Application Credentials
The Application Credentials feature securely stores and manages application login details (such as usernames, passwords, and domain details) used by automation workflows. Instead of embedding sensitive login information directly into workflows, credentials are stored securely in the Vault and retrieved at runtime when required.
Application credentials are commonly used for authentication, authorization, and seamless integration across enterprise software and target systems.
Key Benefits
i. Centralized Secret Storage: Store application credentials securely in a centralized location instead of embedding them across multiple workflows.
ii. Secure Credential Management: Protect sensitive user accounts and passwords by storing them securely and retrieving them at runtime only by authorized users or robots.
iii. Reusability: Use the same application login across multiple workflows without duplicating sensitive credentials.
iv. Easy Credential Rotation: Update application passwords or usernames in the Vault without modifying the underlying workflows.
User Roles & Permissions
Access to Application entries is controlled based on the permissions configured in Robility Manager.
| Role | Permissions |
|---|---|
| Interact User | Cannot view or use Application credential entries in workflows. |
| Process Admin | Can assign Application entries to processes but cannot create, edit, or delete them. |
| Credential Admin | Can create, edit, delete, and inactivate Application entries. |
| Developer | Can use existing Application 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 Application Credentials
You can manage Application entries from the Vault in Robility Manager. Depending on your permissions, you can create, edit, delete, activate, or inactivate entries.
Creating an Application Entry
1. Navigate to Vault and click Add.
2. In the Add Application modal 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 Application.
4. Fill in the required application details:
a. Application Name: Enter the name identifying the target application.
b. Domain: Enter the domain name (optional/if applicable).
c. User Name: Enter the login account username.
d. Password: Enter the password associated with the username.
e. Expiry Date: Select the expiration date for the credentials.
5. Click Save.
The new application credential will be created and displayed on the credentials list page.
Editing an Application Entry
1. Locate the required Application entry and click the Edit icon.
2. Update the User Name, Password, Domain, or Expiry Date as required.
3.Click Update to save all changes.
Note: The Application name cannot be modified after creation. All modifications are recorded in the item history for audit and traceability.
Deleting Application 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 Application Entries
Application entries can be set to Inactive when they are temporarily unavailable or no longer required.
An inactive entry cannot be used in workflows until it is re-activated.
Viewing History
Select View on an Application entry to inspect its detailed activity history:
a. Usage: Logs when and how the credential was accessed by users or workflows.
b. Lock/Unlock: Tracks when the entry state was locked or unlocked.
c. Updates: Details modifications made to the entry, including the user, timestamp, and status.
d. Status Change: Tracks state transitions between Active and Inactive.
