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One Identity Safeguard for Privileged Passwords 8.0 LTS - User Guide

Requesting a password release

If you are designated as an authorized user of an entitlement, you can request passwords for any account in the scope of the entitlement's policies.

You can configure One Identity Safeguard for Privileged Passwords to notify you of pending password release workflow events, such as when a password release request is pending, denied, or revoked, and so forth. For more information, see Configuring alerts.

To request a password release

  1. Click Home then New Request or open the My Requests page then click New Request.

    NOTE: You can also submit an access request from your Favorites pane, if you previously saved it as a favorite.

  1. On the New Access Request page, select the accounts to be included in the access request and the type of access being requested for each selected account. You can search for accounts based on asset information. The assets available for selection are based on the scope defined in the entitlement's access request policies.

    NOTE: Use the button to select the columns to display.

    • Asset: The display name of the managed system.

    • Account: All available accounts will be listed in the Account column.

      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. 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. 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 that is 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.

    • Access Type: The type of access request appears in the Access Type column. If the type is a drop-down, multiple access request types are available. Open the drop-down and select the access type, for example, Password, RDP, SSH, SSH Key, or Telnet.

    • Account Description: (When applicable) The description of the account.

    • Asset Description: (When applicable) The description of the asset.

    You can remove an account from the list by clearing the check box associated with an entry in the grid.

  2. Click Next.

  3. On Request Details, configure the following settings, which will apply to all of the selected assets and accounts:

    1. Emergency Access: If the policy has emergency access enabled, select this option to gain immediate emergency access to this password. When you use Emergency Access, the request requires no approval. For more information, see Creating an access request policy.

    2. When: Select one of the following options:

      1. Now: If selected, the request is immediately created.

      2. Later: If selected, fields will appear allowing you to enter a specific date and time for the request in the user's local time.

    3. How Long: Based on the policy, do one of the following:
      • View the Checkout Duration.
      • If the Allow Requester to Change Duration option is enabled in the policy, you can set the days, hours, and minutes that you want to use the password. This overrides the Checkout Duration set in the access request policy. For more information, see Creating an access request policy.

    4. Ticket Number: If the policy requires a ticket number, enter a ticket number. If multiple accounts are in the request and one or more require a ticket number, the ticket number is applied to all of the requests associated with this access request. For more information, see Ticket systems.

    5. Reason: If the policy requires a reason, enter a reason. If multiple accounts are in the request and one or more require a reason. The reason is applied to all of the requests associated with this access request. For more information, see Reasons.

      Select the Description down arrow to view the description defined for the selected reason.

    6. Comment: If required, enter information about this request. When multiple accounts are specified in the request, if any of the selected accounts require a comment, you must enter a comment. The comment will be applied to all of the requests associated with this access request. The limit is 1000 characters.

  4. To save the access request as a favorite, select the Save this request as a favorite check box and enter a name for the request.

    This access request is then added to your Favorites. In the web client, favorites are displayed on the Home page and the My Requests page.

  5. After entering the required information, click Submit Request.

    Additional information displays if the access requests submitted were unsuccessful with information on how to address the issues. Once they have been addressed, you can resubmit the request.

When the request has been approved, you can use the password. For more information, see Taking action on a password release request.

Taking action on a password release request

The actions that can be taken on a password release request depends on the state of the request.

To take action on a password release request

  1. From the web client, click My Requests. Use any of the following methods to control the request displayed:

    • Click then select Check-In All Available to check-in all the available requests, Clear All to remove all requests, or Cancel All Pending Time Requested to cancel and remove all pending requests.

    • Click Sort By then select to sort by Account Name, Asset Name, Due Next, Expiring Next, Most Recent, or Status.
    • Click sort up or sort down to sort in ascending or descending order.
    • Click Filters to filter by the status.
      • Available: Approved requests that are ready to view or copy.
      • Pending Approval: Requests that are waiting for approval.
      • Approved: Requests that have been approved, but the check out time has not arrived. Or, for pending accounts restored when using the SPS suspend feature.
      • Revoked: Approved requests retracted by the approver. The approver can revoke a request after the request has become available.
      • Expired: Requests for which the Checkout Duration has elapsed.
      • Denied: Requests denied by the approver.
    • Click Search to see a list of searchable elements. Or enter search characters. For more information, see Search box.
    • If a denied or revoked request has been commented on by an approver, you can click the button associated with the request to view the comment.
  2. You can take any of the following actions on the password release request:
    • Available Password request:
      • The name, account, and remaining time is displayed.
      • If your browser allows, click  Copy to check out the password. This puts the password onto your clipboard, ready for you to use. Or, click Show to check out the password and view the password. A password displays on your screen for 20 seconds. The web client displays up to 10,000 characters before truncating the password, however the API allows any set password payload below 1MB. If the password changes while you have it checked out, and your current request is still valid, select either Copy or Show again to obtain the new password.
      • Select Hide to conceal the information from view.
      • Once you are done working, click  Check-In Request to complete the password check out process.
    • Available Password Request with time-based one-time password (TOTP) configured (for more information, see Setting a TOTP authenticator):

      • Click  Copy MFA Code (OTP) to put the TOTP onto your clipboard, or View MFA Code (OTP) if you want to manually enter the TOTP. Clicking either button will check out the active TOTP and initiate a countdown during which the TOTP must be used.

      • Depending on the platform, you may need to enter multiple TOTP. Each successive TOTP will be made available once the previous TOTP has expired. If the TOTP changes while you have it checked out, and your current request is still valid, select either Copy MFA Code (OTP) or View MFA Code (OTP) again to obtain the TOTP, if enabled by your Administrator.

      • Once you are done working, click  Check-In Request to complete the password check out process.

    • Approved request: Select  Cancel Request to remove the request.

      A password release request changes from Approved to Available when the requested time is reached. It stays available until you either cancel the request or it reaches the end of the duration period.

    • Pending request: Select  Cancel Request to remove the request.
    • Revoked request: Select Resubmit to request the password again.
    • Expired request: Select  Remove Request to delete the request from the list.

    • Denied request: Select Resubmit to request the password again.

      Select  Remove Request to delete the request from the list.

Approving a password release request

Depending on how the Security Policy Administrator configured the policy, a password release request will either require approval by one or more Safeguard for Privileged Passwords users, or be auto-approved. This process ensures the security of account passwords, provides accountability, and provides dual control over the system accounts.

You can revoke a request between the time the requester views it and checks it in.

Any eligible approver can deny a password release request after it has already been approved or auto-approved. Once disallowed, the requester will no longer have access to the password, but they are given another opportunity to request that password again. The requester receives an email notifying them that the request was denied.

Safeguard for Privileged Passwords can be configured to notify you of a password release request that requires your approval. For more information, see Configuring alerts..

To approve or deny a password release request

To manage approvals, on the left of the page, click 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, including the workflow.

  • Approve one or more request: Select the requests and click (Approve all selected requests). Optionally, enter a comment.

  • Deny one or more request: Select the requests and click (Deny all selected requests). Optionally, enter a comment.

  • Change the columns that appear: Click (Columns) and select the columns you want to see. You can select columns including the following information:

    • 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, API Key, or Telnet).

    • Account: Displays the managed account name.

    • Ticket Number: Displays the ticket number, if required.

    • Requested For: Displays the date and time as well as the window of availability (for example, March 20, 2021 9:56 AM 2 hours).

  • Search: To see a list of searchable elements, click (Search). For more information, see Search box.

Reviewing a completed password release request

The Security Policy Administrator can configure an access request policy to require a review of completed password release requests for accounts in the scope of the policy.

NOTE: You can configure Safeguard for Privileged Passwords to notify you of a password release request that requires your review. For more information, see Configuring alerts.

To review a completed password release request

To manage reviews, on the left of the page, select (Reviews). On the Reviews page, you can:

  • View the details of a workflow by selecting it.

  • Mark one or more request as reviewed by selecting the requests, then performing one of the following actions:

    • If no comment is required, click (Mark all the selected requests as reviewed).

    • If a comment is required, 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) and 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, RDP Application, SSH, API Key, 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: To see a list of searchable elements, click click (Search). For more information, see Search box.

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