One Identity Safeguard 2.5 - User Guide

Password release request workflow

One Identity Safeguard for Privileged Passwords provides secure control of administrative accounts by storing account passwords until they are needed and releases them only to authorized persons. Then, Safeguard for Privileged Passwords automatically updates the account passwords based on configurable parameters.

Typically a password release request follows this workflow.

  1. Request: Users that are designated as an authorized "user" of an entitlement can request passwords for any account in the scope of that entitlement's policies.
  2. Approve: 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.
  3. Review: The Security Policy Administrator can optionally configure an access request policy to require a review of completed password release requests for accounts in the scope of the policy.

The following topics explain the entire end-to-end password release process from request to approval to review.

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.

Note: 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. From your Home page, click New Request to open the New Access Request dialog.

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

  2. On the Asset Selection tab, select the assets to be included in the access request.

    Limit: 50 assets

    The assets available for selection are based on the scope defined in the entitlement's access request policies.

  3. On the Account & Access Type tab, select the accounts to be included in the access request and the type of access being requested for each selected account.

    • 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.

    • Access Type: The type of access request appears in the Access Type column. When multiple access request types are available, this value appears as a hyperlink, which when selected displays an additional dialog allowing you to select the access type. Select Password Request.

    To remove an asset or account from the list, select the entry in the grid and click the Delete toolbar button.

  4. On the Request Details tab, configure the following settings, which will apply to all of the selected assets and accounts:
    1. Normal Access: 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.

      NOTE: This option is only available if the policy has emergency access enabled.

    2. Emergency Access: Select this option to gain immediate emergency access to this password. When you use Emergency Access, the request requires no approval.

      NOTE: This option is only available if the policy has emergency access enabled.

    3. Request Immediately: Clear this option to enter a specific date and time for the request.

      NOTE: Enter the time in the user’s local time.

    4. Checkout Duration: This either displays the checkout duration; or, if the Allow Requester to Change Duration option is enabled in the policy, it allows you to set the days, hours, and minutes that you want the password and overrides the checkout duration set in the access request policy.
    5. Ticket Number: Enter a valid ticket number for this request.

      NOTE: Safeguard for Privileged Passwords does not display the Ticket Number option unless the Security Policy Administrator selected Require Ticket Number for this policy.

      When multiple accounts are specified in the request, if any of the selected accounts require a ticket number, you must specify a valid ticket number. The specified ticket number will be applied to all of the requests associated with this access request.

    6. Reason: Select an access request reason code for this request.

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

      NOTE: Safeguard for Privileged Passwords does not display the Reason option unless the Security Policy Administrator selected reasons for this policy.

      When multiple accounts are specified in the request, if any of the selected accounts require a reason, you must specify a reason. The specified reason will be applied to all of the requests associated with this access request.

    7. Comment: Enter information about this request.

      Limit: 255 characters

      NOTE: 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.

  5. To save the access request as a favorite, click the Add to Favorites button.

    The Add to Favorites dialog 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 Home page Favorites pane. Selecting it from the Favorites pane displays the New Access Request dialog allowing you to edit the request details or enter a required reason or comment before submitting the request.

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

    The Access Request Result dialog displays showing you the access requests submitted and whether a request was successful.

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 your  Home page, the Requests widget has these controls:
    1. Select  (expand down) to open the list of active requests.
    2. Select  Popout to float the Requests pane.

      You can then select and drag the pane to any location on the console and re-size the window.

    Note: You enable or disable the Home page widgets in the  Console Settings menu.

  2. Open the list of requests and select one of these view filters:
    State Description
    All Requests in all states.
    Available Approved requests that are ready to view or copy.
    Approved Requests that have been approved, but the checkout time has not arrived.
    Pending Requests that are waiting for approval or for pending accounts restored when using the Safeguard for Privileged Passwords suspend feature.
    Revoked

    Approved requests retracted by the approver.The approver can revoke a request between the time the requester views the password and checks it in.

    Expired Requests for which the checkout duration has elapsed.
    Denied Requests denied by the approver.

    Note: The number indicates how many requests are in that state.

  3. Select an account to see the details of the password release request.
  4. Take the following actions on password release requests:

    State Actions
    Available

    Select  Copy to checkout the password. This puts the password into your copy buffer, ready for you to use.

    Select  Check-In to complete the password checkout process.

    Select Show Password to view the password on your screen. The password displays on your screen for 20 seconds.

    Selecting either Copy or Show Password constitute a password "checkout".

    If the password changes while you have it checked out, and your current request is still valid, select either Copy or Show Password again to obtain the new password.

    Select Hide Password to conceal the password from view.

    Approved

    Select  Cancel 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

    Select  Cancel to remove the request.

    Revoked

    Select  Resubmit Request to request the password again.

    Select  Remove to delete the request from the list.

    Expired Select  Remove to delete the request from the list.
    Denied

    Select  Resubmit Request to request the password again.

    Select  Remove 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.

Note: You can configure Safeguard for Privileged Passwords 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

  1. From your  Home page, the Approvals widget has these controls:
    1. Select  (expand down) to open the list of approvals.
    2. Select  Popout to float the Approvals pane.

      You can then select and drag the pane to any location on the console and re-size the window.

    Note: You enable or disable the Home page widgets in the  Console Settings menu.

  2. Open the list of approvals and select one of these view filters:
    State Description
    All Password release requests in all states.
    Pending Requests that are waiting for approval.
    Approved Requests that have been approved, but not yet available to the requester.

    Note: The number indicates how many requests are in that state.

  3. Once you open the list, select the requester's name to see the details of the password release request.
  4. Take the following actions on password release requests:

    State Actions
    Pending

    Select to Approve or Deny a password release request.

    Optionally, enter a comment of up to 255 characters.

    Pending Additional Approvers

    Select to Deny a password release request.

    Optionally, enter a comment of up to 255 characters.

    Approved

    Select to Deny or Revoke an approved request.

    Note: 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 he is given another opportunity to request that password again. The requester receives an email notifying him that the request was denied.

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