Token Management

The Token feature allows automation workflows to securely store, and access tokens used for authentication and authorization. Instead of embedding token values directly in workflows, they are securely maintained in the Vault and retrieved at runtime.

Tokens are commonly used for API authentication, session validation, and secure integration with external services and applications.

Key Benefits

1. Tokens are securely stored in the Vault.
2. Token values are encrypted and never exposed in plaintext within workflows.
3. Access to tokens is governed by role-based permissions.
4. The maximum allowed token length is 800 characters.

Common Use Cases

1. Authenticating API requests to external services.
2. Securing communication between automation workflows and applications.
3. Centralizing token management across multiple environments.
Note: Tokens are sensitive values and must be stored in the Vault. They should not be stored as regular or hardcoded within workflows.

User Roles & Permissions

Access to Token entries depends on permissions configured in Robility Manager:

1. Interact User: Does not have access to view or use Token in workflows. 
2. Process Admin: Can assign Token to processes but cannot create, edit, or delete them.
3. Credential Admin: Has full access to create, edit, delete, and inactivate token entries.
4. Developer: Can use existing Token in workflows but cannot manage them.
5. Project Admin: Can manage project-level access but cannot create items; they can edit and remove existing entries.

Managing Token

Managing Token entries in Robility Manager helps securely store and control sensitive credentials used by robots. You can create, edit, delete, activate, or inactivate Token entries using the steps below.

Creating Token

1. Navigate to the Vault page and click Add. 
2. In Add Token, choose an upload type:
         Webform – for manual entry
         Excel – for bulk upload and upload files in .xlsx or .xls format
3. Enter an Application Name.
4. Provide the Token values in the Token field.
5. The expiration date will automatically populate.
6. Click Save.
7. The Token will be created and listed on the Token page.

Editing Token

1. Locate the Token entry you want to modify and click the Edit icon. 
2. Update the Token values as required.
3. Click Update to save the changes.
4. All modifications are logged and can be reviewed in history for audit and traceability.
Note: The application name cannot be modified after creation.

Deleting Token

1. To delete a single Token entry, click the Remove icon next to it.
2. To delete multiple Token entries:
          Select one or more entries.
          Click Remove to delete them in bulk.

Inactive Token

Token entries can be set to Inactive when they are temporarily not required. Once inactivated, they cannot be used in workflows until reactivated.

Viewing History

To view the history of an item, click the View option. The history displays all actions performed on the item and is categorized as follows:

1. Usage: Records when and how the item was used. 
2. Lock/Unlock: Shows when the item was locked or unlocked.
3. Updates: Displays any modifications made to the item, including who made the change, when it was made, and the item’s status (active or inactive).
4. Status Change: Tracks changes in the status of the item.