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Password Access Workflow in IT Glue - Connect IT Community | Kaseya
<main> <article class="userContent"> <p><em>For partners subscribed to Select and Enterprise plans.</em></p> <p>Introduction</p> <p>Follow this article to set up a Password Access workflow in IT Glue or GlueConnect so that you may receive instant notifications each time a sensitive password is accessed. Once this workflow is set, you can stay aware of all actions made to view or copy high-security level passwords in the platform.</p> <p>This real-time knowledge allows you to audit day-to-day password-related actions efficiently, be immediately aware of any potential misuse or suspicious activities, and reduce the time gap between a potential compromise/exposure and the subsequent check performed after by an administrator.</p> <p>Prerequisites</p> <ul><li>You must be a Manager or Administrator within IT Glue to create workflows. <ul><li> <strong>For partners using GlueConnect:</strong> If you have already <a href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004939178" rel="noopener nofollow">delegated cross-account access</a> with GlueConnect, you will be notified each time users from an external IT Glue account access your passwords once you set up the Password Access workflow in the primary account.</li> </ul></li> <li>Review our <a href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004933677" rel="noopener nofollow">Quick guide for workflows</a> or <a href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004933837" rel="noopener nofollow">Flags and Workflows</a> KB articles for all details regarding how to create workflows in IT Glue.</li> </ul><p>Instructions</p> <ol><li>Navigate to <strong>Account > Workflows</strong>. Then, click on the green <strong>+ New</strong> button to be taken to the new workflow setup screen. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/XVL90TMEP0AZ/quick-guide-for-workflows-it-glue.png" alt="Quick_guide_for_workflows___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Select the <strong>Password Access</strong> trigger. This is an instant trigger meaning whenever the trigger criteria is met, an instant notification will be sent as defined in the workflow actions. Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/RN5FSWEK5KS5/workflows-it-glue.png" alt="Workflows___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Configure the new trigger by giving it a brief but descriptive name. Enter a notification failure email address. If the trigger fails, this given email address will receive an alert. Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/DO9D279NOFDH/workflows-it-glue2.png" alt="Workflows___IT_Glue2.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Add action(s) as desired before clicking <strong>Next</strong>. Selections include: <ol type="a"><li>Email notification,</li> <li>Web hook, or</li> <li>Slack notification. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/ZJ5R54YLXZQJ/workflows-it-glue3.png" alt="Workflows___IT_Glue3.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol></li> <li>Add filter(s) by clicking the green <strong>+ Filter</strong> button before clicking <strong>Next</strong>. Selections include: <ol type="a"><li>Password</li> <li>Organization</li> <li>Organization status</li> <li>Updated by</li> <li>Password category</li> <li>Description</li> <li>Username</li> <li>URL</li> <li>Notes <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/EP8DWBO79KXP/workflows-it-glue7.png" alt="Workflows___IT_Glue7.png" width="363" height="560" class="embedImage-img importedEmbed-img"></img></p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/RIY2JTMXNURW/workflows-it-glue8.png" alt="Workflows___IT_Glue8.png" class="embedImage-img importedEmbed-img"></img></p> <div> <strong>Note:</strong> Sections 4a to 4e contain <em>Any of</em> and <em>None of</em> operators. Selections 4f to 4i contain <em>Contains</em>, <em>Does Not Contain</em>, <em>Starts With</em>, <em>Ends With</em> operators.</div> </li> </ol></li> <li>Configure the action. Enter an <strong>Action Name</strong>, <strong>Subject</strong>, <strong>Body</strong>, and at least one recipient. To add more recipients, click the plus (<strong>+</strong>) icon. Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/EF5IWAHMS859/workflows-it-glue4.png" alt="Workflows___IT_Glue4.png" class="embedImage-img importedEmbed-img"></img></p> <ol type="a"><li> <em>Optional:</em> Click the <strong>Need Help?</strong> button at the bottom of the screen to access available variables. You can insert these variables into the <strong>Subject</strong> and/or <strong>Body</strong> fields where they will be dynamically replaced with the respective content from the notification or asset. Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/FJ5JFQ2TU39L/workflows-it-glue5.png" alt="Workflows___IT_Glue5.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol></li> <li>Click the <strong>Test Action</strong> button. If your test fails or needs to be revised, you can fix it before you put the notification into production. You will see a green <em>"Notification Sent"</em> banner if the test was successful. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/SSPP1VEFBE07/workflows-it-glue6.png" alt="Workflows___IT_Glue6.png" class="embedImage-img importedEmbed-img"></img></p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/78EUEKIFGQIN/mceclip0.png" alt="mceclip0.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Toggle the <strong>Status</strong> switch to <strong>ON</strong> and click <strong>Finish</strong> to save all your changes. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/2QJOCJNE2CCC/quick-guide-for-workflows-it-glue-9.png" alt="Quick_guide_for_workflows___IT_Glue_9.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol><p>Various triggers across the platform</p> <p>Review the following areas and actions in IT Glue that will trigger a notification for passwords accessed:</p> <ul><li> <strong>GlueConnect</strong> - A user has accessed a password in a GlueConnected account.</li> <li> <strong>Password Show Page</strong> - A user has clicked the <strong>Show Password</strong> button, <strong>Copy to clipboard</strong> icon, or <strong>PDF</strong> button on the Password show page for the current password or one of its previous versions.</li> <li> <strong>PDF exports</strong> - A user has generated an export from an asset that contains embedded passwords.</li> <li> <strong>List view exports</strong> - A user has generated an export from the Password list view page or Flexible Asset containing embedded passwords.</li> <li> <strong>Runbooks</strong> - A user has downloaded a runbook containing unmasked passwords. This trigger does not apply to runbooks containing masked (values hashed) passwords.</li> <li> <strong>Account or Organization exports</strong> - A user has downloaded an export file from either Export Data.</li> <li> <strong>Global password exports</strong> - A user has clicked the <strong>Export </strong>button from either the <strong>General</strong> or <strong>Embedded</strong> tabs in <strong>Global > Assets > Passwords > Export</strong>.</li> <li> <strong>Password list view</strong> - A user has copied a password from the Password list view.</li> <li> <strong>At-Risk Password Report</strong> - A user has clicked the <strong>Export</strong> button in either the <strong>At Risk</strong> or <strong>All Accessed</strong> tabs in <strong>Global > Reports > Passwords > Generate an At-Risk Password Report</strong>.</li> <li> <strong>Core & Flexible Assets</strong> - <ul><li>A user has viewed, copied, or exported a password to PDF inside a Core or Flexible Asset.</li> <li>A Core or Flexible Asset containing a password is shown in <strong>Edit</strong> mode.</li> <li>A user has exported Global Core or Flexible Assets that contain passwords.</li> <li>A user has generated a Core or Flexible Asset list view export.</li> </ul></li> <li> <strong>Search</strong> - A user has clicked the <strong>Show Password</strong> or the <strong>Copy to clipboard</strong> icon on a password’s search result.</li> <li> <strong>IT Glue Chrome Extension</strong> - A user has clicked the <strong>Show Password</strong> button or copied the password.</li> <li> <strong>IT Glue Mobile App</strong> - A user has tapped the <strong>Show Password</strong> button or copied the password.</li> <li> <strong>API</strong> - The Password Access workflow will trigger a notification if a password is accessed via the IT Glue API <ul><li> <strong>Show Passwords</strong> endpoint is called</li> <li> <strong>Update Passwords</strong> endpoint is called and <code class="code codeInline" spellcheck="false" tabindex="0">show_password=true</code> </li> <li> <strong>Bulk Update</strong> endpoint is called and <code class="code codeInline" spellcheck="false" tabindex="0">show_password=true</code> </li> </ul></li> </ul> </article> </main>