A screenshot showing an example of the login screen for a Smartabase site

You need to log in when you use Smartabase in your web browser or from one of the Smartabase mobile applications. None of your data or anyone else’s data is accessible until you log in. Your Smartabase administrator is responsible for making sure that you’ve got the right information to log into Smartabase – your site location and username. You’ll also need to know your password

Some important things to know about logging in:

  • How to reset your password.
  • How to complete multi-factor authentication.
  • Terms of service and your consent
  • How to log in using another language.

Your Smartabase administrator is responsible for making sure that you’ve got the right information to log into Smartabase – your site location and username. You’ll also need to know your password.

Reset your password

A screenshot showing an example of the process for resetting your password

If you forget (or don’t have) the password for your Smartabase account, you can reset it from the login page in the Smartabase web application. There’s an option for resetting your password on the screen where you would normally enter your password.

When you use the password reset option, you’ll be asked to enter the email address for your Smartabase account. Use the button to send a password reset link and you’ll get an email from noreply@smartabase.com with a link to reset your password. The link takes you to the password reset page for your Smartabase site.

For security reasons, the link expires after one hour, and you can only use it once.

A screenshot showing an example of the process for creating a new password

You can use the password reset page to enter and confirm your new password. Note that you can only change your password twice within a 24-hour period. When you choose a new password, you’ll be prompted to meet the minimum requirements for password complexity set up by your organisation. These can vary from organisation to organisation, but can include:

  • A minimum and/or maximum character length.
  • A minimum number of upper and lower case letters.
  • A minimum number of digits and special characters, like 402 and &#!.
  • The exclusion of any common sequential or repeated letters, numbers or symbols, like 1234, 111, BBB or !@#$.

Your organisation may also prohibit the use of a certain number of prior passwords. By default, a Smartabase site will ban the previous eight passwords used by an account. If you try to enter a new password that When you save your password, a window will briefly appear to tell you it’s checking your prior passwords. If your newly chosen password has been used within the disallowed number of prior passwords, you will be asked to choose a different one.

Once you’ve saved your new password, you’ll be able to log in using it. Smartabase will also send you an email to confirm that your password has been changed.

In addition, your organisation may enforce a password expiry. In other words, after a certain period of time, you will be forced to choose a new password. After entering your old password and logging in, a message will appear informing you that your password has expired, and prompt you to enter a new one.

If you receive an email from Smartabase with a reset link that you didn’t request, you don’t have to reset your password (it won’t change unless you change it using the link), but you should let your organisation know what happened. Likewise, if you receive an unexpected email saying that your password has been changed, you should also talk to your organisation’s Smartabase administrator.

If you or anyone else makes more than five failed attempts to log in to your account, Smartabase will remove the ability to log in for 10 minutes. This is to help prevent unauthorised access to a Smartabase site.

Authenticate your device

If multi-factor authentication is enabled for your Smartabase site (or for your role), you’re required to authenticate certain actions (like logging in) by providing a code. You can choose how you want to authenticate using your account settings. For more information, refer to the multi-factor authentication article.

Terms of service and your consent

Depending on how your organisation works, you might be asked for your consent to specific terms of use for your Smartabase site. These will be shown to you when you log in (for some people, it may be a requirement to view and agree to the terms on each login) and you’ll be asked whether you consent to the terms after you’ve read through them.

A screenshot showing an example of how terms appear during the login process

If you can’t consent to the terms, you can use the cancel button instead of the consent button. This will terminate your login process – you can’t use Smartabase if you don’t consent to your organisation’s terms of use.

If you consent to the terms of use, you can review them later from your user account. It’s also possible to withdraw your consent from the user account page.

Log in using another language

If you’re using Smartabase in another language (language preferences are set in your user account), you might also want to view the login screen in that language. This applies when you use the Smartabase web application, but it isn’t supported for the Smartabase mobile applications.

To change the language of the login screen, we suggest that you use your browser to create a bookmark for your Smartabase site location, then use the ?locale= suffix with the language code you want.


A screenshot from the login screen using the French language

In the example above, we’ve used the language code for French. This tells Smartabase to load the French language version of the login screen. You can use the language code for any supported language. We’ve provided a list below and will update this as new languages are added to Smartabase.

Language code Language (English) Language (local)
en English English
fr French Français
ar Arabic العربية
de German Deutsch
nl Dutch Nederlands
ru Russian Русский
he Hebrew עברית
ja Japanese 日本語
zh Mandarin 中文
es Spanish Español
it Italian Italiano
pt Portuguese Português
ko Korean 한국어

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