Security Administrators Manual - Enterprise Password Management

Security Administrators Manual - Enterprise Password Management
Passwordstate Security
Administrators Manual
© 2015 Click Studios (SA) Pty Ltd
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Passwordstate Security Administrators Manual
Table of Contents
Foreword
0
Part I Introduction
4
Part II Active Directory Domains
6
Part III Auditing
6
Part IV Auditing Graphs
7
Part V Authorized Web Servers
8
Part VI Backups and Upgrades
8
Part VII Bad Passwords
13
Part VIII Browser Extension Settings
13
Part IX Custom Images
14
Part X Email Notification Groups
14
Part XI Email Templates
16
Part XII Emergency Access
19
Part XIII Error Console
20
Part XIV Export All Passwords
21
Part XV Hosts & Password Resets
21
Part XVI Host Types & Operating Systems
22
Part XVII License Information
24
Part XVIII Menu Access
24
Part XIX Password Folders
25
Part XX Password Generator Policies
28
Part XXI Password Lists
34
© 2015 Click Studios (SA) Pty Ltd
Contents
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Part XXII Password List Templates
43
Part XXIII Password Strength Policies
46
Part XXIV Privileged Account Credentials
50
Part XXV Reporting
52
Part XXVI Security Administrators
53
Part XXVII Security Groups
55
Part XXVIII System Settings
62
1 Active...................................................................................................................................
Directory Options Tab
62
2 Allowed
...................................................................................................................................
IP Ranges Tab
64
3 API Keys
...................................................................................................................................
Tab
65
4 Authentication
...................................................................................................................................
Options Tab
66
Duo Auth API ..........................................................................................................................................................
Configuration
82
5 Branding
...................................................................................................................................
Tab
85
6 Check...................................................................................................................................
for Updates Tab
86
7 Email...................................................................................................................................
Alerts & Options Tab
86
8 High Availability
...................................................................................................................................
Options Tab
88
9 Hosts...................................................................................................................................
Tab
88
10 Miscellaneous
...................................................................................................................................
Tab
89
11 Mobile
...................................................................................................................................
Access Options
94
12 Password
...................................................................................................................................
List Options Tab
96
13 Password
...................................................................................................................................
Options Tab
100
14 Password
...................................................................................................................................
Reset Options
102
15 Proxy
...................................................................................................................................
& Syslog Servers Tab
103
16 Usage
...................................................................................................................................
Tracking Tab
104
17 User...................................................................................................................................
Acceptance Policy Tab
104
Part XXIX User Accounts
104
Part XXX User Account Policies
115
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Passwordstate Security Administrators Manual
Introduction
Welcome to the Passwordstate Security Administrators Manual.
This manual will provide instructions for Security Administrators of Passwordstate to configure
user accounts, system wide settings, and various other features which managing the
environment.
The following table describes each of the different sections available within the Administration
area of Passwordstate.
Active Directory Domains
Specify which Active Directory Domains can be queried from within
Passwordstate, either for User Accounts or Security Groups
Auditing
Provides the ability to query all auditing data within the system, with
multiple filtering options, and the ability to export data as well if
required
Auditing Graphs
Simply a graphical representation of all the auditing data, with similar
filtering features
Authorized Web Servers
Authorized Web Servers is used to specify which web server host
names are authorized to run the Passwordstate web site - used as a
mechanism to prevent theft of the database an hosting in a different
environment
Backups and Upgrades
Allows you to specify settings and a schedule for perform backups of
all web files and the database, and also a place to perform In-Place
Upgrades of Passwordstate
Bad Passwords
A list of password values which are deemed to be 'bad' and can
educate your users not to use these values
Browser Extension Settings Allows you to specify various settings for how the Browser Extension
feature is used
Custom Images
Custom Images are used in two locations in Passwordstate - icons for
the Password List themselves, and also for the 'Account Type' field
for Password records
Email Notification Groups Can be used to manage email notification settings for a group of
individual users accounts, or members of security groups
Email Templates
Allows you to customize the emails sent from Passwordstate, or to
enable/disable notifications
Emergency Access
A separate 'Security Administrator' role login which can be used in
the event other accounts are locked out, or inaccessible for any
reason
Error Console
Any errors experienced within Passwordstate will be logged on this
screen, which can be reported to Click Studios for troubleshooting
purposes
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Introduction
Export All Passwords
5
Allows you to export all Password records from the system to a CSV
file
Hosts & Password Resets All of the features under the main Menu 'Hosts' are permission
based. If, for whatever reason, users aren't able to administer the
settings and records under this menu because they don't have access,
you can grant access via this page
Host Types & Operating
Allows you to add additional Host Type and Operating System records
Systems
which can be associated with Host records in Passwordstate
License Information
Allows you to enter your license keys for Passwordstate - either
Client Access Licenses, Annual Support or High Availability
Menu Access
Allows you to control which users are able to access each of the main
navigation menus. Menus can be disabled, or hidden from users if
required
Password Folders
Shows all Password Folders created in Passwordstate
Password Generator
Create, edit or delete Password Generator Policies. Policies can be
Policies
associated with one or more Password Lists, and are used as a basis
for generating random passwords - of varying complexity
Password Lists
Shows all the Shared Password Lists in Passwordstate, and provides
various features for administering permissions, moving passwords
around, or importing passwords in bulk
Password List Templates
Shows all the Password List Templates stored in Passwordstate,
which can be used to apply a common set of settings to one or more
Password Lists
Password Strength Policies Password Strength Policies are used as a set of rules for determining
the strength of a Password. Once a policy is created, it can be applied
to one or more Password Lists
Privileged Account
Various features in Passwordstate require Active Directory Accounts
Credentials
to perform certain tasks i.e. Resetting Passwords, querying active
directory, etc. This screen allows you to add those accounts to be
used
Reporting
Various reports which can be exported to CSV files
Security Administrators
Allows you to specify which users are 'Security Administrators' within
Passwordstate, and select which roles they can have.
Security Groups
Allows you to manage either local security groups created within
Passwordstate, or Active Directory security groups. These groups can
then be used for applying permissions to Password Lists, or to give/
deny access to various features
System Settings
System Settings is used to manage the majority of system wide
settings for Passwordstate
User Accounts
Allows you to specify the user accounts which are able to access the
Passwordstate web site
User Account Policies
User Account Policies are used to apply a specify set of settings, to
any number of user accounts or security group members
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Active Directory Domains
The Active Directory Domains screen is where you can specify which domain's user accounts and
security groups can authenticate and interact with the Passwordstate website. A few things to
note about AD Domains:
If you are using the AD Integrated Authentication version of Passwordstate, and you want users
in multiple domains to authenticate and access the Passwordstate web site, you must have a
domain trust in place. This is because it's Internet Information Services which does the initial
authentication check on the domains
You must specify at least a domain account which has Read access to the domain, and this
account can be setup on the Privileged Account Credentials screen
If you want Passwordstate to update passwords in Active Directory, you must also specify a
Privileged Account Credential which has the relevant permissions to update accounts
Even if you are using the form-based authentication version of Passwordstate, you can add in
Active Directory domains here, so that Password Resets on each of the domains can work - this
can even be done with non-trusted Active Directory Domains
Note: If you are unsure of what NetBIOS Name and LDAP Query String settings to specify,
please speak with your Active Directory Administrators for assistance.
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Auditing
The Auditing screen allows you do report/filter on all auditing data within Passwordstate.
Filtering can be done by:
Platform - events generated through the web site, the Mobile Client, the API, Windows Service
or Browser Extension
Password List - filter on events specific to a selected Password List
Activity Type - not all audit events relate to passwords i.e. there's audit events for sending
emails, failed authentication attempts, etc. To see a complete list of 'Activity Types' ensure the
© 2015 Click Studios (SA) Pty Ltd
Auditing
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'Password List' drop-down list has 'All Password Lists' selected
Beginning and end date - by default, date filtering is not enabled
In addition to reporting on auditing data on the screen, you can export the data for further
analysis to a CSV file if required.
Note 1: You can disable the feature allowing purging of auditing data on the screen System
Settings -> Miscellaneous Tab
Note 2: The Telerik Grid and Filter controls here prevent filtering while using special characters
- for security reasons. If you're wanting to filter using a backslash (\) here, simply type the
backslash twice i.e. domain\\userid
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Auditing Graphs
The Auditing Graphs screen is simply a graphical representation of the auditing data, with similar
filtering options. Instead of filtering between dates, you just select a specified period i.e. 1 year, 2
years, etc.
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Authorized Web Servers
The Authorized Web Servers screen is where you can specify the host names of the web servers
which are authorized to host the Passwordstate web site.
The intention of this feature is to prevent the theft of a copy of the database, and hosting it and
the web site in an untrusted environment.
Note 1: If you plan on moving your Passwordstate web installation to a new web server, you
must first register the host name of the new web server on this screen
Note 2: If you also purchased the High Availability module, you must register the host name of
your High Availability instance web server
Note 3: The host names are not case sensitive
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Backups and Upgrades
The Backups and Upgrades screen allows you to specify the settings required to perform backups
in Passwordstate, as well execute manual backups and view the status of any backups.
Note 1: The 'Upgrade Now' button takes you to the same screen you would navigate to when
clicking on the new build notification hyperlink which 'may' appear at the top of the screen when
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Backups and Upgrades
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new builds are available
The following instructions will provide some guidance for configuring the backup settings, and
other permissions required to backup all the web tier and database files:
Backup Settings
On the Backup Settings screen, you have the following options available to you:
Whether you want to perform a backup prior to any In-Place Upgrades - this option should only
ever be unchecked if you have your own Backup procedures in place
How many backups to keep on the file system
The path to where you would like to store the backups - please use UNC naming conventions
here, not a literal path such as c:\backups
Username and Password required for the backup (below in this document is an explanation of
the permissions required)
Whether you want to enable a regular set-and-forget schedule for the backups to occur
You can also exclude the database from automatic backups as well, and this is useful if you use a
third-party tool to perform SQL Backups which prevents you from executing standard backups
And finally, what time you would like the scheduled backups to begin, and how often you want
a backup to occur
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Passwordstate Security Administrators Manual
Backup Permissions
To allow backups to work through the Passwordstate web interface, you will need to specify an
account (domain or Windows account), which has the following permissions:
Permissions to write to the Backup path you’ve specified
Permissions to stop and start the Passwordstate Windows Service on the web server
Permissions to write to the Passwordstate folder on your web server.
In addition to this, you must configure the SQL Server service to use a domain or Windows account
which has permissions to also write to the Backup Path. To do this, you need to open the ‘SQL
Server Configuration Manager’ utility on your database server, click on ‘SQL Server Services’, and
the specify and account as per the next screenshot:
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Backups and Upgrades
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Note: Please ensure you test the upgrade by clicking on the 'Test Permissions' button - this will
report any issues with permissions in performing a backup.
Automatic Backup Troubleshooting
As every customers' environment can sometimes be slightly different, it's possible you may
experience a issues when initially setting up the automatic backups. If this is the case, below is a
case scenario of settings which have helped several customers in the past:
For the backup username we created a domain account called testcopy. This account only has
Domain User rights, and nothing else
Backup Share/Folder are located on a Windows Server 2012 server, and the web server is
running on a different server altogether
The Passwordstate Application Pool identity is running as NetworkService (also ensure there
are modify NTFS permissions applied to the Passwordstate folder for this account)
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Passwordstate Security Administrators Manual
The Share permissions itself is set to full control for ‘testcopy’ account
The testcopy account you has modify NTFS permissions to the backup folder
The testcopy account is set as local administrator on the web server so it can stop/start the
Passwordstate Windows Service
The testcopy account is used for the 'Log On As' identity for the SQL Server service – needed for
the SQL Backups (our Security Admin manual shows you how to configure this)
Testing of permission worked when authenticated to Passwordstate with a domain account
which only has Domain User rights on the domain
The following has also helped a few customers as well, who had to assign additional rights on the
web server for their equivalent of the testcopy account above – a group policy setting was
restricting which domain accounts could use the following setting. The following was required:
Open a command prompt as Admin
Type in secpol.msc /s
Select "Local Policies" in MSC snap in
Select "User Rights Assignment"
Right click on "Log on as batch job" and select Properties
Click "Add User or Group", and include the relevant user account
Something else to check is whether the local 'Administrators Group' had been granted the “Deny
Logon as a batch job” right, as this will cause the setting above to have no effect.
Non Local Administrator Rights for the Backup Account on the Web
Server
If you do not wish to grant the backup account Local Administrator rights on your web server, then
the following instructions will help with this.
The backup account will now need Modify NTFS permissions to the Passwordstate Folder, and
all nested files/folders
Download SubInACL from here and install somewhere - https://www.microsoft.com/en-us/
download/confirmation.aspx?id=23510. It really only installs the subinacl.exe file only into the
location of C:\Program Files (x86)\Windows Resource Kits\Tools. If you didn’t install this on
your web server, copy the file across to a folder on your web server
Open a command prompt as Admin, change to the folder where you have subinacl.exe, and
execute the following command (replacing <BackupAccount> with the correct account:
subinacl /service "Passwordstate Service" /grant=<BackupAccount>=F
While still having the command prompt open as Admin, type in secpol.msc /s
Select "Local Policies" in MSC snap in
Select "User Rights Assignment"
Right click on "Log on as batch job" and select Properties
Click "Add User or Group", and include the relevant user account
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Backups and Upgrades
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Bad Passwords
The Bad Passwords screen allows you to maintain a list of password which are deemed to be bad
i.e. common passwords, easy to guess, etc. The intention is to educate your users to ensure they
do not use 'Bad' passwords.
On this screen you can add or delete bad password records, and once you have a list you are happy
with, there are options on the screen Administration -> System Settings -> Miscellaneous Tab,
and Password Options Tab for notifying your users when bad passwords are detected.
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Browser Extension Settings
The Browser Extension Settings area allows you to specify various settings, for all users, for how
the Browser Extension feature is used. In Particular:
Extension Logout Settings - can you specify if you want the Extension to automatically log out of
itself when the browser is closed, or if the browser has been idle for a set number of minutes
Ignored URLs - if you don't want users to save login credentials for certain web sites, you can
add them as 'Ignored URLs'
Allowed to Use the Extension - IF you don't want to allow certain users, or members of a
security group, to use the Browser Extension feature, then you can specify them on this tab
Prevent Users From Saving Logins - if you only want certain users to use the Browser Extension
to form-fill web site logins, and not allow them to save any new records, you can do so on this
tab
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Custom Images
The 'Custom Images' screen allows you to upload images which can be used as icons for the
Password List themselves, and also for the 'Account Type' field for Password records.
Note 1: All images exist on the web server file system in the path <Passwordstate Folder>
\images\LookupImages, and are also stored within the Passwordstate database as well. Deleting
them from the file system will caused them to be recreated once the Passwordstate Windows
Service is next restarted.
Note 2: It is recommended you keep these images relatively small, inline with the size of the
supplied images, otherwise it can distort the view of Password Lists in the Navigation Tree, and
anywhere Account Type images are displayed
Note 3: If using the Passwordstate API, you may need to know the AccountTypeID for some of
the images you see on this screen. To do this, simply click on the 'Toggle ID Column Visibility'
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Email Notification Groups
The Email Notification Groups screen is used to manage email notification settings for a group of
individual users accounts, or members of security groups.
Using Email Notification Groups, you can specify which email notifications certain users receive,
or don't receive i.e. you may wish to have certain notifications enabled for Security
© 2015 Click Studios (SA) Pty Ltd
Email Notification Groups
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Administrators, but disabled for 'normal' user accounts in Passwordstate.
Note 1: Any system wide Email Templates which are disabled will cause any settings here to be
ignored
Note 2: If a user has specified their own Email Notification Settings as part of their Preferences,
any permissions you apply here for the user will override their personal settings
Note 3: If you have more than one Notification Group created for a user, any disabled email
categories will over-ride any enabled ones (be careful applying duplicates for a user)
Once you have created a Notification Group, you can then assign permissions for who is affected
by the settings, and which emails are either enabled or disabled. You do this by clicking on the
appropriate menu item in the 'Actions' drop-down menu.
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Passwordstate Security Administrators Manual
Email Templates
The Email Templates screen allows you to customize the emails sent from Passwordstate, or to
enable/disable notifications as required.
© 2015 Click Studios (SA) Pty Ltd
Email Templates
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Enabling/Disabling Email Notifications
You can enable/disable email notifications in one of either two ways:
1. Individually by the appropriate 'Actions' drop-down menu
2. Enabling/disabling all email notifications at once by clicking on the the appropriate 'Enable All'
or 'Disable All' buttons at the bottom of the grid
Editing Email Template Content
By clicking on the 'Category' hyperlink in the grid, you can edit the content of the email template specifying your own words, and formatting options.
At the top right-hand side of the Editor you will notice the 'Variables' tab/ribbon bar. From this
drop-down list, you can insert the following variables into your email templates:
ToFirstName - the First Name of the user who is receiving the email
ToUserID - the UserID of the user who is receiving the email
SiteURL - the URL of your Passwordstate web site
PermissionType - the permission being applied to a Password List or Password record for the
user
PasswordList - the name of the Password List
Password - the title of the Password record
Version - the Version number of your Passwordstate install
UserName - A combination of the Firstname and Username of the user
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Passwordstate Security Administrators Manual
ExpiresAt - the date at which a users permissions to a Password List or Password will be
removed
AdditionalBodyText - reserved by Click Studios for various custom text messages
AuthenticationMethod - which Authentication method was used for authenticated to the
Passwordstate web site, or to a Password List
Note: In addition to the emails being sent to the relevant intended users, you can also send
each email category to a different email address as well, as per the highlighted textbox in the
screenshot below. This is useful if you want to send specific email types to a shared mailbox, or
SMS alerting service.
If while editing the contents or formatting of an Email Template you decide you don't like the
changes you've made, you can restore back to the original content as supplied by Click Studios by
selecting 'Restore Default Template' from the appropriate Actions drop-down menu.
© 2015 Click Studios (SA) Pty Ltd
Email Templates
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Testing and Troubleshooting Emails being Sent
When editing a Password List template, there is a button called 'Test Email'. This button will test
sending the email template to your own email account. This testing is different however to how
emails are normally sent from Passwordstate - normally records are added to the database, and
the Passwordstate Windows Service checks and send emails every minute. This 'Test Email' button
sends directly from the web site, and does not use the Passwordstate Windows Service.
If emails are queuing up and not being sent as expected, the following suggestions may help to
troubleshoot why:
1. Check you have correctly specified your email server's settings on the screen Administration ->
System Settings -> Email Alerts & Options Tab
2. Ensure the Passwordstate Windows Service is started
3. Check the event log on your web server to see if any errors are being reported as to why emails
aren't being sent - look for the Source of 'Passwordstate Service'
4. Check there aren't any Email Templates disabled, either on the screen Email Templates, or
Email Notification Groups, or possibly the user has disabled an email notification in their
Preferences area
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Emergency Access
The Emergency Access screen allows you to specify a password for a separate 'Security
Administrator' role login which can be used in the event other accounts are locked out, or
inaccessible for any reason.
A couple of scenarios where this would be applicable is:
You have issues with authenticating on your domain, and can no longer authenticate to
Passwordstate using your normal domain account
Someone has accidentally deleted or disabled all Security Administrator accounts, and no-one is
able to administer all the settings for Passwordstate
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The Emergency Access URL is HTTPS://<Your Passwordstate URL>/Emergency
Note 1: Simply browsing to the Emergency Access URL will generate audit records, and notify
Security Administrators via email
Note 2: Navigating to the page Administration -> Emergency Access will also generate audit
records, and notify Security Administrators via email
Note 3: You must specify a reason why you need to access the Emergency Access Login, and this
reason is added to the auditing data
Note 4: Once you've logged in with this account, you will have access to the Administration
area of Passwordstate
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Error Console
Any errors experienced within Passwordstate will be logged on this screen, which can be reported
to Click Studios for troubleshooting purposes.
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Error Console
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Export All Passwords
The Export All Passwords screen allows you to export all Password records from the system to a
CSV file.
There are two types of exports available - 1. a CSV file heading information per Password List, and
2. a CSV file which is formatted for importing into KeePass. Please refer to the KB Article in the
User Manual titled 'Export All Passwords and Import into KeePass' for how to import into KeePass.
Note : If you choose to export all passwords to a csv file, they must be stored away
somewhere securely as the passwords appear as plain-text in the csv file
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Hosts & Password Resets
All of the features under the main Menu 'Hosts' are permission based. If, for whatever reason,
users aren't able to administer the settings and records under this menu because they don't have
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Passwordstate Security Administrators Manual
access, you can grant access via this page.
By clicking on any one of the buttons you see in the screenshot below, will give you full access to
these menu items. From here you can change settings, delete records, or apply new permissions
for users or security groups.
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Host Types & Operating Systems
The Host Types & Operating Systems screen allows you to add additional Host Type and Operating
System records which can be associated with Host records in Passwordstate.
Simply add or delete Host Types and Operating System types as appropriate.
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Host Types & Operating Systems
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When using the Account Heartbeat validation feature for Password records, you may only want
the Heartbeat poll to occur during certain times for different Operating Systems. By editing each
of the Operating System records, you can change this poll time e.g. You only want to validate local
administrator accounts for Windows 7 workstations during business hours.
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Passwordstate Security Administrators Manual
License Information
The License Information screen simply allows you to update your license registration keys for
Passwordstate.
Note 1: When you purchase your renewal for Annual Support + Upgrades, it's import you
update your 'Annual Support' registration key on this screen, otherwise you will be prevented
from upgrading to new builds of Passwordstate.
Note 2: If you need to purchase additional Client Access Licenses, you can click on the 'Buy
More Licenses' button and it will provide you with some instructions
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Menu Access
The Menu Access screen allows you to specify which users or security groups are allowed to access
the various main navigational menus in Passwordstate
By clicking on the appropriate 'Set Permissions' button, you can allow all users to have access, or
just the ones you specify.
You can choose to either Disable the menu for users who do not have access, or hide it from them
completely.
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Menu Access
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Password Folders
The Password Folders screen show you all the Password Folders which have been created in
Passwordstate. From this screen you can:
Edit Password Folder Details & Delete the Folder
By clicking on the 'Password Folder' hyperlink you see in the grid, you will be taken to a screen
where you can perform the following actions on the Folder:
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Passwordstate Security Administrators Manual
Edit name, description and settings
Clone the folder and nested Password Lists and Folders (but not the passwords themselves)
Delete the folder - deleting a folder will not delete any nested Folders or Password Lists
View Nested Password Lists
By selecting the option 'View Nested Password Lists' from the appropriate Actions drop-down
menu, a popup screen will appear showing all Folders and Password Lists nested beneath the one
you've chosen.
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Password Folders
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Deleting Folders
Also in the 'Actions' menu are two options for deleting a folder:
Delete Folder - will delete just the folder, and nothing else. The Navigation Menu will look
different to your users once you've done this, as it will need to rearrange any nested Password
Lists/Folders (you can only delete a single Folder if there are no Password Lists nested beneath
it)
Delete Folder and all Nested Items - Please use with caution, as this will deleted all nested
Password Lists/Folders, including all associated passwords
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Password Generator Policies
The Password Generator Policies screen allows you to create and manage multiple settings for the
Password Generator, which can then be applied to one or more Password Lists.
Note: The Default Password Generator policy cannot be deleted - it can be renamed and its
settings modified, but it cannot be deleted.
When adding or editing a Password Generator Policy, you have the following options available to
you:
Password Generator Details
Edit the name and description for the Policy.
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Password Generator Policies
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Alphanumerics & Special Characters
The Alphanumeric & Special Characters tab allows you to specify the desired length of the
password you wish to generate, as well as settings for letters, numbers, special characters and
various forms of brackets.
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Word Phrases
The Word Phrases tab allows you to insert a random word at the beginning of the password,
somewhere in the middle, or at the end. You can specify how many words to create, what length,
and what form of separation you would like between the word and the rest of the random
password - either dashes, spaces or nothing.
Passwordstate has 10,000 different words it can choose from, all of different lengths.
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Password Generator Policies
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Generate Passwords
The Generate Passwords tab allows you to test the settings you have specified on the other tabs,
and also generate any number of random passwords based on your settings. Click on the
'Generate' button just gives you the random passwords.
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Clicking on the 'Generate & Spell' button, gives you the random passwords, and spells them out
for you as well.
Once a Password Generator Policy has been created, it can be assigned to a Password List or
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Password Generator Policies
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Password List Template, by editing the appropriate settings, as per this screenshot below. When
your users now click on the
icon, the random password generated will be based on the
selected Password Generator Policy.
Toggle Visibility of Web API IDs
When using the Passwordstate Web API, there are certain API calls which can also automatically
generate passwords. In order to specify which policy to use when making these API calls, you
need to know the PasswordGeneratorID value - a unique identifier for each policy. By clicking on
the 'View Visibility of Web API IDs' button, you will see the PasswordGeneratorID values as per
this screenshot:
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Password Lists
The Password Lists screen shows all Password Lists created in Passwordstate, regardless of
whether your account has Administrative rights to the Password Lists or not.
Note 1: You can view which Private Password Lists have been created, and who created them,
but you cannot manage any permissions or settings for them
Note 2: For the Shared Password Lists, you cannot grant yourself access to any Shared
Password Lists you do not already have access to
Note 3: When clicking on a Shared Password List, all passwords will be hidden and some
features will be disabled for you
From this screen, the following features are available:
Actions Menu - Edit Password List Details
By clicking on the 'Edit Password List Details' menu option in the 'Actions' drop-down menu, you
will be able to edit settings for the selected Password List.
Note: Please refer to the Passwordstate User Manual for detailed instructions on settings
which can be applied to a Password List or Template.
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Actions Menu - View Password List Permissions
By clicking on the 'View Password List Permissions' Action menu, you can view all permissions
which are applied to the Password List. From here you can make any number of changes to
permissions as required.
Actions Menu - Bulk Permissions for Individual Passwords
By clicking on the 'Bulk Permissions for Individual Passwords' menu option in the 'Actions' dropdown menu, you will be able to apply permissions for a user account or security group to multiple
individual password records at once.
Actions Menu - Convert to Private Password List
Under certain circumstances, you may want to change a Shared Password List into a Private one.
Warning: Please use this feature with caution, as it is an irreversible process once complete you will need to restore a copy of your database if you wish to undo any changes with this feature.
In order to use this feature, you must first apply permissions to only the intended recipient of the
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Private Password List - meaning you must remove all Security Group permissions, and any other
'user account' based permissions why are not appropriate for a Private Password List. Once you
have done this and select this feature, the following processes will occur:
Delete any 'permission' records applied at the individual password record level
Delete any 'Favorite' password records for the list
Delete any linkages to Password List Templates
If any users have the Password List set as their Default Home Page, then it will be changed to
the 'Passwords Home' node in the Navigation Tree
And finally it will marked the Password List as private
Actions Menu - Delete Password List
By selecting the 'Delete Password List' menu option in the 'Actions' drop-down menu, you will be
given the opportunity to delete the selected Password List.
Warning: You are prompted twice to delete a Password List, or there is no Recycle Bin in the
event you do delete one - so be sure you no longer require the passwords in this List. If you
accidentally delete a Password List and still require it, you will need to ask your DBAs restored a
copy of the database.
Add Password List
By clicking on the 'Add Password Lists' button, you will be able to add a new Password List to
Passwordstate.
Note: Please refer to the Passwordstate User Manual for detailed instructions on settings
which can be applied to new Password Lists or Templates.
Export
The Export button simply allows you to export the list of Password Lists to a csv file - no Passwords
are exported, just basic information about the Password Lists themselves.
Toggle ID Column Visibility
The Toggle ID Column Visibility button will either show or hide the PasswordListID value for each
of the Password Lists. These PasswordListID values may be required if you are using the
Passwordstate API, or the Bulk Password Import feature below.
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Perform Bulk Processing - Administer Bulk Permissions
Administer Bulk Permissions allows you to apply new permissions, or remove permissions, for a
user account or security group to multiple Password Lists at once.
After you have searched for a user account or security group, and then clicked on it, the 'Available
Password Lists' listbox shows which Password Lists the user/security group does not have access
to, and the 'View/Modify/Administrator Permissions' listbox shows what Password Lists the user/
security group already has access to.
To apply new permissions, or remove existing permissions, simply move the Password Lists
between the different listboxes using the various arrow buttons, then click on the Save button.
Note: You cannot manage permissions here for Password Lists which have mandatory options
set for Time-Based Access, or Handshake approval.
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Perform Bulk Processing - Bulk Copy/Move Passwords
The Bulk Copy/Move Passwords feature allows you to Copy, Move or Copy & Link multiple
passwords from multiple Password Lists to a different Password List at once - instead of doing one
record at a time as users can do through the standard interface. This feature is useful if you are reorganizing your Password Lists, and need to move records around in mass.
Note: You can only copy/move records between Password Lists which have similar fields
configured. If the fields are not compatible, then the destination Password List will be disabled,
preventing you from copying/moving records to it.
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Perform Bulk Processing - Bulk Password Import
The Bulk Password Import feature is useful when you are migrating data from another system, as
it allows you to import multiple passwords records into multiple different Password Lists at once.
To import passwords in bulk is a 3 step process:
Step 1 - Generate CSV Template
By clicking on the 'Generate CSV Template' button you will be able to save an empty csv template
file to your file system. It is this template you need to populate with data, ready for import.
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Step 2 - Populate Template with Data
The screenshot below shows the fields which are populated in the csv template file, which fields
are required, and the maximum size of any fields.
You will notice 10 Generic Fields in the csv template. By default, Password Lists are not configured
to use any of the available Generic Fields, but it's possible they may have been configured to use
them. Generally the Generic Fields are named differently, but those names cannot be shown in
the csv template, as each Password List may have named them differently. You will need to
ensure you populate the csv template file with the correct fields for each of the different
Password Lists you are importing into.
Note 1: If a field is not 'Required', then you can leave it blank in the csv template
Note 2: The PasswordListID field is required so the import process knows which Password Lists
to import the passwords into. The PasswordListID values can be determined by returning to the
previous screen and either Exporting the list of Password Lists, or by clicking on the 'Toggle ID
Column Visibility' button
Note 3: Various compliance checks will not be performed with this import i.e. Bad Passwords,
Password Strength Compliance & Mandatory fields
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Step 3 - Import Data
Once you have populated the csv file with the required data, the 'Step 3' tab allows you to either
test the import process, or perform the actual import. It is recommended you test the import
process first, and any errors will be reported back to you, including the line number in the csv file
so you're able to correct the data.
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Perform Bulk Processing - Mobile Access Bulk Permissions
If you need to make many changes to Mobile Access Permissions at once, you can use the 'Mobile
Access Bulk Permissions' feature.
This feature allows you to query all the permissions applied to one or more Password Lists, select
the appropriate permissions (Guest, View, Modify or Admin), and then either enable or disable
access for Mobile Clients.
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Password List Templates
Password List Templates can be used to apply consistency to settings for your Password Lists, and
accessing the Templates from within the Administration area allows you to see all Templates
created by all user. Templates can be used in the following way:
You can apply a Template's settings as needed (once off) when you add a new Password List, or
edit an existing Password Lists' settings
You can link Password Lists to a Template, and then manage all settings from the Template.
When you do this, the majority of options for the Password List will be disabled when you chose
to Edit Password List Details
You can also apply permissions to a Template, and these permissions can be used for:
o Allow other users to see the Templates via the 'Password List Templates' menu option
o Allow other users to also modify the settings for the Template via the 'Password List
Templates' menu option
o Applying permissions to a Password List as needed (once off) when you add a new Password
List, or edit an existing Password Lists' settings
Note: Permissions on a Template are not used when Linking Password Lists to a template - this
can only be done when adding a new Password List, or editing the settings for an existing one.
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Adding and Editing Templates
Adding or editing templates in the Administration area is identical to the normal Password List
Templates screens which standard user accounts have access to. For information on each of the
settings which can be applied to a Template, please refer to the Passwordstate User Manual for
creating Password Lists.
Caution: When editing a Template's settings when it is linked to other Password Lists, if you
change any of the Field Types for any Generic Fields, these fields will have their data cleared/
blanked in the database when you click on the 'Save' button. This is because the different Generic
Field Field Types need to have their data treated differently. There are multiple warning
messages within the Passwordstate as well for this, so please be aware.
Password List Template Actions
From the 'Actions' drop-down menu, you have various features available:
View Permissions applied to the Template - this also allows you to add/update/delete
permissions as required
You can Link Password Lists to the Template
You can delete the template
Note: If you delete a Template which is linked to one or more Password Lists, these Password
Lists will bet set to use the Templates' settings as there were prior to you deleting the Template.
You can then go ahead and modify the settings of the Password Lists as required.
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Linked Password Lists
When you link one or more Password Lists to a Template, the majority of settings for the linked
Password Lists are then managed via the Template - which the exception of the details on the API
Key Tab.
Linking Password Lists to a Template is very simply process - move the Password List you want to
link into the 'Linked Password List(s)' text box, and click on the 'Save' button.
Caution: When linking Password Lists to a Template for the first time, if the Password List has
some Generic Fields specified which are different to any Generic Fields specified for the
Template, these fields will have their data cleared/blanked in the database when you click on the
'Save' button. This is because the different Generic Field Field Types need to have their data
treated differently. There are multiple warning messages within the Passwordstate as well for
this, so please be aware.
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Password Strength Policies
Password Strength Policies are used as a set of rules for determining the strength of a Password.
Once a policy is created, it can be applied to one or more Password Lists.
When adding or editing a Password Strength Policy, settings can be applied on 2 of the tabs, and
there is 1 tab for testing the policy.
Policy Settings Tab
The Policy Settings Tab allows you to provide a name and description for the policy, plus the
following settings:
Minimum LowerCase Characters - specifies how many lowercase characters are required as a
minimum (abcd, etc)
Minimum UpperCase Characters - specifies how many uppercase characters are required as a
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minimum (ABDCD, etc)
Minimum Numeric Characters - specifies how many numeric characters are required as a
minimum (1,2,3,etc)
Minimum Symbol Characters - specifies how many symbol characters are required as a
minimum (%@:!, etc)
Preferred Password Length - specifies the minimum number of total characters the password
should have
Requires Upper And Lower Case - indicates if the passwords string must have both lower and
uppercase characters
Password Strength Compliance - indicates the desired Password Strength Complexity (Very
Poor, Weak, Average, Strong or Excellent). With the following graphic when editing/adding a
password, the 'Compliance Strength' indicator shows the user what password complexity is
desired for the applied policy
Compliance is Mandatory - if this option is set to Yes, the user will not be able to save the
password record if the strength of the password they're creating does not meet the 'Password
Strength Compliance' setting above
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Calculated Weighting Tab
The Calculated Weighting Tab allows you to specify the weighting of a strength characteristic of a
password for length, numeric, case and symbols. The higher the weighting, the more important
the category is deemed to be.
Note: The 4 values specified must total 100.
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Test Password Strength Tab
The Test Password Strength Tab allows you to test the policy settings you've specified on the
other two tabs, and shows you a graphical representation of the strength of the password you
type, based on the policy settings you've specified.
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Privileged Account Credentials
Various features in Passwordstate require Active Directory Accounts to perform certain tasks i.e.
Resetting Passwords, querying active directory, etc. This screen allows you to add those accounts
to be used.
Once you have specified the details for one or more of the relevant Privileged Account
Credentials, and applied permissions for users or security groups who are allowed to use these
accounts, then they can be used for Password Resets and Discovery jobs, etc.
If you "link" the Privileged Account to a password stored in Passwordstate, when the password is
updated in Passwordstate and Active Directory, it will also be automatically updated on this
screen as well.
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Privileged Account Credentials
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Reporting
The Reporting feature allows you to run the following reports, which will be exported to csv files
for further analysis if required:
Audit Records (General) - exports a sorted list of all general audit records, not specific to
Passwords or Password Lists. Please note this could be a large CSV file, so may take some time
to generate
Audit Records (Passwords) - exports a sorted list of all audit records specific to Passwords and
Password Lists. Please note this could be a large CSV file, so may take some time to generate
Password List Permissions - exports a sorted list of permissions for all Password Lists, and any
permissions applied to individual passwords. Note: if the Title field is populated in this
report, then it means the permissions have been applied to the individual password record
Password Last Updated Report - show the date of when the value of password fields were last
updated
Password Reuse Report - exports a list of records where the same password have been used
more than once.
Aged Password Report - exports a list of each individual password record, showing the last time
any activity occurred for each record (excludes Private Password Lists).
Enumerated Password Permissions - exports a sorted list of permissions for every individual
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password recorded in Passwordstate (excluding Private Password Lists). It will show
permissions based on users, and will enumerate any Security Groups into User Account details
Password Strength Compliance Report - exports a sorted list of all Password Lists, the strength
of each password, and whether or not the Password Strength is compliant or not
Security Administrators - exports a list of all Security Administrators in Passwordstate, what
their roles are, and if access is provided via their User Account or Security Group
Security Group Membership - exports a sorted list of Security Groups within Passwordstate, and
their User Accounts membership
User Accounts - exports a sorted list of User Accounts within Passwordstate
Note 1: No password values are exported in any of the reports on this screen.
Note 2: Any one of these Reports can also be sent to you on the scheduled you specify via the
Reports -> Scheduled Reports menu
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Security Administrators
The 'Security Administrator' role in Passwordstate provides access to one or more features in the
Administration area. If a user's account is not set up as a Security Administrator, the
Administration menu will not be visible to them.
There are 15 different types of roles a Security Administrator account can be configured for, with
each role providing access to various screens/features in the Administration area. The roles are:
Note : To ensure there is a clear separation of elevated privilege responsibilities within
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Passwordstate, you cannot modify any Security Administrator role settings for your own account another Security Administrator will need to do this for you. As such, Click Studios recommends
you have at least 2 Security Administrators assigned, otherwise you may need to use the
Emergency Access account to make changes to this role if required.
Role
Active Directory Domains
Auditing
Bad Passwords
Email Templates
Emergency Access
Export All Passwords
Licensing
Password Generator
Password Lists
Screen/Feature Access
Active Directory Domains
Auditing & Auditing Graphs
Bad Passwords
Email Notification Groups & Email Templates
Emergency Access
Export All Passwords
License Information
Password Generator Policies
Custom Images, Password Folders, Password Lists & Password List
Templates
Password Strength Policy Password Strength Policies
Reporting
Reporting
Security Administrators
Security Administrators
Security Groups
Security Groups
System Settings
Authorized Web Servers, Backups and Upgrades, Browser Extension
Settings, Error Console, Hosts & Password Resets, Host Types &
Operating Systems, Menu Access, Privileged Account Credentials &
System Settings
User Accounts
User Accounts & User Account Policies
If you deselect one or more of the Security Administrator roles for a user, the corresponding
Navigation Tree menu item will be disabled for the user.
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Security Groups
Security Groups allows you to manage either local security groups created within Passwordstate,
or Active Directory security groups. These groups can then be used for applying permissions to
Password Lists, or to give/deny access to various features.
On the Security Groups screen, you have the following features available:
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Add Local Security Group
Allows you to add a "local" security group to Passwordstate, which you can then assign one or
more user accounts to the security group.
Note: Once you have added the local security group, you can assign user account membership
by selecting the 'Manage Members' menu item from the appropriate Actions menu
Add Active Directory Security Group
To add an Active Directory Security Group, you simply need to search for the group you require,
then click on the appropriate Save button.
Note 1: The Active Directory Managed Service Account which you specify on the screen System
Settings -> Active Directory Options Tab is what's used to query Active Directory, so this account
will need read access at a minimum
Note 2: When you add a security group, if the user account does not already exist in
Passwordstate (on the User Accounts screen), there is on option on the screen Administration ->
System Settings -> Active Directory Options Tab which allows you to also automatically add the
user account
Note 3: If you have issues querying Active Directory, please see the section 'Active Directory
Lookup Permissions' below
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Debug Security Group Membership
In the event you are having some issue synchronizing the membership of an Active Directory
Security Group, the 'Debug Security Group Membership' screen allows you to query the members
of the security groups, and provide some additional debug information which may be useful for
determine the cause of the issue.
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Local Security Group Actions Menu
Once you have created a Local Security Group, the 'Actions' drop-down menu has two features you
can use:
Manage Members - allows you to add or remove members from the security group
Delete - delete the security group from Passwordstate. This does not delete any user accounts,
only the security group itself
Note: If the Security Group has been used to apply permissions anywhere within
Passwordstate, removing members from the security group, or deleting the Security Group itself,
will removes one or more user's access
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Active Directory Security Group Actions Menu
Once you have add a new Active Directory Security Group, the 'Actions' drop-down menu has two
features you can use:
Manual Synchronization - synchronization membership of an Active Directory Security Group
can be done in one of 3 ways:
o When you first add an AD Security Group to Passwordstate
o The Passwordstate Windows Service can perform the synchronization on the schedule you
have specified on the screen Administration - > System Settings -> Active Directory Options
Tab
o Or by clicking the 'Manual Synchronization' menu item
Delete - delete the security group from Passwordstate. This does not delete any user accounts
in Passwordstate, and does not touch your Active Directory environment in any way
Clone Security Group Permissions
It's possible to clone the permissions from one Security Group to another using the 'Clone
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Permissions' feature.
Note 1: When cloning occurs, the Destination Security Group's permissions are first removed –
otherwise duplication would occur
Note 2: Security Group Memberships will not be cloned with this process, as you need to
manage these memberships yourself - either manually for Local Security Groups, or by letting the
AD synchronization work for AD groups.
During the cloning process, the following types of permissions will be cloned:
Any memberships to Email Notification Groups
Any of the ‘Features’ permissions for what menus the user is allowed access to at the bottom of
the screen
Any permissions to Password Lists (auditing records are added)
Any Password Permissions (auditing records are added)
Any permissions to Password Lists Templates (auditing records are added)
Any Security Admin Roles (auditing records are added)
Any User Account Policy permissions
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Debug Active Directory User Account and Security Groups
Synchronization Process
By clicking on the 'Debug AD Sync Data' button, it allows you to turn on some debug capturing
when the Passwordstate Windows Service performs the Active Directory User Account and
Security Group synchronization process.
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System Settings
System Settings are used to specify any number of system wide settings in Passwordstate, which
can affect the majority of users within the system.
Active Directory Options Tab
Allowed IP Ranges Tab
API Keys Tab
Authentication Options Tab
Branding Tab
Check for Updates Tab
Email Alerts & Options Tab
High Availability Options Tab
Hosts Tab
Miscellaneous Tab
Mobile Access Options
Password List Options Tab
Password Options Tab
Password Reset Options
Proxy & Syslog Servers Tab
Usage Tracking Tab
User Acceptance Policy Tab
28.1
Various settings for synchronizing Active Directory user accounts
and security groups with Active Directory
Specify which IP Addresses or IP Address Ranges are allowed to
access the Passwordstate web site or API
Create various API Keys for making calls to the Passwordstate API
Various options and settings for authenticating to the
Passwordstate web site
Specify your own Logos and Page Titles to use on various screens
and dialogs
Specify how frequently Passwordstate should check for new
versions
Email Server settings, and multiple options for various email
notifications
Specify how frequently the High Availability instance of
Passwordstate should check for new/update Custom Images and
Logos, and write these to disk
The Hosts tab has a few options for showing or hiding all the Hosts
users have access to, on the Password Home and Remote Session
Launcher pages
Various settings which don't fall into any other of the 'Tab'
categories
Specify various system wide settings for the Mobile Access client
Settings which are specific to Password Lists
Settings which are specific to individual password records
Specify various settings when updating passwords in Active
Directory, and specify who is allowed to enable the 'Password
Reset' option on Password Lists
Specify proxy settings or syslog settings for Passwordstate to use
Allows you to specify your own JavaScript code to be inserted into
the main /default.aspx page
Specify a popup 'User Acceptance Policy' which users must read
when they access the Passwordstate web site
Active Directory Options Tab
The Active Directory Options tab allows you to specify an account to interact with Active Directory,
and various options for User Accounts & Security Groups.
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Passwordstate AD User Account and Security Group Membership
Options
The 'Passwordstate User Account and Security Group Membership Options' settings allows you to
specify various options for synchronizing User Account enabled/disable status, and security group
memberships within Passwordstate.
If a User Account is found within a Security Group which hasn't already been added to
Passwordstate, would you like to automatically add the User Account;
When the Passwordstate Windows Service synchronizes the membership of any Security Groups
you've added on the Security Groups screen, it's possible there will be user accounts in the Active
Directory security group which have not yet been added to the User Accounts screen. If this is the
case, you can use this option to automatically add the accounts to Passwordstate, or simply ignore
the account.
Note: If you reach the maximum number of Client Access License as recorded on the License
Information screen, the user accounts will not be added to Passwordstate.
Synchronize the enabled/disabled status of Active Directory user accounts with the user accounts
in Passwordstate;
Using this option, if the enabled/disabled status of a user account in Active Directory is changed,
you can also synchronize that change to the account stored in Passwordstate.
When an account in Active Directory is deleted, perform the following in Passwordstate:
If a User Account in Active Directory is deleted, you can choose either you want to delete it in
Passwordstate, disabled the account, or simply do nothing.
When a user is removed from a Security Group, and that user no longer belongs to any Security
Groups, perform the following in Passwordstate:
If a user no longer belongs to any Active Directory Security Groups, which have been added to
Passwordstate, you can choose to disable, delete, or do nothing with their account.
Note: For the two options above, if you choose to delete the user account in Passwordstate, all
access for the user's account will be removed, and any Private Password Lists they may have had
will be deleted.
Synchronize Security Group Memberships, and User Account status at:
Synchronizing of Active Directory security group memberships, and the status of user accounts
(either enabled, disabled or deleted status), can be done either once a day or more frequently if
required, by choosing the appropriate option here.
When synchronizing Security Groups, or querying the status of an AD User Account, pause for (x)
seconds between consecutive calls to Active Directory:
So the Passwordstate Windows Service doesn't perform too many consecutive queries to Active
Directory too quickly, you can add a pause for this.
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Performance Tip: If you have many Active Directory User Accounts added to Passwordstate, the
synchronization of the features above will perform significantly better if these user accounts
belong to one or more Security Groups, and these Security Groups have also been added to
Passwordstate via the page Security Groups. The reason for this performance improvement is
because all the users can be enumerated with one call to Active Directory for the Security Group,
instead of making separate calls for every single account. If you have many AD users added to
Passwordstate (i.e. 200+), it is recommended you add one or more Security Groups even if you
don't use them to apply permissions anywhere.
28.2
Allowed IP Ranges Tab
The Allowed IP Ranges Tab allows you to specify a range of IP Addresses where clients are
allowed to access the Passwordstate web site, make calls to the Passwordstate API, or access to
the Emergency Access login page.
Specifying IP Ranges can be done in the following format:
192.168.1.* (all addresses in the range of 192.168.1.0 to 192.168.0.255)
192.168.*.* (all addresses in the range of 192.168.0.0 to 192.168.255.255)
192.*.*.* (all addresses in the range of 192.0.0.0 to 192.255.255.255)
192.168.1.1-192.168.2.50 (just the addresses in the range of 192.168.1.1 to 192.168.2.50)
192.168.1.50 (just a single IP Address)
Note 1: Regardless of the settings you specify here, you will always be able to access
Passwordstate if logged into your web server directly, or via the Emergency Access account
Note 2: If making an API call from an IP Address which is not authorized, then API will return a
HTTP Status Code of 403 - Forbidden
You can set the Allowed IP Ranges separately for each of the 3 features (web site, API and
Emergency Access Login), and the features below are also possible for further restricting access to
the Passwordstate web site.
If the Passwordstate web site is accessed outside of one of the IP
Ranges listed above, force the user to authenticate using the
following method
If you would like to choose a different authentication method when your users our outside of
your internal network, then you can choose the option from here.
By default, access from IP Addresses which aren't listed as 'Allowed' will be blocked. By selecting
an authentication option instead, you can enforce a different authentication mechanism. This is a
more secure option if you use Passthrough Authentication within the office, but want to further
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secure access to Passwordstate when outside of the office.
Inactivity Time Out for sessions outside the Allowed IP Ranges above
(mins)
The default Inactivity Timeout setting can be found on the Miscellaneous Tab. If you have
restricted access to Passwordstate to specify IP Subnets/Addresses, it's also possible to specify an
alternate timeout value when users are out of the office (allowed IP ranges)
28.3
API Keys Tab
The API Keys Tab allows you to create three different types of API Keys, to be used for different
method calls to the API - general calls for query/updating/adding/deleting Passwords, querying/
adding/deleting Hosts, and for generating random passwords. Please refer to the API
Documentation for further details.
If you don't want certain users to be able to create API Keys for Password Lists, you can specify
which ones are allowed to by clicking on the 'Set Permissions' button and following the on-screen
instructions. Note: Only Password List Administrators have the access to create/configure API
Keys for Password Lists.
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Authentication Options Tab
The Authentication Options Tab provides various settings for when your users first authenticate to
the Passwordstate web site.
Note 1: Options will be different on this screen, depending on if you have installed the Active
Directory integrated version of Passwordstate, or the Forms-Based Authentication version.
Note 2: If in the event you lock yourself out of authenticating against the Passwordstate web
site for any reason, you can always use the Emergency Access account to authenticate.
Authentication Option
There are multiple different authentication options available for when your users first access the
Passwordstate web site, and they are:
Passthrough AD Authentication
If DNS, your browser, and the site in IIS is configured correctly, your browser should not prompt
you for your account details when using this authentication method, instead it should pass your
account details to the Passwordstate web site in IIS, and IIS ensures your account exists in Active
Directory.
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Manual AD Authentication
Provides a dialog for users to manually specify their AD domain credentials.
Manual AD and Google Authenticator
Provides a dialog for users to manually specify their AD domain credentials, and a Google
Verification Code. To use this authentication method, the user must create a Google
Authenticator Secret Key on the Preferences screen, or Security Administrators can do it for them
on the User Accounts screen.
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Manual AD and RSA SecurID Authentication
Provides a dialog for users to manually specify their AD domain credentials, and a SecurID
Passcode. To use this authentication method, the user must have a valid SecurID account and
token.
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Manual AD and ScramblePad Authentication
Provides a dialog for users to manually specify their AD domain credentials, and a ScramblePad
Pin. To use this authentication method, the user must specify their ScramblePad Pin number on
the Preferences screen, or Security Administrators can do it for them on the User Accounts screen.
In the screenshot below, if the user's Pin Number was 0123, then they would need to enter ejgx to
authenticate correctly - the letters are rearranged every time the screen is accessed.
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Manual AD and Email Temporary Pin Code
Provides an authentication dialog for users to manually specify their own AD credentials, and also
a Temporary Pin Code. User's must specify an email address in their 'Preferences' area as to where
they want the Temporary Pin Code to be emailed to, and Security Administrators cannot set this
email address for them.
The length of the Pin Code, and the time in which it expires, can also be set on this screen.
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Manual AD and AuthAnvil Authentication
Provides a dialog where you can enter both your Active Directory domain credentials, and your
AuthAnvil Username and Passcode to log in using two-factor authentication. User's must have
specified their AuthAnvil Username on the Preferences screen in order to authenticate.
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Manual AD and Duo Push Authentication
Provides a dialog where you can enter both your Active Directory domain credentials, and your
Duo Push Username to log in using two-factor authentication. User's must have specified their
Duo Push Username on the Preferences screen in order to authenticate. You can also choose
which device to send the Push Notification to.
Please refer to the following document as to how to configure Duo Push Authentication in the
Duo Portal and Passwordstate - Duo Auth API Configuration
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Manual AD and SafeNet Authentication
Provides a dialog where you can enter both your Active Directory domain credentials, and your
SafeNet Username to log in using two-factor authentication. User's must have specified their
SafeNet Username on the Preferences screen in order to authenticate.
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Google Authenticator
Provides a dialog for users to manually specify their Google Verification Code - this works in
conjuction with Passthrough AD Authentication. To use this authentication method, the user must
create a Google Authenticator Secret Key on the Preferences screen, or Security Administrators
can do it for them on the User Accounts screen.
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RSA SecurID Authentication
Provides a dialog for users to manually specify their SecurID Passcode - this works in conjuction
with Passthrough AD Authentication. To use this authentication method, the user must have a
valid SecurID account and token.
ScramblePad Authentication
Provides a dialog for users to manually specify their ScramblePad Pin code - this works in
conjuction with Passthrough AD Authentication. To use this authentication method, the user
must specify their ScramblePad Pin number on the Preferences screen, or Security Administrators
can do it for them on the User Accounts screen.
In the screenshot below, if the user's Pin Number was 0123, then they would need to enter rjdu to
authenticate correctly - the letters are rearranged every time the screen is accessed.
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Email Temporary Pin Code
Provides an authentication dialog for users to enter a Temporary Pin Code. User's must specify an
email address in their 'Preferences' area as to where they want the Temporary Pin Code to be
emailed to, and Security Administrators cannot set this email address for them.
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AuthAnvil Authentication
Provides a dialog where you can enter your AuthAnvil Username and Passcode to log in using twofactor authentication. User's must have specified their AuthAnvil Username on the Preferences
screen in order to authenticate.
Duo Push Authentication
Provides a dialog where you can your Duo Push Username to log in using two-factor
authentication. User's must have specified their Duo Push Username on the Preferences screen in
order to authenticate. You can also choose which device to send the Push Notification to.
Please refer to the following document as to how to configure Duo Push Authentication in the
Duo Portal and Passwordstate - Duo Auth API Configuration
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SafeNet Authentication
Provides a dialog where you can your SafeNet Username to log in using two-factor authentication.
User's must have specified their SafeNet Username on the Preferences screen in order to
authenticate.
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Separate Password
Provides a dialog for users to specify a separate authentication password - this works in conjuction
with Passthrough AD Authentication. To use this authentication method, the user must specify
their separate password on the Preferences screen, or Security Administrators can create a
random password for them on the User Accounts screen.
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Various Authentication Options
Some of the authentication methods above also have various options which can be set, and they
are:
If one of the Manual AD Authentication options are selected, auto-populate the UserID field
based on the current logged in Active Directory account
If you select one of the 'Manual AD' authentication options for your users, you can automatically
populate the UserID field for them if required.
If one of the Manual AD Authentication options are selected, show a 'Domains' dropdown list to
form part of the UserName field
This option provides a Domain dropdown list on all the Manual AD Authentication screens so the
user doesn't need to type the domain prefix for their account
If using the AD Integrated Authentication version of Passwordstate, and Passthrough
Authentication is not selected, make the authentication a two-step process where the user first
validates their AD Account, and then the additional Authentication option on the following screen
By choosing this option, the authentication process will be executed in two-steps - initially just
authenticating the user's Active Directory Domain credentials, and then any other additional
authentication options selected for their account. This is useful if users need to log into
Passwordstate with more than just one account
If using the Forms Based Authentication version of Passwordstate, disable the feature where
users need to regularly change their login password
When using the Forms Based Authentication version of Passwordstate, be default users will be
required to regularly change their login password. The frequency of the required change can vary
from 15 to 90 days, depending on the strength of the password they enter. If you wish to disable
this feature, you can do so by selecting 'Yes' here.
Auto-populate the SecurID UserID field for the user
If you select one of the 'SecurID' authentication options for your users, you can automatically
populate the UserID field for them if required.
Make the SecurID UserID field on the login screen read only
This option prevents a user from walking up to another user's computer, authenticating with their
own SecurID Token, but then logging into Passwordstate as the other user - this can happen when
the Passthrough authentication occurs after the SecurID authentication happens, as there does
not necessarily need to be a correlation between a users SecurID user account and their domain
account.
When using the Forms-Based Authentication version of Passwordstate and a SecurID
authentication option above, show just the SecurID authentication screen on initial login
When this option is selected, you will not be prompted to enter your forms based UserID and
Password, only your SecurID UserID and Passcode.
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Specify your AuthAnvil Web Services URL and SiteID here
You must specify your AuthAnvil's Web Services URL and SiteID in order to use this two-factor
authentication option. The URL is generally in the format of https://
yourFullyQualifiedDomain.com/AuthAnvil/sas.asmx
Auto-populate the AuthAnvil Username field for the user
If you select one of the 'AuthAnvil' authentication options for your users, you can automatically
populate the Username field for them if required.
Make the AuthAnvil Username field on the login screen read only
This option prevents a user from walking up to another user's computer, authenticating with their
own AuthAnvil Username and Passcode, but then logging into Passwordstate as the other user this can happen when the Passthrough authentication occurs after the AuthAnvil authentication
happens
Duo Security Two-Factor Settings
Specify the Integration and Secret Key for your 'Auth API' integration settings, as well as your API
HostName
Note: You must have an Enterprise Duo Security account to use this feature, and you need to
create a 'Auth API' integration for your Duo subscription via their web site
Make the Duo Push Username field on the login screen read only
This option prevents a user from walking up to another user's computer, authenticating with their
own Duo Push Username, but then logging into Passwordstate as the other user - this can happen
when the Passthrough authentication occurs after the Duo Push authentication happens
Email Temporary Pin Code Settings
The Temporary Pin Code Settings allows you to specify the length of the Pin Code, and also how
long until the temporary Pin Code will expire if not used.
Minimum ScramblePad Pin Length
By default, the ScramblePad Pin length is 4 characters, but can be changed if required.
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28.4.1 Duo Auth API Configuration
In order to use the Duo Authentication feature, you must have an Enterprise account with Duo
Security, and your need to create an 'Auth API' Application in the Duo Portal, so you can add these
settings into Passwordstate. The following instructions will show you how to do this.
First, login to your Duo Portal, and click on the 'Applications' menu
Click on 'Protect an Application'
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Chose the 'Auth API' Application
Create the Secret Key and Name the Auth API as appropriate
Now in Passwordstate, select the appropriate authentication option you want, and populate the
Duo Two-Factor Settings section.
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And on the user' Preferences screen in Passwordstate, on the 'Authentication Options' tab, just
must have the Duo username matching the UserName which has been created in the Duo
Portal.
28.5
Branding Tab
The Branding Tab allows you to hide/show the Passwordstate Build Number at the top of the
screen, specify your own custom Logos to use at the top left-hand side of the page, and on various
Dialog windows, as well as your own custom Page Titles.
The following branding options are available:
Show Passwordstate Build Number - you can show this build number to all users of
Passwordstate, or just Security Administrators
Main Page Title and Logo - Change the Passwordstate logo to your own custom logo, plus the
Page Title displayed in Tab of your browser
Dialog Title and Logo - Change the Passwordstate logo in each of the Authentication Dialog
windows, plus the Page Title
Mobile Client Title and Logo - Change the Passwordstate logo for the mobile client, plus the
Page Title
Color Scheme - Change the color scheme you see in Passwordstate - the Base color, and Page
Background Color
Note 1: The logos are stored within the database, and restarting the Passwordstate Windows
Service will recreate the logos on the file system if they are accidentally deleted for any reason.
Note 2: Adobe Photoshop template files are also provided, allowing for easier creation of your
own logos if required.
You can also change the default colors in Passwordstate, by specifying your own 'Base' color, and
Page Background color. User Account Policies can also be used to apply different colors for
different sets of users.
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Check for Updates Tab
The Check for Updates Tab allows you to specify how frequently the Passwordstate web site
should check for new updates, and who it should display the new build notification to.
This feature queries the following file - www.clickstudios.com.au/NewBuildInfo.xml, and if a new
build is found, the notification will be displayed at the top left-hand side of the screen, just next
to the main logo.
Note: Depending upon your environment, you may need to specify proxy authentication
details on the Proxy & Syslog Servers Tab for this feature to work.
28.7
Email Alerts & Options Tab
The Email Alerts & Options Tab allows you to specify your email servers settings, so emails can be
generated from Passwordstate, as well as multiple settings and notifications relating to emails
being sent.
Send email alerts to Security Administrators (who have User Accounts
role) for Failed Login Attempts
There are two different scenarios in which your users must authenticate when using
Passwordstate:
1. When they first browse to the web site
2. If a Password List is configured to require an 'Additional Authenticate' step prior to the
Password List being accessible
By selecting this option, Security Administrators who have the 'User Accounts' role will be alerted,
via email, to any failed login attempts. Failed login attempts are also recorded and reportable on
the Auditing screens.
Only send Failed Login Attempt email alerts to Security
Administrators if the following conditions are met
If Security Administrators don't wish to be alerted to every single failed login attempt by
individual users, you can set a threshold which must be met before an email is sent. Even if this
option is used to not be notified every single time, auditing data is recorded for all failed login
attempts.
Alert Security Administrators if there are an excessive number of
events (from a single user) for Viewing, Copying or Exporting
Passwords. Alert if the following condition is met
Another option which alerts to uncommon behavior is to notify Security Administrators when an
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individual user is viewing, copying or exporting a lot of password data within a set period of time
i.e. if a user views 10 password records within a single minute, then this is not common behavior
and you may have an issue with potential information leakage/theft.
When users 'Request Access' to Passwords or Password Lists, in
addition to emailing the request to Password List Administrators, also
email it to Security Administrators with the following roles
By default, Password or Password List Access Requests are routed to the Administrators of the
relevant Password Lists. If you would also like the access requests to be sent to various Security
Administrators, you can use this option to choose which Security Administrator roles will receive
the requests
When users 'Request Access' to Passwords or Password Lists, if there
are no Administrators assigned to the Password List, email the
request to Security Administrators with the following roles
It's possible that there may be no 'Administrator' permissions assigned to a Password List for your
users - only Modify or View permissions. If this is the case, someone needs to be notified when
users request access to passwords in a Password List which is configured this way. You can use this
option to specify where the request is routed i.e. which Security Administrators will receive the
'Request Access' email and popup notification.
Send email alerts to Security Administrators (with the following role)
when passwords are exported
If you would like to alert your Security Administrators when users are exporting password data,
you can use this option to do so.
Use the following settings to send emails from within Passwordstate
As various functions are performed in Passwordstate, email records will be generated and stored
in the QueuedEmail table. The Passwordstate Windows Service checks this table once every
minute, and sends the emails if any exist. In order for emails to be sent, you need to specify
various settings for your email server. In particular:
Host Name and Port Number
Which SMTP address you would like the emails to be sent from
Whether or not your email server is configured to send via TLS (Transport Layer Security)
And if you need to specify an account to send from i.e. Sending Anonymous SMTP emails is not
allowed from your email server
Note: If the account stored for this setting is also stored in a Password List which is enabled for
synchronizing of passwords into Active Directory or local Windows Servers, then this password
below will also be updated when a synchronization occurs.
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High Availability Options Tab
If you have purchased the High Availability option for Passwordstate, the High Availability Options
Tab allows you to specify the following settings:
How frequently the High Availability instance should check for new or updated logos and
custom images. If there are any new or updated images, they will be written to disk on the
schedule provided
When a user accesses the High Availability instance of Passwordstate, you can send email alerts
to Security Administrators with the selected following role(s). This is useful as it gives you the
opportunity to investigate why the user is accessing the High Availability instance, when they
should be accessing the Primary instance.
Note: Even though the High Availability instance is 'Read-Only', all actions are audited, with
audit data being merged back into the primary database. Even if the primary database is offline, it
will be merged back in later when the database is once again available
28.9
Hosts Tab
The Hosts tab has a few options for showing or hiding all the Hosts users have access to, on the
Password Home and Remote Session Launcher pages, and also some Heartbeat Polling settings for
checking if Hosts are available on the network. Options available are:
On the 'Passwords Home' screen, either 'Show All Hosts' the user has access to, or make them
search for the Hosts
On the 'Remote Session Launcher' screen, either 'Show All Hosts' the user has access to, or make
them search for the Hosts
On the Hosts and Resources screen, show the option 'Show Hosts I do not have access to' - with
this option set to 'Yes' you can see all Hosts added to Passwordstate that you do not have access
to. You can't changes any settings/permissions if you don't already have access.
There are also various Heartbeat options for processing Host records when they are no longer
available on the network
When executing various Password Reset and Discovery Scripts, you can also specify Host
connectivity settings as well
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28.10 Miscellaneous Tab
The Miscellaneous Tab has multiple settings which don't necessarily apply to any of the other
Tabs.
Default Locale (Date Format)
Applies date formatting rules to any date fields you see in Passwordstate. If users are located in a
different region to what is set system wide, they can specify their own date format as part of their
'Preferences'.
Inactivity Time Out (mins)
Allows you to specify the period in which users will be automatically logged out of Passwordstate
if their session is inactive.
If Audit records in the database are detected as being tampered with,
send email reports at
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The Passwordstate Windows Service monitors the state of the Auditing data in the database, and
if it detects any modifications to data directly in the database, it can alert Security Administrators
via an email. This setting allows you to specify what time on the day you would like to receive that
notification.
Specify the Base URL used in any emails generated by Passwordstate
This URL field is used as hyperlinks in any emails generated from Passwordstate.
Force the use of an SSL Certificate (HTTPS)
When set to Yes, if the user types HTTP into the browser address bar, they will be redirected to
HTTPS - which securely encrypts all traffic between the user's browser and the web site. The API
will return a 403 Forbidden message if HTTPS is not used.
Use the following type of Navigation Menu system
You can choose to use a Vertical navigation Menu on the left-hand side of the screen, or a
Horizontal navigation Menu at the bottom of the screen.
Show Password List Auditing data to users with the following
permissions
Beneath each Password List grid you see on the Password screens, there is a 'Recent Activity' grid.
This data in the 'Recent Activity' grid is all auditing data specify to the Password List you are
viewing. You can choose to hide this grid be deselecting the relevant role for this setting - this will
also remove the Password List from the 'Auditing' section that users have access to.
When expanding/collapsing nodes in the Passwords Navigation Tree,
show a loading animation icon when the count of nodes in the tree is
greater than
If you have many Password Lists and Folders visible in the Navigation Tree for your users, there
may be a small delay in expanding/collapsing tree nodes. If this is the case, you can display a
loading animation icon during the expand/collapse process - so your users are aware something is
in progress. This generally isn't required, but may be desirable if you have 500+ Password Lists/
Folders.
When generating a password based on a Password Generator Policy,
perform the following number of retries to ensure the password
meets the strength of the selected Password Strength Policy
When using the Password Generator feature
to generate new passwords for a Password List,
the Password Generator tries to create a password which matches the Password Strength
Compliance level set for the Password List. Depending on the settings for the selected Password
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Generator Policy, it's possible the generating of passwords may get itself in an endless loop trying
to match the Password Strength Compliance level, so this setting tells the generator when to give
up trying and simply use the last generated password.
Limit the size of scheduled HTML email reports to
All the available reports on the 'Reports' screen can be sent as either csv attachments, or
embedded HTML within the email. If your users choose embedded HTML, large reports can cause
performance issues when trying to open and read the email. This option allows you to specify the
maximum size of the report. If the maximum size is reached, the user is information of this within
the email, and they are recommended to change the report to a csv attachment.
Use regular expressions when matching 'Bad Passwords'
If the use of 'Bad Password' detection is enabled on the Password Options Tab, the use of regular
expression matching means the bad password can be detected anywhere within the string, not
just the bad password on it's own i.e. mypassword would be deemed as a bad password, as it
contains the word password.
Enable option for purging of Auditing records
If you don't want to give Security Administrators the ability to purge (delete) auditing records on
the Auditing page, then you can hide the controls which allow the purging.
When users are 'Requesting Access' to passwords, hide the following
fields due to possible sensitive information being stored in them
From the 'Passwords' menu at the bottom of the screen, users are able to request access to either
Password Lists or individual Passwords they don't already have access to - assuming you have
enabled this feature for them. As viewing password related data can be sensitive by its very
nature, you can choose to hide various fields on the screen from your users, either the Username,
Description or Notes fields.
Allow permissions to be applied multiple times for a user/security
group to the same Password or Password List
Under certain circumstances, you may wish to allow the application of multiple permissions to a
Password List or Password record for user accounts or security groups. If this is a requirement, you
can check this option.
Allow users to view Password List permissions when they are not
Administrators of the Password List
Under each Password List grid there is a drop-down list called 'List Administrator Actions'. The
majority of options in this drop-down list are only accessible to Administrators of the Password
List. If a user does not have Administrators rights to the Password List, it might still be useful if
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they can see what other users or security groups have access to the Password List. By enabling this
option, the 'View Password List Permissions' feature will be available to them - they will only be
able to view permissions, not change them.
When displaying URL columns in grids, display the URL value as a
If you have chosen the URL field for any one of the Password Lists, there are two formats the URL
can be displayed in when viewed in the Passwords grid - either a hyperlink text field, or hyperlink
Icon - both of which will launch the URL when clicked on. They are displayed in the following
manner:
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Or
Allow Documents to be uploaded into Passwordstate
If you don't want your users uploading documents into the Passwordstate database, you can set
this option to No.
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Allow Permissions on Folders to be managed manually (by default,
permissions on nested Password LIsts are propagated upwards to
upper level Folders):
By default, permissions on Folders are automatically managed for you, and are applied whenever
permissions change for any nested Password Lists beneath the folder. If you do wish to manage
permissions manually for Folders, setting this option to 'Yes' will show you the 'Permissions'
button and options.
Note: When managing permissions on Folders manually, the permissions are not propagated
down the Password List Navigation tree - permissions on Password Lists needs to be managed
explicitly, unless you use the Propagate Permissions Downwards' feature below
Enable the 'Propagate Permissions Downwards' feature for top level
Folders
With this option enabled, in conjunction with the 'Allow Permissions on Folders to be managed
manually' above, permissions on top level Folders can be propagated down to all nested
Password Lists and Folders
Disable the popup Guided Tour for new user accounts
If you do not wish new user accounts to see the popup Guided Tour window when they first log
into Passwordstate, then you can disable this feature - the guided tour is still available under the
Help menu if required.
On the Permalink screens, allow the following types of user roles to
see the list of email address stored in Passwordstate
If you wish to hide all the email addresses registered in Passwordstate on the Permalink screens,
you can restrict visibility to just Security Administrators by selecting this option
28.11 Mobile Access Options
The Mobile Access Options tab allows you to specify multiple settings for how the Passwordstate
Mobile Client behaves for your users.
Allow Mobile clients to access Passwordstate:
If you do not wish to allow Mobile Access to passwords, you can disable access altogether by
selecting this option.
Note 1: If you choose to disable Mobile Access, it is recommended you set the option below to
'No', and then go to the screen Administration -> Passwords Lists -> Mobile Access Bulk
Permissions, and then disable Mobile Access for all permissions
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Note 2: Even if this option is enabled, your Firewall/System Administrators still need to
configure external DNS and allow access through the firewall for anyone to access the Mobile
Client web site
When adding new permissions to Password Lists, enabled Mobile
Access by default:
When adding new permissions to a Password List, you can use to enable/disable Mobile Access by
selecting the appropriate option here.
Use the following authentication method for the Mobile Client:
There are four types of Authentication Options available for the Mobile Client:
Mobile Pin Number - a numeric pin code that the user can specify on their Preferences screen
Active Directory Authentication - authenticate using the users Active Directory UserID and
Password
Email Temporary Pin Code - Two-Factor Authentication using the emailing of a temporary pin
code, which expires after a set period of time
AuthAnvil Authentication - Two-Factor Authentication using Scorpion Software's AuthAnvil
solution
Google Authenticator - Two-Factor Authentication using the Google Authenticator solutions
Duo Push Authentication - Two-Factor Authentication using Duo Security's Push Authentication
- Note: You must have an Enterprise account with Duo Security to use this feature
SafeNet Authentication - Two-Factor Authentication using SafeNet's On-Premise our cloud
based authentication services
The Mobile Access Pin Number for user authentication must be a
minimum length of:
You can choose the length of the Mobile Access Pin Number the users must use to authenticate
with. When the users specify their own Pin Number on the Preferences screen, or use the option
to generate one, it must meet the minimum length requirement of this setting.
The Inactivity Timeout for Mobile Access is (mins)
If the user forgets to log out of the Mobile session, this setting will automatically log them out
after the set period of inactivity, and also clear their authenticated session.
Protect against brute force dictionary authentication attempts by
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locking out an active session after the following number of failed
login attempts:
As the Mobile Access web site is generally externally accessible from your internal network, this
setting will mitigate against any brute force authentication attempts by locking out authentication
attempts when this setting has been reached.
28.12 Password List Options Tab
The Password List Options Tab provides multiple settings which are applicable to Password Lists in
Passwordstate.
Allow users to export details from their private Password Lists
If you wish to prevent users from exporting passwords from their Private Password Lists, you can
do so by selecting this option.
Allow Password List Administrators to export passwords from Shared
Password Lists:
If you wish to prevent users from exporting passwords from any Shared Password Lists, you can do
so by selecting this option.
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Select which Code Page to use when Importing or Exporting data
When importing or exporting data, you can specify the default Code Page which will be used for
character encoding - A Code Page consists of a table of values that describes the character set for
a particular language. By default, all Password Lists will use the Code Page you specify here, but
can be changed to use a different Code Page by editing the Password Lists settings.
Modify permissions for Password Lists can
When a user is given 'Modify' permissions to a Password List, the default options allows the user
to add new passwords, and edit or delete existing passwords. You can modify this default
behavior by unchecking one or more options here.
When users create a Password List and copy permissions from
another Password List or Template, also add permissions for the user
creating the Password List
When creating new Shared Password Lists, if permissions are being copied from another Password
List or Template, this option allows you to also add permissions for the user who is creating the
Password List - so instead of just cloning permissions, you can clone plus add the 'creator's account
as well.
When administering Password List permissions from within the
'Administration' area, prevent Security Administrators from granting
themselves permissions to passwords - either via their own account,
or security groups which they are a member of
If you wish to prevent Security Administrators with the 'Password Lists' role from being able to
grant themselves access to Password Lists via the Administration area, you can check this option.
When copying settings from a Template to a Password List, also copy
the following field values
By default, the Password List Name and Description fields aren't populated when copying settings
from another Password List or Template. With these two options you can choose to copy them if
needed.
When copying settings from a Template to a Password List, allow a
different image for the Password List to be selected
If you want to be able to select a different image to be associated with a Password List when
copying settings from a Template, then set this option to Yes
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Allow Security Administrators to convert Private Password Lists to
Shared ones
If you wish to allow Security Administrators to convert Private Password Lists to Shared ones, you
can enable this option. There will then be an 'Actions' menu item available on the screen
Administration -> Password Lists for Private Password Lists.
Note: Converting a Private Password List to a Shared one adds relevant auditing data showing
which Security Administrator has done the conversion.
Allow users to create password records when they only have Guest
permissions to the Password List
When a user is given access to individual passwords in a Password Lists, as opposed to
permissions being applied to the Password List itself, the user is given 'Guest' rights to the entire
Password List. This is so the Password List will show in the Navigation Tree on the left-hand side
of the main screen. By selecting this option, you will allow users who have Guest access to also
create new passwords in the selected Password List.
Note: If this option is enabled a user creates a new Password record, they will be given Modify
rights to the individual Password record they are creating.
Allow users to create password records when they only have View
permissions to the Password List
When a user is given View access to a Password List, by default they cannot add password records
to the List. By setting this option to Yes, they will be able to add new records.
Note: Even after the user adds new records when using this option, they will still only have
View access to all records in the Password List
Allow users to copy/move/link passwords to Password Lists which
they have View access to
It's possible for your users to copy or move passwords around between different Password Lists
they have access to. By selecting this option, you allows them to copy/move/link passwords into
Password Lists they only have View Access to. If deselected, they will only be able to do so to
Password Lists they have Modify or Admin access to.
When copying/moving/linking passwords between Password Lists,
allow users to view all Password Lists, not just the ones they have
access to
When your users copy/move/link passwords between different Password Lists, by default they
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will only be able to see the 'destination' Password Lists on the screen which they have been given
access to. It's possible you may have a requirement to allow them to copy/move/link into
Password Lists they don't have access to, and by selecting this option they will be allowed to do
this.
When searching for users in order to grant them access to Password
Lists, only show users who are in the same Security Groups as the
person granting the access
In the main 'user' screens of Passwordstate (i.e. not the Administration area), there are various
screens where you can apply permissions for users accounts. By selecting this option, they will
only be able to see/search for users who are in the same Local or Active Directory Security Groups
as themselves - as they are recorded in Passwordstate.
When creating new Shared Password Lists, if there is a User Account
Policy or a User Preference setting which copies settings/permissions
from a Template, allow the user to override these setting
It's possible for users via their Preferences screen, or Security Administrators via a User Account
Policy, to specify which template settings to be used as a basis for newly created Shared Password
Lists. If one of these settings are in place for the user, this option allows them to specify a
different template if needed
When creating new Private Password Lists, if there is a User Account
Policy setting which copies settings/permissions from a Template,
allow the user to override these setting
It's possible for Security Administrators via a User Account Policy, to specify which template
settings to be used as a basis for newly created Private Password Lists. If this User Account Policy
is in place for the user, this option allows them to specify a different template if needed
When creating a new Password List, and copying settings from a
Template, automatically select the option to link the Password List to
the Template
When creating a new Password List, and you copy settings from an existing Password List
Template, you can choose to automatically link the Password List to the template if required.
When creating a new Password List, and the settings are being Linked
to a Template, allow users to uncheck the option for linking it to the
Template
If you want to enforce a Password List to be linked to a template, then you can set this option to
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No - the user's will then not be able to uncheck the option which links the Password List
Show the Account Types label next to the Image within each of the
Password Grids
In each of the different Password Grids, it's possible to display the Account Type column. In this
column you can show just the image for the Account Type, or the image and the label for the
Account Type
When a new Password List is created, apply the following permission
to the user who created the list
When new Password Lists are created, the default option is to provide the user Administrative
rights to the Password List. If required, you can change this default behavior to either Modify or
View permissions
When new Shared Password Lists are created, grant Security
Administrators with the selected role below admin rights to the
Password List
As new Password Lists are created, you can also choose to automatically grant one or more
Security Administrators of Passwordstate administrative rights to the Password Lists. You can do
this by selecting the 'All Security Administrators' option, or just the ones who are assigned a
specific Security Administrator role.
Specify which users are allowed to Drag-N-Drop Password Lists
around in the Navigation Tree
You may not want all users dragging and dropping Password Lists and Folders around in the main
Navigation Tree. If this is the case, you can set permissions here for who can do this - this also
assumes they have the correct permissions on each of the Password Lists to be able to do this.
28.13 Password Options Tab
The Password Options Tab has multiple settings applicable to Password values being visible on
the screen, clearing the clipboard, and Bad Password detection.
Synchronize the 'Deleted' status of Linked Password records across all
affected Password Lists
When Password records are copied & linked between different Password Lists, you can use this
option to specify whether all of the 'linked' records are moved to the Recycle Bin when one of
them is deleted. If the option is not selected, the other linked records will remain visible in each
of their respective Password Lists.
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Show the 'Send Self Destruct Message' Actions menu item for
Password records
If you don't want users to see the 'Send Self Destruct Message' Actions menu item for individual
password record, you can hide it using this option.
Show the 'Remote Session Launcher with these Credentials' Actions
menu item for Password records
If you don't want users to see the 'Remote Session Launcher with these Credentials' Actions menu
item for individual password record, you can hide it using this option.
Enable the ‘View & Compare History of Changes’ menu option for
Password records for users who have the following permissions to the
Password List
There is a 'View & Compare History of Changes' menu action for each and every Password record.
You can control which users are allowed to access this menu, based on their permissions to the
relevant Password List.
On the ‘View & Compare History of Changes’ screen for Password
records
When viewing the History of changes to a Password record, you can choose to either show, mask,
or hide the password field on the screen
When adding new Active Directory accounts, if the same account is
found in another Password List, automatically link the password
records if the user knows the value of the password:
If adding 'Active Directory' accounts to a Password List, you can check if the account exists in any
other Password Lists before saving the record. If it does, then the records will be linked together.
This feature does rely on you first entering the correct password for this Active Directory account.
When users add/edit passwords, alert them when a 'Bad Password' is
specified and rate it as
When your users add or edit password records, you can choose to either alert them when 'bad
passwords' are detected, as per the list stored in the Bad Passwords screen, or you can allow bad
passwords to be used. If a bad password is detected, you can specify why Password Strength
indicator you would like to be assigned to the password record.
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Automatically clear clipboard after the following specified number of
seconds
When your users copy Passwords to the clipboard using the
before the clipboard is automatically cleared.
icon, you can specify how long
Note: This option is only applicable to Internet Explorer, as it's not possible to automatically
clear the clipboard with Firefox or Chrome - a button will appear at the top right-hand side of the
screen allowing you to clear the clipboard if required.
When Password masking is displayed on the grid views (*****) show
a fixed character length of
It's possible to use 'Fixed Length Password Masking' in Passwordstate, as an added security
measure. By using this feature, the screens which show a masked password like ****** will all be
of the same length, regardless of how many characters the Password field consists of.
Automatically hide visible passwords based on the following
conditions (in seconds)
By clicking on any masked passwords in the grid view, i.e. *******, or the
icon on any of the
add/edit/view password screens, the password will be revealed to you. There are 3 different
options for how quickly you wish to password to again be masked, and they are:
Set Time - one set time period for all passwords, regardless of their length and complexity
Password Complexity - here you can specify 5 different time intervals, each for the different
Password Strength ratings
Password Length - here you can specify up to three different time periods based on the length
of the password fields i.e. if the password field is 20 characters in length, you probably would
need it to be displayed longer on the screen compare to a record which is only 5 characters long
28.14 Password Reset Options
Passwordstate can perform Password Reset for Active Directory accounts, as well as for many
other account types. The Password Reset Options tab allows you to specify various settings when
updating passwords in Active Directory, and specify who is allowed to enable the 'Password Reset'
option on Password Lists
Active Directory Accounts
When a password is configured as an 'Active Directory' account, and you wish to perform
passwords resets for these accounts in AD, there are a couple of options you can apply here:
To validate the password stored in Passwordstate matches what's stored in AD, before a
password reset is to occur. This can act as a security measure to prevent users of Passwordstate
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making changes to AD accounts if they don't know what the password currently is i.e. prevents
them from adding a record with any password value, and then performing a reset after that
Enable the Password List setting of 'Show Active Directory Actions for Passwords which are
enabled for Reset' - If this option is enabled, then it can be selecting a part of the settings for a
Password List. When selected, it will provide a new Tab on the Edit Password screen which
allows you to do the following to the account in Active Directory
Unlock the account if locked
Set the option 'User must change password at next logon'
Disable the account
Enable the account
Miscellaneous Settings
As Active Directory Accounts can be used as 'Identities' for Windows Services, IIS Application
Pools, Scheduled Tasks, etc, after an AD account has been reset, you may want to pause for a
specific amount of time before executing any associated Password Reset Tasks for the account.
This would generally be used to allow your Domain Controllers to replicate changes for the
account, before password resetting of any Windows Services, etc, were to happen.
Enable Password Reset Option Permissions
Each Shared Password List or Template can be configured to allow Password Resets with other
systems. You may not want all users be able to configure these settings, so by clicking on the 'Set
Permissions' button you can specify what User Accounts or Security Groups are allowed to enable
this option.
28.15 Proxy & Syslog Servers Tab
The Proxy & Syslog Servers Tab allows you to specify proxy server details to allow querying the
Click Studios web site for new builds or Passwordstate, or Syslog server details to send all auditing
data to.
Proxy Server Details
To check for new builds of Passwordstate, you may need to specify your internal proxy server
details, and possibly an account which can authenticate with your proxy server if required.
Note 1: If the account stored for this setting is also stored in a Password List which is enabled
for synchronizing of passwords into Active Directory or local Windows Servers, then this password
below will also be updated when a synchronization occurs.
Note 2: If you are concerned about your Passwordstate web site accessing the Internet, the
only file we access is http://www.clickstudios.com.au/NewBuildInfo.xml. No data can be sent or
captured by reading an XML file, and you can run a program such as WireShark on your web server
to confirm this is the only file Click Studio's checks
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X-Forwarded-For Support
When Passwordstate adds auditing data to the database, it records the IP Address of the client
who initiated an action which triggered the audit event.
As Passwordstate supports the "X-Forwarded-For (XFF) HTTP header field" for identifying the
originating IP address of a client, if you use any form of Load Balancing or Proxy Server caching,
you may need to make configuration changes to your device/appliance to ensure the correct IP
Address of the client is reported, instead of the load balancer or proxy server.
Syslog Server Details
If required, you can send all Auditing data to one of your own internal SysLog servers. It is the
Passwordstate Windows Service which checks every minute for new data to send, and the
Windows Service keeps track of the latest auditing record which was successfully sent, and only
send subsequent records.
28.16 Usage Tracking Tab
The Usage Tracking tab allows you to specify your own JavaScript code to be inserted into the
main /default.aspx page.
This is useful if you have your own wiki, or similar, to track page hits for your various web sites.
This feature also provides a few options for where to insert the code on the page - either within
the <head> tag, or just before the end of the <body> tag.
28.17 User Acceptance Policy Tab
The User Acceptance Policy Tab allows you to specify a popup 'User Acceptance Policy' (UAP)
which users must read when they access the Passwordstate web site.
A default body of text is provided, but it can be customized to suite your organization.
There are also a couple of options for the UAP:
No policy Required
Yes - Mandatory for each new session (every time your users initiate a new session when they
visit the site, they will be presented with the UAP popup)
Yes - Acceptance Required (Once the user has read and accepted the policy, they will not be
prompted again)
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User Accounts
Prior to any of your users being able to access the Passwordstate web site, you must first register
their accounts in the User Accounts screen.
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There 4 different ways user accounts can be added to Passwordstate, and they are:
Adding them manually by clicking on the 'Add' button
Importing them from Active Directory by clicking on the 'Add from AD' button
Importing them from a csv file by clicking on the Import button
Or, when membership of an Active Directory Security Groups is synchronized - please see the
Security Groups screen for information on this method
Performance Tip: If you have many Active Directory User Accounts added to Passwordstate, the
synchronization features on the Active Directory Options Tab on the System Settings page will
perform significantly better if these user accounts belong to one or more Security Groups, and
these Security Groups have also been added to Passwordstate via the page Security Groups. The
reason for this performance improvement is because all the users can be enumerated with one
call to Active Directory for the Security Group, instead of making separate calls for every single
account. If you have many AD users added to Passwordstate (i.e. 200+), it is recommended you
add one or more Security Groups even if you don't use them to apply permissions anywhere.
Note 1: When you first add a user's account to Passwordstate, they will receive an email
informing them they have access, and what URL to access the site with - assuming the email
notification category is not disabled on the screen Email Templates.
Note 2: If you need to purchase additional Client Access Licenses, you can click on the 'Buy
More Licenses' button and it will provide you with some instructions
Once you have added the user's account to Passwordstate, there are certain functions which can
be performed against it.
Local Login Accounts
When using the Active Directory Integrated version of Passwordstate, it's still possible to create
Local Login Accounts, which aren't tied to Active Directory. This would only ever get used in rare
circumstances when you have users wanting to use Passwordstate, but don't have an AD Account.
In order to take advantage of this feature you need to:
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For the Passwordstate web site in IIS, you need to set the Authentication for the site to
'Anonymous'
You need to add, or import via a csv file, 'Local Login Accounts' to Passwordstate - these behave
similar to Forms-Based accounts
Note: There are some limitations when you configure Passwordstate in this manner. In
particular, user's won't be able to set their own Authentication options in the Preferences screen,
Security Administrators won't be able to configure any Authentication options for a User Account
Policy, and certain System Wide Authentication options will also be disabled.
User Account Actions Menu
The following 'Actions' menu items are available for a user's account:
Delete - deleting a user's account will remove all access for them, so please use with caution
Impersonate Users Account - this feature should only be used when trying to troubleshoot
issues with the affected user. By selecting this option, an email will be send to the user
informing them you are "impersonating" them, as we as to all Security Administrators. Audit
records are also added. When you are impersonating a user, being able to see, edit or add
passwords will be disabled
Report - Historical Password Activity - this reports shows all auditing data for the user's account
as it relates to password records i.e. viewing passwords, copying to the clipboard, access
permissions, etc
Report - Last Accessed vs Updated - this report allows you to see all the password records the
user has access to, when they last viewed the value of the password, and when the last time the
Password itself was updated. It provides a column called 'Reset Recommended' so you know if a
password should be reset after an employee leaves your organization. You either choose to see
all records the user has access to, or only the ones where a password reset is recommended
Report - Password List and Folder Permissions - this report will show all the Password Lists and
Folders the user has access to, and what their permissions are. The permissions are either based
on their own individual user account, or any security groups they may be members of
Resend Welcome Email - if you need to resend the initial Welcome email to the user (the email
they first receive when their account is first added to Passwordstate), then you can use this
menu item
Reset any Accepted UAPs for User - If needed, it's possible to reset the 'accepted' status of the
User Acceptance Policy for a user. The User Acceptance Policy can be configured on the screen
System Settings -> User Acceptance Policy Tab
Set Expiry Date - it is possible to set a date in which the user's account can either by disabled, or
deleted from Passwordstate. This is a useful feature if you know an employee is leaving the
organization on a specific date
Toggle Status - Enabled or Disabled - this will either enable or disable the user's account,
preventing them from accessing the Passwordstate web site
View Email Notifications - allows you to enable/disable email notifications for the user,
assuming an Email Notification Group hasn't been applied to their account
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Note 1 : The status (enabled or disabled) of a user's account may also change depending on the
Active Directory synchronization settings on the screen System Settings -> Active Directory
Options Tab
Note 2 : Disabling a user's account does not count towards the number of used licenses
Editing User Account Settings
By clicking on the UserID hyperlink in the grid, you will be directed to a screen where you can edit
multiple properties for the user's account.
Note 1: Any changes to a user's account will not be in effect until the user logs off, then back in
to the Passwordstate web site.
Note 2: The Miscellaneous, Email Notifications and Authentication Options tabs are almost
identical to what the user sees when they view their own Preferences
Note 3: User Account Policies may override any number of settings for the user, in which case
the relevant controls on each of the tabs will be disabled
Account Details Tab
The Account Details Tab has some basic information about the user's account which you can edit,
but should rarely need to be touched.
Note: At this stage it's not possible to rename a user's UserID value due to the way this field is
encrypted throughout a lot of the tables in the Passwordstate database.
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Miscellaneous Tab
The Miscellaneous Tab has the following settings you can choose for the user:
Password Visibility on Add/View/Edit
Pages
Auto Generate New Password When
Adding a New Record
Enable Search Criteria Stickiness Across
Password Screens
Show the 'Actions' toolbar on the
Passwords pages at the
When you add a new Password or edit an existing one,
by default the password value is masked i.e. ****** If
you choose, you can instead show the password value
instead of the masked one
When adding a new Password record, you can
automatically generate a new random password
instead of having to specify one yourself. The format/
complexity of the new random password will be
determined by which Password Generator Policy is
applied to the Password List
When using the search textbox found at the top of most
Password screens, you can choose to make this search
value you type sticky across different Password Lists i.e.
if you search for 'test' in one Password List, when you
click on another Password List in the Navigation Tree,
the contents of the Passwords grid will also be filtered
by the term 'test'. You can also clear the search criteria
by clicking on the icon
At the bottom of every Passwords grid there are certain
buttons/controls for adding passwords, importing
them, viewing documents, etc. With this option, you
can choose to display the 'Actions' toolbar at the
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bottom of the Passwords grid, at the top, or both
For the main Navigation Menu system, you can choose
to use whatever the default settings are in
Passwordstate, or you can choose the Vertical or
Horizontal menu system for the user
Expand bottom Navigation Menu items The Navigation Menu at the bottom of the screen can
by
expand certain menus vertically by simply hovering
over them. If you choose, you can change this option so
you must first click on the Menu item before it expands
On all Password List screens, sort the grid If you would like all Password grids to be sorted by
by the following column
default on a selected column, you can choose the
column here. Note: this will override you manually
sorting a column and then selecting the save the Grid
layout
On the Passwords Home and all Folder Similar to the option above, but this sort order applies
screens, sort the Search Results and
to the Search Results and Favorite Passwords grids on
Favorite Passwords grids by the following the Passwords Home page and and Folder pages
column
When creating new Shared Password
When creating new Password Lists, you can choose to
Lists, base the settings on the following automatically specify all the settings based on one of
Template's settings
the Templates you select here
When creating new Shared Password
When creating new Password Lists, you can choose to
Lists, base the permissions on the
automatically base all the permissions on one of the
following Template's permissions
Templates you select here
Locale (Date Format)
Allows you to specify a date format for any date fields you may need different format based on your region,
compared to that of what Passwordstate is current set
to use system wide
Use the following type of Navigation
Menu system
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Color Theme Tab
The Color Theme Tab allows you to customize the colors for Passwordstate.
You can use the default colors as specified by you Passwordstate Security Administrator(s), or you
can pick your own.
Note: The Security Administrators of Passwordstate can use a feature called 'User Account
Policies', which may override any settings you specify here.
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Authentication Options Tab
The Authentication Options Tab allows you to:
Specify which Authentication Option should be used for the user's account - details and
screenshots for each of the different authentication options can be found on the screen System
Settings -> Authentication Options Tab
Specify SecurID and AuthAnvil account details
Create/clear/email the user their ScramblePad Pin number
Create/clear/email the user their Google Authenticator Secret Key
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Mobile Access Options Tab
The Mobile Access Options tab allows you to specify various Mobile Client settings for the user,
and to also set their Mobile Pin Number for them if required. The Pin Number can then be
emailed to their account.
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Clone User Permissions
It's possible to clone one user's permissions to another, by using the 'Clone User Permissions'
feature. This feature is generally used in one of two ways:
You've had a new employee start who has replaced another employee, and you wish to give
them the same access
If you need to modify the UserID for a user i.e. a Domain Migration, someone gets married, etc.
Note 1: When cloning occurs, the Destination User's permissions are first removed – otherwise
duplication would occur
Note 2: You need to decide of the Source user's Private Password Lists should be moved across
to the Destination user. This should only ever be done if the Source and Destination user are the
same actual person. The reason we provide the option to move a user's Personal Password Lists, is
because a users Personal Password Lists are deleted if their account is removed from
Passwordstate
Note 3: Active Directory Security Group Memberships will not be cloned with this process, as
you need to manage these memberships within Active Directory.
During the cloning process, the following types of permissions will be cloned:
Any Blocked Email Notification settings
Any memberships to Email Notification Groups
Any Favorite Passwords
Any of the ‘Features’ permissions for what menus the user is allowed access to at the bottom of
the screen
Any Grid Settings – which columns to see, width, etc.
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Any permissions to Password Lists (auditing records are added)
Any Password Permissions (auditing records are added)
Any permissions to Password Lists Templates (auditing records are added)
Any Security Admin Roles (auditing records are added)
Any membership to Local Security Groups (auditing records are added)
The expand/collapse status of the Password Lists Navigation Tree
Any User Account Policy permissions
Any Scheduled Reports
Reset Accepted UAPs for All Users
It's also possible to reset the status of accepted User Acceptance Policies for your users as well.
It's possible you will want to do this periodically, as you may need to modify the policy based on
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business requirements. Resetting this accepted value means the user will be prompted again to
read and accept the updated policy - assuming you have this option enabled on the System
Settings User Acceptance Policy Tab. In the User Accounts grid as well, you can see the data and
time each of the users last accepted the User Acceptance Policy.
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User Account Policies
User Account Policies allow you to manage a specific set of settings for a groups of users at a time.
The settings relate to various User Preferences, and how the Password Lists, Password Folders and
Home Page screens appear to the user.
An example of how User Account Policies can be used is to hide all graphs on all screens from the
users.
When a User Account Policy is applied to a user's account, the controls/settings on the screen will
be disabled, informing the user a User Account Policy is in effect for their account.
Adding a User Account Policy
When you add a User Account Policy, you can choose to set any number of the following settings:
User Preferences
Mask Password Visibility on Add/View/Edit Pages
Auto Generate New Password When Adding a New Record
Enable Search Criteria Stickiness Across Password Screens
Show the 'Actions' toolbar on the Passwords pages at the
Expand the bottom Navigation Menu items by
Locale (Date Format)
Specify which Authentication option will apply to the user's account
Password List Screen Options
Show the 'Header' row on all Passwords Grids
Show the 'Filter' controls in the Header of the Passwords Grids
Show the 'Header' row on all Recent Activity Grids
Make the Recent Activity Grid visible to the user
Selects the Paging Style controls for Password and Recent Activity grids
Make the Pie Charts visible to the user
Sort the grid by the following column
Home Page and Folder Screen Options
Show the Favorites Passwords Grid
Show the Password Statistics Chart
Choose the Style of the Password Statistics Chart
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Stack the data points on top of each other for the Password Statistics Chart
Select the color theme for the Password Statistics Chart
Sort the Search Results and Favorite Passwords grids by the following column
Mobile Access Options
Set the Mobile default home page to
When searching for Password Lists or Passwords, limit the number of records displayed to
Password List Options
When creating new Shared Password Lists, base the settings on the following Template's settings
When creating new Shared Password Lists, base the permissions on the following Template's
permissions
If copying settings from a Template to a Shared Password List, also link them
When creating new Private Password Lists, base the settings on the following Template's settings
If copying settings from a Template to a Private Password List, also link them
Note: When you first add a new User Account Policy, it is disabled by default. It is
recommended that before you enable the policy, you apply the permissions required, then click
on the 'Check for Conflicts' button. The Check for Conflicts process will ensure that there are no
two settings with different values assigned to a user's account - this could cause confusion for the
user, and for Security Administrators if this is the case.
User Account Policy Actions
Once you have created a Policy with the desired settings, the following Actions Menu items are
available to you:
View Permissions - allows you to view, and make permission changes as to who the policy is in
effect for
Toggle Status - either enable or disable the policy
Delete - delete the policy
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Check For Conflicts
As it's possible to apply more than one User Account Policy to a user's account, or a security group,
it is recommended that you use the 'Check for Conflicts' button to determine if this is the case - it
would cause confusion if different values for the same settings were being applied via different
policies.
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