Safeguard for Privileged Passwords On Demand Hosted

You must configure One Identity Safeguard for Privileged Passwords properly for users to receive email notifications:

For Local users, you must set your email address correctly in My Account/My Settings. For more information, seeMy Settings (web client) or User information and log out (desktop client)User information and log out (desktop client)
For Directory users, set your email correctly in the directory where your user resides.
The Security Policy Administrator must configure the access request policies to notify people of pending access workflow events (that is, pending approvals and pending reviews). For more information, see Creating an access request policy (desktop client).
The Appliance Administrator must configure the SMTP server. For more information, see Enabling email notifications.

Role-based email notifications generated by default

One Identity Safeguard for Privileged Passwords can be configured to send email notifications warning you of operations that may require investigation or action. Your administrative permissions determine which email notifications you will receive by default.

Table 16: Email notifications based on administrative permissions
Administrative permission	Event/Warning
Appliance Administrator Operations Administrator	Appliance Healthy Appliance Restarted Appliance Sick Appliance Task Failed Archive Task Failed Cluster Failover Started Cluster Replica Enrollment Completed Cluster Replica Removal Started Cluster Reset Started Disk Usage Warning Factory Reset Appliance License Expired License Expiring Soon NTP Error Detected Operational Mode Appliance Raid Error Detected Reboot Appliance Shutdown Appliance
Partition Owner (if none, sent to the Asset Administrator) NOTE: If Asset Administrators want to be notified along with the Partition Owners, they can set themselves up as an explicit owners or create an email subscription for the event. The API /service/core/v3/EventSubscribers endpoint can be used to create event subscribers for events, including events on specific assets or accounts.	Account Discovery Failed Dependent Asset Update Failed Password Change Failed Password Check Failed Password Check Mismatch Password Reset Needed Restore Account Failed Service Discovery Failed SSH Check Mismatch SSH Host Key Mismatch SSH Key Change Failed SSH Key Check Failed SSH Key Discovery Failed SSH Key Install Failed SSH Key Reset Needed SSH Key Was Reset Suspend Account Failed Test Connection Failed
Security Policy Administrator	Policy Expiration Warning Policy Expired Entitlement Expiration Warning Entitlement Expired

NOTE: Safeguard for Privileged Passwords administrators can use the following API to turn off these built-in email notifications:

POST /service/core/v3/Me/Subscribers/{id}/Disable

In addition, Safeguard for Privileged Passwords administrators can subscribe to additional events based on their administrative permissions using the following API:

POST /service/core/v3/EventSubscribers

Password release request workflow

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 ( web client)

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.

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. The accounts include linked accounts, if any. For more information, see Linked Accounts tab (user). 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: The available account appears in the Account column. When an asset has multiple accounts available, either Select Account(s) or the account name appears as a hyperlink in the Account column. Click the hyperlink in the Account column to display a list of accounts available and select the accounts to be included in the access request.
  
  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 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.
Click Next.
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 (desktop client).
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 (desktop client).
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. This feature is set up through the desktop client.For more information, see Ticketing 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.
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. For more information, see Favorites (web client).
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.

To request a password release ( desktop client)

Go to the Home 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.

On Asset Selection, select the assets to be included in the access request. The assets available for selection are based on the scope defined in the entitlement's access request policies. There is a limit of 50 assets.
On Account & Access Type Selection, select the accounts to be included in the access request and the type of access being requested for each selected account. The accounts include linked accounts, if any. For more information, see Linked Accounts tab (user).
- Asset: The display name of the managed system.
- Account: The available account appears in the Account column. When an asset has multiple accounts available, either Select Account(s) or the account name appears as a hyperlink in the Account column. Click the hyperlink in the Account column to display a list of accounts available and select the accounts to be included in the access request.
  
  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 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.
  
  You must have the column, Availability check box selected to show accounts that are available.
- Access Type: The type of access request appears in the Access Type column. If the type is a hyperlink, multiple access request types are available. Select the hyperlink and select the access type, for example, Password, RDP, SSH, SSH Key, or Telnet.
You can remove an asset or account from the list. Select the entry in the grid and click Delete.
On Request Details, configure the following settings, which will apply to all of the selected assets and accounts:
1. Normal Access: If the policy has emergency access enabled, select this option to gain normal access to this password. Normal access ensures the access request goes through the entire end-to-end access release process from request to approval to review as defined in the policy by the Security Policy Administrator.
2. 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 (desktop client).
3. Request Immediately: If selected, the request is immediately created. You can clear this option to enter a specific date and time for the request in the user's local time.
4. Checkout Duration: 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 (desktop client).
5. 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. This feature is set up through the desktop client.For more information, see Ticketing systems.
6. 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.
7. 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 255 characters.
To save the access request as a favorite, click the Add to Favorites button.

Add to Favorites displays, allowing you to specify a name and description for the access request. It also allows you to assign a color to the request's icon.

This access request is then added to your Favorites. In the desktop client, select the favorite request from the Favorites pane. In the New Access Request dialog, you can edit the request details or enter a required reason or comment before submitting the request. For more information, see Desktop client favorite request.
After entering the required information, click Submit Request.

The Results dialog displays the access requests submitted and whether a request was successful. If unsuccessful due to usage restrictions, a message returns the time available.