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One Identity Safeguard for Privileged Passwords 6.9 - User Guide

Introduction System requirements and versions Search box Using the web client Getting started with the desktop client Using the desktop client Search box Privileged access requests About us

Personal password vault (web client)

The personal password vault extends security and credential protection to business users to store and manage passwords. Users must have the Personal Passwords permission granted.

User benefits include:

  • Users can store up to 100 personal passwords, set optional expiration dates, and share passwords.
  • Users know at a glance the last time they changed their password.
  • Users have a history of personal password changes. This is handy if the user changes the password in the vault but not on the target account or if the user needs to work from a backup.
  • A password can be shared by the user with one other user. For example, when a user is not available they can give a coworker access to a password. Access can be revoked or the user that has the password shared can opt out of the share.

System users (like the bootstrap admin) cannot create personal accounts.

IMPORTANT: The Personal Password Vault permission, like any other permission, can be set explicitly on a user or inherited from a Directory Group. If a user with the Personal Password Vault permission stores one or more personal passwords and then later has the permission revoked, either explicitly or by having been removed from all Directory Groups from which they inherited it, the user will no longer be able to access Personal Password Vault features. But the user’s data within the vault will still be maintained. If at any point the user is granted the Personal Password Vault permission again, they regain access to all of their existing data.

The Personal Password Vault page toolbar functions follow.

Table 8: Personal Password Vault: Toolbar
Option Description
New Entry

Add an entry to the to the personal password vault.

- Remove Entry

Remove one or more selected entries from the personal password vault. Once an entry is removed, you will not have access to the credentials.

Edit Entry

Modify the selected entry.

Information

View information about the selected entry including:

  • General tab:

    Name: A meaningful name assigned to the application or account to access.

    Account Name: The user name for log on authentication. Click Copy Account Name to copy the name to your clipboard.

    Password: The secret which you can Show or Hide as well as copy by clicking Copy Password.

    Expires: The date the password is no longer valid.

  • Notes tab: Information for the user and anyone sharing the password, such as secondary secrets or other instructions.
  • Sharing tab: The user name of the person your password is Shared With and the date the Sharing Expires. To change the Sharing Expires date, click Edit, change the date and then click Save.
Share Credentials Select one or more entries then select the user you want to share credentials with and the date to stop sharing. Users must have this feature enabled to be listed.
Stop Sharing

Select one or more entries then click Stop Sharing.

If a password is shared by another owner with you, you cannot remove the share but you can opt yourself out of the share.

History

Thirty days of password history display as a default. You can set a date range for displaying password history by selecting From and To values using the calendar. Or, you can click Date Range to select set time periods for hours, days, months, or All History.

In addition to viewing the Date Changed, you can can Show or Hide the password or Copy Password.

Copy Account Name

Copy the account name of the selected entry.

Copy Password

Copy the password of the selected entry.

Open URL

Click to open the URL web address entered when the password was added or edited.

Columns

Click to select the columns you want to display.

Search

Click to see a list of searchable elements. Or enter search characters. For more information, see Search box.

Entry details for various applications and systems display in the grid.

Table 9: Personal Password Vault: Passwords grid
Name A meaningful name given to the application or account to access, for example Company Twitter.
Account Name The user name used for log on authentication.
Expires

The date the password expires or blank (no value) if the password does not have an expiration date.

Shared

Display all the following values or click the filter to select a few values to display:

  • Not Shared if the password is not shared with another user.
  • Shared if you are sharing the password with another user.
  • Shared with Me if another user is sharing their password with you.
Shared With

The user name (and domain name, if applicable) with whom the password is shared; blank if the password is not shared.

You can hover over the user name to see the email address for verification.

Owner The owner of the password.
Sharing Expires The date sharing expires and the password will no longer be available to the Shared With user.

To add a password

  1. On the Personal Password Vault page, click New Entry.
  2. Enter the following values.
    1. Name: Enter a meaningful name for the application or account to access, for example Company Twitter.
    2. Account Name: Enter the user name you use to log on for authentication.
    3. Password: You can type in a password or automatically generate a password.
      Adding a password is optional. For example, you may want to store information about an application or system in the Notes and not store the actual password. The Notes limit is 2000 characters.
      • If you type in the password, you can click Show or Hide to view the entry or not. You can also click Copy Password to copy the password to your clipboard.
      • To automatically generate a password, click Generate a password. The password is automatically generated. You can change password rules:
        1. Length: Use the slider or enter a value to reset the required length.
        2. Numbers: Toggle the requirement to use numbers in the password on or off. The password is regenerated per the setting.
        3. Symbols: Toggle the requirement to use symbols in the password on or off. The password is regenerated per the setting.
        4. Click Regenerate to generate a new password.
        5. Click OK to save the generated password.
        6. Back on the New Entry panel, you can click Copy Password to copy the password to your clipboard.
    4. Expires: It is recommended that you set an expiration date to protect your access. You can enter the date as MM/DD/YYYY or click the calendar to select a date.
    5. URL: Enter the web address of the application or system, for example, Amazon.com. Click Open URL to test the link. You can also Copy the URL.
    6. Notes: Enter any free form notes that are helpful for you or for the person with whom you may share the password. You can also use Notes for information about an application or system, such as certifications or keys. The limit is 2000 characters.
  3. Click Save.

To sharing your password with another user

  1. On the Personal Password Vault page in the grid, select one or more entries to share.
  2. Click Share Credentials.
  3. On the Share Credentials dialog, click Browse.
  4. On the Share With... dialog, users with Personal Passwords permissions are available including their Display Name, Domain, and Email Address. Administrators can add permissions.

    Select one user. To search for a user, enter a value in the Search text box or click the icon then make a selection to search by Domain, Display Name, or Email Address. Enter the first letters of the value to display the matches and select the user.
    Click OK.

  5. Set the sharing end date which must be between one day and one year. In Stop Sharing, enter the date as MM/DD/YYYY, click the calendar and select the date, or click Sharing Expires to select a week or month interval. The password will not be available to the user on that date.
  6. Click Share.
  • One easy way to change the Sharing Expires date later is to select the entry and click Information. On the Sharing tab, click Edit, change the Sharing Expires date, then click Save.

    To stop share your password with another user

    1. On the Personal Password Vault grid, the Shared column displays Shared if you are sharing the password.
    2. Select one or more check boxes of entries to stop sharing.
    3. Click Stop Sharing. The Stop Sharing dialog displays as a warning.
    4. Click Stop Sharing.
  • Approvals (web client)

    Click Approvals on the left of the page to manage approvals. On the Approvals page, you can:

    • View details by selecting a request then looking at the details display on the right of the page.
    • Approve one or more request: Select the requests. Then, click Approve all selected requests to approve all the requests you selected. Optionally, enter a comment.
    • Deny one or more request: Select the requests. Then, click Deny all selected requests to deny all the requests you selected. Optionally, enter a comment.
    • Change the columns that display: Click and select the columns you want to see. You can select columns including:
      • Action: Displays Approve only this request and Deny only this request.
      • Requester / Status: Displays the user name and the status of the approval (for example, Pending 1 approval).
      • Asset / Access Type: Displays the name of the asset and the type of access (for example, Password, SSH Key, RDP, SSH, or Telnet).
      • Account: Displays the managed account name.
      • Ticket Number: Displays the ticket number, if required.
      • Request For: Displays the date and time as well as the window of availability (for example, March 20, 2021 9:56 AM 2 hours).
    • Search: For more information, see Search box.

    For more information, see Approving a password release request.

    Reviews (web client)

    Select Reviews on the left of the page to manage reviews. On the Reviews page, you can:

    • View details by selecting a request then looking at the details display on the right of the page, including the workflow.
    • Mark one or more request as reviewed: Select the requests. Do the following:
      • If no comment is needed, click Mark all the selected requests as reviewed.
      • If a comment is needed, this icon will display as One or more of the selected requests requires review comments. Add the comment. Then, click Mark as Reviewed.
    • Change the columns that display: Click Select columns to display then select the columns you want to see.
      • Action: Displays This request requires review comments or Mark only this request as reviewed.
      • Requester: Displays the user name of the requester.
      • Access Type: Displays the type of access (for example, Password, SSH Key, RDP, SSH, or Telnet).
      • Account: Displays the managed account name.
      • Ticket Number: Displays the ticket number, if required.
      • Request For/Duration: Displays the date and time as well as the window of availability (for example, March 20, 2021 9:56 AM 2 hours).
    • Search: For more information, see Search box.

    Favorites (web client)

    On your Home or My Requests page, you will see My Favorites (number of favorites). You can quickly make requests by creating a favorite of requests you make often, then just click the favorite.

    You must be authorized to create requests for the assets and accounts you choose to include in a favorite. To change the look of the favorite tiles, click for large icons or for small icons.

    If Show Account Availability is enabled you can identify if a privileged account is available or not. Accounts display a warning badge if in use by a request and an account's status is updated immediately after being changed in order to avoid overlapping account requests from multiple users. Hover over the badge to display <X> of <X> accounts in use. Select an available account. Showing account availability requires additional API queries that may impact performance. This toggle is set by the user not an administrator. There is no global toggle.

    NOTE: When the policy governing the request has enabled Allow simultaneous access for multiple user access, the request may still be available even though Show Account Request Availability indicates it is in use.

    Add a favorite

    1. To the right of My Favorite Requests, click New Favorite.
    2. On the Asset Selection page, select the assets to access. Use the following approaches to quickly find the assets you want:
      • Click Search to search the Asset, Network Address, or Platform. For more information, see Search box.
      • Once you've selected assets, the number of Assets selected displays in the lower left. You can toggle between Show only selected and Show all.
      • In the lower right, select the number of Items per page that display. Click the arrows to move through the pages.
    3. Click Next.
    4. On the Account & Access Type Selection page, select the account for the asset. If there are several accounts associated with an asset:
      1. Click the Select Account(s) link.
      2. Select the account(s) for that asset.
      3. Click OK.
      4. Continue to select accounts for each asset.
    5. Click Next to provide favorite details:
      1. Enter a Name for the favorite.
      2. Enter a Brief Description.
      3. Select the color of the favorite's tile.
    6. Click Add.

    Use and manage a favorite

    Once a favorite has been created, you can use and make changes to the favorite.

    1.  Click the menu on the right of the favorite and perform a task:
      • Click Submit Request to submit the request and launch the request workflow. Follow the workflow steps. For more information, see Requesting a password release.
      • Click Change Color to change the color of the favorite. This is useful to color code types of requests.
      • Click Remove to delete the favorite.
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