Pin & Key Management
The Pin & Key feature securely stores and manages PINs and keys used by automation workflows. Instead of embedding sensitive values directly into workflows, credentials are stored securely in the Vault and retrieved at runtime when required.
PINs and keys are commonly used for authentication, authorization, and secure integration with applications.
Key Benefits
i. Centralized Secret Storage: Store PIN and Key values securely in a centralized location instead of embedding them across multiple workflows.
ii. Secure Credential Management: Protect sensitive credentials by storing them securely and retrieving them at runtime only by authorized users or robots.
iii. Reusability: Use the same PIN and Key across multiple workflows without duplicating credentials.
iv. Easy Credential Rotation: Update a PIN or Key in the Vault without modifying the workflows that rely on it.
User Roles & Permissions
Access to Pin & Key entries is controlled based on the permissions configured in Robility Manager.
| Role | Permissions |
|---|---|
| Interact User | Cannot view or use Pin & Key entries in workflows. |
| Process Admin | Can assign Pin & Key entries to processes but cannot create, edit, or delete them. |
| Credential Admin | Can create, edit, delete, and inactivate Pin & Key entries. |
| Developer | Can use existing Pin & Key entries in workflows but cannot manage them. |
| Project Admin | Can manage project-level access and edit or remove existing entries, but cannot create new entries. |
Managing Pin & Key
You can manage Pin & Key entries from the Vault in Robility Manager. Depending on your permissions, you can create, edit, delete, activate, or inactivate entries.
Creating a Pin & Key Entry
1. Navigate to Vault and click Add.
2. In the Add Pin & Key window, select an input method:
a. Webform: Enter details manually.
b. Excel: Upload multiple entries using an .xlsx or .xls file.
3. Select Type as Pin & Key.
4. Enter the Application Name.
5. Enter the PIN and Key values.
6. Click Save.
The new entry will be created and displayed on the Pin & Key page.
Editing or Renewing a Pin & Key Entry
1. Locate the required Pin & Key entry and click the Edit icon.
2. Update the PIN or Key value as required.
3. Renew Expiry Date (if expired): If the entry is expired, click Renew to update the expiry date as needed. A confirmation message will confirm: “Tenant expiry date renewed successfully.”
4. Click Update to save all changes.
Note: The Pin & Key name and username cannot be modified after creation. All modifications are recorded in the item history for audit and traceability.
Deleting Pin & Key Entries
a. Single Entry: Locate the required entry and click the Remove icon.
b. Multiple Entries: Select the checkboxes for all target entries, then click Remove.
Activating or Inactivating Pin & Key Entries
Pin & Key entries can be set to Inactive when they are temporarily unavailable or no longer required.
a. An inactive entry cannot be used in workflows until it is re-activated.
Viewing History
Select View on a Pin & Key entry to inspect its detailed activity history:
i. Usage: Logs when and how the entry was accessed by users or workflows.
ii. Lock/Unlock: Tracks when the entry state was locked or unlocked.
iii. Updates: Details modifications made to the entry, including the user, timestamp, and status.
iv. Status Change: Tracks state transitions between Active and Inactive.
