Pin & Key Management

The Pin & Key feature allows automation workflows to securely store and access PINs and keys. Instead of embedding sensitive information directly into workflows, these values are securely maintained in the Vault and retrieved during execution when required.

Pin and keys are commonly used for authentication, access, and secure integration with applications.

Key Benefits

1. Centralized Secret Storage
     Store Pin & Key values securely in one centralized location instead of dispersing them across multiple workflows.
2. Security Best Practices
    Avoid exposing sensitive credentials in source files. All keys are encrypted and retrieved at runtime only by authorized robots.
3. Reusability
    Use the same Pin & Key across multiple workflows without duplication.
4. Ease of Rotation
    Update the key once in the vault, and all associated workflows will automatically reflect the updated value.

User Roles & Permissions

Access to Pin & Keys entries depends on permissions configured in Robility Manager:

Interact User: Does not have access to view or use pin & key in workflows.
Process Admin: Can assign Pin & Key to processes but cannot create, edit, or delete them.
Credential Admin: Has full access to create, edit, delete, and inactivate entries.
Developer: Can use existing Pin & Key in workflows but cannot manage them.
Project Admin: Can manage project-level access but cannot create items; they can edit and remove existing entries.

Managing Pin & Key

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

Creating Pin & Key

1. Navigate to the Vault page and click Add. 
2. In the Add Pin & Key window, choose an input method:
           Webform – for manual entry
           Excel – for bulk upload and upload files in .xlsx or .xls format
3. Select Type as Pin & Key.
4. Enter the Application Name.
5. Provide the Pin and Key values.
6. Click Save.
7. The Pin & Key entry will be created and listed on the Pin & Key page.

Editing Pin & Key

1. Locate the Pin & Key entry you want to modify and click the Edit icon next to it.
2. Update the Pin and Key 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 Pin & Key name and username cannot be modified after creation.

Deleting Pin & Key

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

Inactive Pin & Key

Pin & Key entries can be set to Inactive when they are temporarily not required. Once inactivated, they cannot be used in workflows until they are activated again.

Viewing History

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

Usage: Records when and how the item was used.
Lock/Unlock: Shows when the item was locked or unlocked.
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).
Status Change: Tracks changes in the status of the item.