Introduction
These steps will help you manage security permissions for passwords contained in a password folder. Password folder security allows you to protect your passwords while providing access to a select group of users.
Prerequisites
This feature is available to anyone with a Creator or above-user role.
Before you begin, you'll want to make sure that you've organized your passwords in folders. Refer to our Passwords and Bulk Security for Passwords KB articles for more information.
Instructions
Adding folder security to an existing password folder
When you set restrictions on who can access passwords in a password folder, these permissions will perform a one-time cascade downwards from the higher level folder to passwords and subfolders inside the folder unless you (the user who is modifying the security) do not have access to more heavily restricted passwords and subfolders. Of the ones you can access, folder security will be combined with any existing password folder or subfolder security restrictions.
Navigate to the IT Glue Organization > Passwords.
In the password list view, click the checkbox next to the password folder. This displays an arrow on the Select All button.
Click the arrow to access the various actions. Click Security to open the security dialogue box.
In the dialogue box, select the Specific groups, and/or users can access this Folder option. Select the desired groups and users from the dropdowns.
Important. The security restrictions you set will cascade down to all subfolders and general passwords that you have access to. Also, note that embedded passwords will be unaffected by these changes as they will retain the security settings of the asset they are embedded into.
Click Save to apply your changes.
After you make this change, only the specified users and groups can see it in the password list view and search results. When passwords or subfolders are created inside the password folder, they are automatically given the same security restrictions as the higher-level folder. Any passwords that already had security restrictions on them will now inherit the restrictions you just set as shown in the table below. Please note that existing security for embedded passwords will not be changed.
Password Setting | Password Folder setting | Password Asset Result |
Group A | User B | Group A, User B |
Group A, User B | User B, User C | Group A, User B, User C |
Group A, User B | User B | Group A, User B |
Group A | Unrestricted | Unrestricted |
Unrestricted | Group A | Group A |
Understanding password folder security inheritance for passwords/folders
Review the below inheritance cases for newly created IT Glue passwords, MyGlue passwords, and password subfolders, respectively.
Case 1 - New IT Glue passwords created inside a password folder
You are restricted from changing the security permissions of any newly created password that already has parent folder security. A restriction message will appear on the password creation page in IT Glue. Instead, you will need to edit the permissions of the parent folder directly.
Restriction message on the IT Glue Create Password page:
Case 2 - New MyGlue passwords created in an account that has MyGlue default security settings
You are restricted from changing the security permissions of any newly created password that already has MyGlue default permissions set on the account level. A restriction message will appear on the password creation page in MyGlue. Instead, you will need to navigate to the Edit MyGlue Account screen (Account > MyGlue > Action > Edit) and change the security settings for the entire MyGlue account.
Restriction message on the MyGlue Create Password page:
Case 3 - New password folders and subfolders
Newly created password subfolders inherit the security of their parent folder.
In IT Glue, folders created in the Passwords list view are shared with all IT Glue users by default.
In MyGlue, folders created in the Passwords list view are shared with all MyGlue users by default.
Review the below inheritance cases for existing IT Glue and MyGlue passwords and password subfolders, respectively.
Case 1 - Existing IT Glue and MyGlue passwords moved into a password folder
If the parent folder is unrestricted and the existing password is restricted, the security of the password remains unchanged.
Case 2 - Existing IT Glue and MyGlue subfolders moved into a password folder
If the parent folder is unrestricted and the existing subfolder is restricted, the security of the subfolder remains unchanged.
Case 3 - Existing IT Glue and MyGlue password subfolders moved into a password folder
If the parent folder is unrestricted and the existing password subfolder is restricted, the security of the subfolder remains unchanged.
Sharing passwords inside a password folder
Next, you can share passwords inside the password folder with others outside of the designated core group of users, if desired.
Locate the password you want to share and click the Edit (pencil) icon.
On the right side of the screen, expand the Security section and select the Specific groups, and/or users can access this Document option. Select the desired groups and users from the drop-downs.
Click Save.
After this change is made, the password will be searchable by the chosen groups and users. They can also open the password if it's linked to. This includes any @relate links that are created from other documents.
Removing folder security from a password folder
In the password list view, click the checkbox next to the password folder you want to remove security from. This displays an arrow on the Select All button.
Click the arrow to access the various actions. Click Security to open the security dialogue box.
In the dialogue box, select All IT Glue users with access to [Organization name] can access this Folder option.
Important. This change will cascade down to all subfolders and passwords that you have access to. This may erase security on sensitive passwords.
Click Save to apply your changes.
After you save this change, any restrictions on that password folder and its contents are removed.
Common Questions
Is there a folder owner?
No, there is no folder owner. Members of the restricted folder with an Editor role or above can share the folder with more people and even delete it. Anyone with a Creator role can also change who can access it but is prevented from deleting it.
What happens when I move passwords into a password folder?
When moving passwords into a folder, the security of the password remains unchanged.
What happens when I move an entire password folder?
When moving password folder “A” into password folder “B”, the security of the password folder “A” remains unchanged.
What happens when I copy a password folder?
The copy of the password folder has the same security restrictions as the original folder.
Can I view security permission updates in the IT Glue activity log?
Yes, you can. When there is an update to the security settings of a password folder, a new activity log entry is created called “Action - Security permissions updated”. However, there is no activity log entry when there is an update to a password as a result of permissions cascading down from the password folder.
What happens when I restore a password folder?
The restored password folder has the same security restrictions that were applied at the point in time when the folder was deleted.
Do exports affect any security restrictions I have set on a password folder?
No, the restrictions are not affected and there will be no changes to the folder security.