Profile, notifications and security

Profile

What it is for. The page with your personal data and preferences. When to use it: to check/update your data and preferences (where allowed). How to open it: profile menu (initials at the top right) → Profile.

What it shows and how to use it. Personal and contact details, preferred language, avatar. Some fields are read-only because HR manages them: request corrections with an HR request (e.g. HR-ADM / Ask for clarification). The language you set here applies to the portal, documents and communications.

Notification preferences

What it is for. It controls which notifications you receive and on which channels. When to use it: to reduce noise or make sure you get important alerts. How to open it: profile menu → Notification preferences.

What it shows and how to use it. Switches by channel (in-app, email) and by category (tickets, approvals, announcements, documents to sign, tasks, surveys, etc.). Turn the items you want on or off; preferences apply immediately and feed the bell and emails.

Password change

What it is for. It lets you change your password in self-service (a single source for Core/Workspace/Desk). When to use it: to update your password periodically or when the system forces a change. How to open it: profile menu → Change password (or automatically in mandatory mode after login, when required).

What it shows. Three fields: Current password, New password (at least 8 characters), Confirm new password; an Update button and (if not mandatory) Cancel.

How to use it. Enter your current password, the new one and the confirmation, then Update. The system checks that the new password is long enough, that the confirmation matches and that it is different from the current one; a message shows the outcome or the error. In mandatory mode you cannot close the dialog until you set a new password.

Notes. The new password must meet your organisation’s complexity policy. For a reset (forgotten password) there is a separate self-service flow with OTP.

MFA setup

What it is for. It turns on two-factor authentication (TOTP) for your account. When to use it: at your first sign-in if MFA is required by policy, or when you want to turn it on from your profile. How to open it: profile menu → Set up MFA (or automatically, in forced mode, if the administrator has made MFA mandatory).

What it shows and how to use it.

1. The dialog generates a secret and shows a QR code to scan with an authenticator app (Google Authenticator, Authy, etc.); the secret is also shown in plain text in groups of 4 digits for manual entry.
2. Enter the 6-digit code generated by the app to verify the pairing.
3. When the check succeeds, the backup codes are shown (only once): copy/download them and confirm that you have saved them — you need them if you lose access to the app.

What happens next. MFA is now active: at later sign-ins you are asked for the 6-digit code (or a backup code). In forced mode you must turn it on to continue.

Notes. Keep the backup codes in a safe place; the secret never leaves the device (the QR code is generated locally).