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<main> <article class="userContent"> <p>Introduction</p> <p>This article will show you how to save and organize your passwords in IT Glue. If you want to import passwords, please refer to our <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004934197-Importing-CSV-data-into-your-account" rel="noopener nofollow">Importing CSV data into your account</a> KB article instead.</p> <p>You can create two kinds of passwords:</p> <ul><li> <strong>General passwords</strong> - A password that can be used for anything. Usually these are linked as related items to multiple relevant assets. To enhance the security of the password, you can add security permissions directly to these passwords or choose to generate a six-digit OTP code.</li> <li> <strong>Embedded passwords</strong> - A password that can only be used in one specific context. Security permissions will be inherited from the immediate parent object and cannot be changed directly from the password.</li> </ul><p>Preparation</p> <ul><li>Review the password types (<strong>Account > Password Types</strong>) available in your account. If you already have a well established set of categories you use to organize passwords, you can edit the types to reflect your existing categories. <div> <strong>Note:</strong> Each password can have only one category/type.</div> </li> </ul><p>Instructions</p> <h3 data-id="creating-a-general-password">Creating a general password</h3> <p>Quickly create new passwords from the main <strong>Passwords</strong> section in each organization. We recommend adding most network and server passwords here, knowing that you will probably want to restrict their access to certain users and groups.</p> <ol><li>Navigate to the organization that the password belongs to.</li> <li>Click on <strong>Passwords</strong> in the left sidebar and then on the <strong>+ New</strong> button in the top-right corner.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/NU26WYPHCNWX/passwords-it-glue.png" alt="Passwords___IT_Glue.png" width="473" height="88" class="embedImage-img importedEmbed-img"></img></li> <li>In the <strong>Create Password</strong> screen, complete the below fields: <ol type="a"><li> <strong>Name -</strong> Give the password a name that will be easy to search or find in the list view.</li> <li> <strong>Category -</strong> Select the type of password you want to create from the options in the drop-down menu.</li> <li> <strong>Username -</strong> Enter the email address or name associated with the new password.</li> <li> <strong>Password -</strong> Enter a password of your choosing or, click the <strong>Generate</strong> button to generate a random one. <div> <strong>Tip!</strong> You can click the <strong>View/Hide</strong> button to toggle the visibility of the password. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/SR50H30X4Y2G/skitch-background-google-docs.png" alt="Skitch_Background_-_Google_Docs.png" width="454" height="179" class="embedImage-img importedEmbed-img"></img></p> </div> </li> <li> <strong>One-time Password (optional) - </strong>Enter the secret key from any third-party authentication application that you used to create the OTP. The secret key must be at least 16 characters long and use Base32 formatting.</li> <li> <strong>URL -</strong> Enter a valid URL.</li> <li> <strong>Notes -</strong> Add optional notes and comments as required.</li> <li> <strong>Security (right side panel) -</strong> Click the down arrow to expand the <strong>Security</strong> section. Users with a role of Creator can choose between the below two security settings by clicking the radio button beside the options. Users with a role of Editor or above can additionally choose the "Only me" security setting. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/SVQH06UKQ7HE/create-password-it-glue.png" alt="Create_Password___IT_Glue.png" width="454" height="433" class="embedImage-img importedEmbed-img"></img></p> </li> </ol></li> <li>Click on the <strong>Save</strong> button to add your new password.</li> </ol><p>The new password will be found in the <strong>General</strong> tab when you open the <strong>Passwords</strong> list view, unless it is a personal password which will appear in the <strong>Personal</strong> tab. </p> <h3 data-id="creating-an-embedded-password">Creating an embedded password</h3> <ol><li>Search for and open the configuration in IT Glue.</li> <li>Under <strong>Embedded Passwords</strong> in the right side panel, click <strong>Add Password</strong>.</li> <li>Complete the <strong>Name, Username, Password, </strong>and<strong> URL</strong> fields.<br><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/POS5FJR6PF8D/embedded-password.png" alt="embedded_password.png" width="473" height="370" class="embedImage-img importedEmbed-img"></img><div> <strong>Note: </strong>For <strong>Documents</strong> only, there are two additional fields available - <strong>Categories </strong>and <strong>Notes</strong>. You can search for the Password Type in the <strong>Category</strong> field and add notes as required. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/NQPCCSP7LTG6/documents-doc-1332824-604542.png" alt="Documents_-_DOC-1332824-604542.png" class="embedImage-img importedEmbed-img"></img></p> </div> </li> <li>Click the <strong>Add</strong> button to save the password.</li> </ol><p>The new password will be found in a separate <strong>Embedded</strong> tab when you open the <strong>Passwords</strong> list view.</p> <h3 data-id="editing-a-password">Editing a password</h3> <ol><li>On the <strong>Password</strong> show page, click on the <strong>Edit</strong> button in the top-right corner. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/4AQMDUIT2D7P/canon-c2230-admin-web-interface-it-glue.png" alt="Canon_C2230_Admin_Web_Interface___IT_Glue.png" width="471" height="94" class="embedImage-img importedEmbed-img"></img></p> </li> <li>In the <strong>Edit Password</strong> screen, you can edit any of the below fields:<br><br><table><tbody><tr style="background-color: DCDCDC;"><td><strong>Editable Fields</strong></td> <td><strong>Tips</strong></td> </tr><tr><td>Name</td> <td>Cannot be left blank and must be more than two characters long</td> </tr><tr><td>Category</td> <td>Typing in the category name will select the item in the drop-down menu</td> </tr><tr><td>Username</td> <td> - </td> </tr><tr><td>Password</td> <td>Leave blank to keep the current password</td> </tr><tr><td>One-Time Password</td> <td>Though you will not be able to view or edit the secret key, you can click the <strong>Clear</strong> button to remove the key if you have a Creator or above role in IT Glue.</td> </tr><tr><td>URL</td> <td>If a valid URL is detected, it will display as a hyperlink</td> </tr><tr><td>Notes</td> <td> - </td> </tr></tbody></table><p><img src="https://us.v-cdn.net/6032361/uploads/migrated/UFMAB1B5NOEG/edit-password-it-glue-2.png" alt="Edit_Password___IT_Glue-2.png" width="474" height="432" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Click the <strong>Save</strong> button to save your changes.</li> </ol><h3 data-id="creating-a-password-folder">Creating a password folder</h3> <ol><li>Navigate to <strong>Organizations > Passwords</strong> and then click <strong>+ New</strong> in the top-right corner. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/J92FGGKOF4NZ/passwords-it-glue.png" alt="Passwords___IT_Glue.png" width="473" height="88" class="embedImage-img importedEmbed-img"></img></p> </li> <li>In the dropdown, click <strong>Folder</strong>. A <strong>Name</strong> field will appear allowing you to name your new password folder. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/PJ8PL9ZRWCEX/skitch-background-google-docs-2.png" alt="Skitch_Background_-_Google_Docs-2.png" width="473" height="124" class="embedImage-img importedEmbed-img"></img></p> <p>Your new password folder will now appear in the Password list view. You can click to select, drag, and drop one password into the new password folder at a time. Please refer to our <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004933257-Bulk-Move-" rel="noopener nofollow">Bulk Move</a> and <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360004937718-Bulk-Delete" rel="noopener nofollow">Bulk Delete</a> KB articles for instructions on how to move multiple passwords into password folders or how to delete password folders, respectively.</p> </li> </ol><h3 data-id="personal-passwords">Personal Passwords</h3> <p>Easily access and manage your personal work passwords directly in IT Glue. Your personal passwords are only visible to you and can be viewed in one consolidated view, on the account-level Personal Passwords page. Please visit our comprehensive <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360020054137" rel="noopener nofollow">KB article</a> about Personal Passwords more details. </p> <p><strong>Prerequisites: </strong>You must be an Administrator, Manager, or Editor in IT Glue to create personal passwords and view the Personal Passwords page.</p> <p><strong>Instructions:</strong></p> <ol><li aria-level="1"> Log in to IT Glue and navigate to <strong>Organization > Passwords</strong>. </li> <li aria-level="1"> Click <strong>+ New</strong> to create a new password. </li> <li aria-level="1"> On the password creation page, enter the password information, expand the <strong>Security Settings</strong> section and select the <strong>Only me</strong> radio button. Click <strong>Save.</strong> </li> <li aria-level="1"> To view your personal passwords for an organization, navigate to the <strong>Personal</strong> tab in the Password list view within that organization. </li> <li aria-level="1"> To view <em>all</em> of your personal passwords, click <strong>Personal</strong> in the top menu bar and then click <strong>Personal Passwords</strong> in the left side menu. </li> </ol><p><strong>Important Notes:</strong></p> <ul><li>Users with the role Editor and above can make any public or restricted password be their personal password by editing the password's security settings. A personal password can likewise be converted to a public or shared password. </li> <li aria-level="1">An IT Glue user cannot change the security settings on a MyGlue password. Likewise, a MyGlue user cannot change the security settings on an IT Glue password. </li> <li aria-level="1"> Only you can export your personal passwords by navigating to the <strong>Personal Passwords</strong> tab on an organization's Password list view and clicking <strong>Export</strong> </li> <li aria-level="1">IT Glue Administrators can see logs related to personal passwords in the Activity Log. However, they do not have the ability to navigate to the password record or view the password value.</li> <li aria-level="1">Decommissioning a user’s IT Glue account (in the case of a departure, for example) will permanently delete all personal passwords created by that user.</li> <li aria-level="1">Deleting an organization in which personal passwords are stored will also permanently delete those passwords. </li> <li aria-level="1">Personal Passwords can be Vaulted</li> <li aria-level="1">Personal Passwords will not be included in account exports</li> <li aria-level="1">Personal Passwords will not be included in the Global password view</li> <li aria-level="1"> Personal Passwords will not be included in <strong>Global > Reports > At-risk Password</strong> </li> <li aria-level="1">Personal Passwords will not be included in account runbooks </li> <li aria-level="1">Personal Passwords will not be included in <strong>Global > Completion</strong> </li> </ul><h3 data-id="passwords-checklist">Passwords checklist</h3> <p>Using the checklist below, locate any remaining passwords and add them to your account.</p> <ol><li>Active Directory domain admin credentials</li> <li>Active Directory’s Directory Services Recovery Mode (ADRM) password</li> <li>Local admin accounts for standalone servers, virtual hosts, etc.</li> <li>Local admin accounts for each workstation</li> <li>Firewall admin web interface</li> <li>Switch admin web interface</li> <li>On-premises applications</li> <li>Maintenance agreements and licensing (software, hardware)</li> <li>Cloud applications</li> <li>Cloud licensing</li> <li>Domain management (registrar, web host)</li> <li>Certificate management</li> <li>Backup console</li> <li>Lights out management console</li> <li>Site-to-site VPN</li> </ol><h3 data-id="the-vault">The Vault</h3> <p>Now that you have created passwords and passwords folders, you have the option of enabling an additional security layer to the ones you deem most sensitive. With Vault, host-proof hosting (or, local-only encryption/decryption) is designed to allow a user to encrypt and decrypt exclusively at the endpoint level in the user’s browser with a user-specific passphrase rather than leaving it to the IT Glue system.</p> <p>The Vault gives each user total control with a user-specific passphrase, rather than an organization-based passphrase that every employee shares. Having a user-based passphrase means that only the user has the decryption key to the Vault and that the encrypted Vault passwords are meaningless to anyone without the user-specific decryption key. This also means an IT Glue administrator doesn’t have to change the passphrase every time an employee leaves.</p> <p>For more details on how to enable Vault for your account, please have your IT Glue Administrator follow the steps in our <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360005945217-The-Vault" rel="noopener nofollow">KB article</a>.</p> <h3 data-id="archiving-passwords">Archiving Passwords</h3> <p>As you document more of your client’s assets, you may want to archive some inactive or old ones that are no longer in regular use. Follow our <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360013758158" rel="noopener nofollow">Archiving Assets</a> KB article for instructions.</p> <h3 data-id="password-access-workflow">Password Access Workflow</h3> <p>If the IT Glue administrator has set up a Password Access Workflow, specific actions detailed in our KB article <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fitglue%2Fhc%2Fen-us%2Farticles%2F360017660198" rel="noopener nofollow">here</a> will trigger a notification. This allows administrators to know immediately when highly sensitive passwords are accessed and reduces the time gap between a potential compromise/exposure and a subsequent audit performed by the administrator.</p> </article> </main>