Passcode Settings

Typically, employees identify themselves at printers by tapping their Card Readers or by entering their email address and PIN. Passcode authentication is an alternative way to authenticate at a printer. If an employee ID card is lost, damaged, or unavailable, the employee can use the passcode to authenticate at a printer.

Note: Passcode authentication is available for sites with OpenID Connect authentication only.

  • Enable Passcode Release – This toggles passcode authentication on or off. By default, passcode authentication is OFF.
  • Character complexity – Choose whether to use Alphanumeric, Alphabetic, or Numeric passcodes. By default, passcodes are numeric only.
  • Passcode length – Set the desired length of passcodes, between 6 and 10 characters. By default, passcodes are 6 characters.
  • Passcode Expiry - Specify how long a passcode remains valid after it’s created. Once it reaches its expiry time, the user can no longer use that passcode and is prompted to reset it. Administrators can configure passcode expiry in Secure > Settings > Passcode Settings with these options:

    • Never Expires – Passcodes remain valid indefinitely (default).

    • Expires in 15 Minutes – Passcodes become invalid 15 minutes after creation. A 15‑minute passcode is intended for single‑use, short‑term access. It expires quickly and is meant to be used once and then forgotten, reducing the risk of reuse or impersonation associated with long‑lived passcodes. This option is best suited for customers who require temporary access only.

    • Expires in X Days – Passcodes expire after a specified number of days, configurable between 1 and 365 days.

    Note: Starting with HP Insights 4.4, users must now store their passcodes themselves, as these are no longer sent by email. Passcodes can be reset through the User Portal, mobile app, or Print Scout if needed.

Passcode Notifications

Users receive alerts when a passcode is about to expire and when it has expired, with the option to reset via the User Portal, Print Scout, or Secure Print mobile app.

Note: To use the passcode expiry notification feature in Print Scout, you must install the latest Print Scout (8.2 or greater) or Mac Print Scout (v2.30 or greater). If you don’t upgrade to the latest Print Scout, the only way to notify user that their passcodes have expired is via the User Portal.

Advance Warnings

  • Starting 7 days before expiry, users will see one warning message per day. The notification message shows the number of days remaining (e.g., “Your passcode will expire in 6 days. Please reset it now to avoid losing access.”).

  • When one day is left before the passcode expires, Print Scout shows the notification “Your passcode will expire today. Please reset it now to avoid losing access.”

Notes:

  • No notifications will be shown if the passcode is set to expire in more than seven days.

  • If the passcode has expired for more than 30 days, Print Scout will consider it inactive, requiring the user to create a new passcode.

Expired Passcode Alerts

If a user’s passcode has expired, Print Scout shows the message ''Your passcode has expired. Click on the Reset button to generate a new passcode'“

Note: When a passcode is configured to expire in 15 minutes, users do not receive advance warning notifications. Once the passcode expires, however, users receive a daily expiry notification prompting them to reset it. Because the expiration window is very short, any newly reset passcode will expire again almost immediately, which may result in users continuing to receive daily expiry notifications unless the expiration period is increased.

Conditions That Trigger Passcode Expiry Notifications

The advanced warning and expired messages appear under the following conditions:

  • Once per day (every 24 hours)

  • On user logon (sign‑out/sign‑in events; not unlocking the screen)

  • When the HP Secure Print desktop applaunches, which occurs only when Print Scout is first installed or when the user fully quits and relaunches the app from the Start menu.

Reset Passcode

Print Scout now lets users reset their passcodes directly from the expiry notification in the HP Secure Print desktop app. Just click the Reset button to start authentication and receive your new passcode. Remember to save your passcode. Alternatively, passcodes can be reset via the user portal, the Print Scout desktop app menu, and the mobile app.

Note: To receive passcode expiry notifications, users must install the latest Print Scout (8.2 or later) or Mac Print Scout (v2.30 or later). If Print Scout is not installed, users can still be notified of expired passcodes via the User Portal or the Secure Print mobile app

Generating Passcodes

Users have three methods of obtaining a passcode, depending on whether Print Scouts are installed

  • For organizations with Print Scouts installed: When a user enters their OpenID Connect credentials in the HP Secure Print Setup Guide, the system will assign them a passcode based on the complexity chosen by their IT administrator.
  • For organizations without Print Scouts installed (e.g. sites in pure cloud mode where Cloud Storage is enabled and Cloud Site Service is used): End-users can use the End-User Portal or the mobile app to generate a passcode.

Resetting Passcodes

Users can choose from three options to reset their passcodes:

  • Using the HP Secure Print desktop app in the tray (if Print Scout is installed)

  • End-User Portal (if enabled)

  • Secure Print Mobile app

For more information, refer to the How to reset a passcode documentation.

Note: Users must now store their passcodes themselves, as these are no longer sent by email. Passcodes can be reset through the User Portal, mobile app, or Print Scout if needed.

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