users whose passwords are due to expire soon. Multiple emails can be sent to the users as the date of their password expiration approaches. A configurable email body template can include a URL to the PortalGuard server where the user can change their password and perform other account management if needed. There is also a “Test Only” mode where the agent performs all processing but stops short of actually sending the email. When coupled with a high log level or the auditing feature, you can test who would receive the emails without actually sending the notifications.

NOTE: The Windows server on which PortalGuard is installed must be restarted after installation before scheduled tasks will see the new PortalGuard environment variables and run correctly. Unfortunately, Microsoft decided the Task Scheduler service itself should not be started or stopped independently through the Services applet.

The Email Expiration Reminders feature is optional and is disabled by default. Please follow the steps below to configure and enable the feature:

  1. Login to the PortalGuard server as an administrative user
  2. From the PortalGuard root folder (default: C:\Program Files\PistolStar\PortalGuard), open the “bin” folder and launch “Email_Expiration_Reminders.exe”.
  3. Configure the settings as you see fit and save them. Moving the mouse cursor over each field label will show context-sensitive help. The configuration file will be created in “PortalGuard\Policies\Scheduled\Email_Expiration_Reminders.xml”.
  4. As per the NOTE above, restart the PortalGuard server at the operating system level
  5. The next step is to schedule the process to run each day. Launch the built-in Task Scheduler in Windows, installing the appropriate OS features if needed.
  6. In the right-hand Actions list, choose “Create Basic Task”

  1. Enter a Name and Description for the task, e.g. “PortalGuard - Expiration Reminder Emails”

  1. Select the “Daily” trigger option

  1. Choose an early morning time and have it recur every one (1) day

  1. The Action should “Start a program”

  1. Browse to the “PortalGuard\bin” folder and choose the “Email_Expiration_Reminders.exe” file

  1. Choose Finish on the next dialog to complete the task.
  2. The last step is to change the identity under which the scheduled process will run. In the left hand tree, click “Task Scheduler Library” and the scheduled tasks should appear in the middle frame. Click the newly created “PortalGuard” task and then click “Properties” in the right-hand Actions frame.

  1. Click the “Change User or Group…” button and specify the “SYSTEM” account so the process will run under the Local System account. The image below shows the dialog after this change.

  1. Click OK to save the change

The process should now run each day automatically. The History tab of the Windows Task Scheduler can be used to see if there were any errors launching the process. The configuration in step #3 also specifies a Runtime Log Level that can be used to troubleshoot what happened internally during the actual run of the process. A new runtime log file will be created for each day. These logs are created in the “PortalGuard\Logs\Scheduled” folder.

HINT: Windows scheduled tasks can also be run on demand from the Task Scheduler application to expedite the testing of any changes to the email template.