VaultOne: Create Workflows

Creating an approval workflow in VaultOne adds an extra layer of security for sensitive credentials by requiring approval before access is granted.

Creating a Workflow

1. Login to VaultOne.
2. Go to the Credentials/Passwords menu in VaultOne.
3. Click on the name of the specific credential to open its settings.
4. If the credential isn't already registered, you'll need to ADD CREDENTIAL first and then edit it.
5. In the edit page, click WORKFLOW . This is where you'll configure all the approval settings.
6. Click Add in the Workflow tab.
7. Search for and select the individuals who will be responsible for approving access requests for this credential. These individuals will receive a notification whenever a user requests to access or view it.
8. To remove an approver, simply hover over their name and click the X button.
9. Set your desired approval rules. Options typically include:
   • Require approval from all designated approvers: Ensures every chosen approver must approve the request.
   • Establish a defined sequence for approvals: Sets a specific order in which approvers must grant access.
   • Require users to provide comments or justifications: Prompts users to explain why they need access.
10. After configuring your rules, click SAVE.

How the Workflow Operates

Once the approval workflow is active, any user attempting to use or view the credential will need to go through this process.

For Users Requesting Access:

1. When a user tries to access the protected credential, they'll see an option to Click to request a new approval.
2. They will fill in the access window details (specifying dates and times for when they need access).
3. Finally, they click Request Approval.
4. Users can track the status of their requests on the VaultOne DASHBOARD and can cancel a request by clicking REVOKE REQUEST.

For Approvers:

1. Approvers will receive notifications (typically via email) about new approval requests. Other notification channels can be configured via API.
2. Approvers can view and manage requests directly from the VaultOne DASHBOARD.
3. To act on a request, they click on the requesting user's name, which opens a summary pop-up.
4. From this pop-up, approvers can Approve, Deny, or Edit the request. The EDIT option allows them to modify the requested access window (start/end date and time).

If you have any questions regarding setting up or managing your approval flows, don't hesitate to reach out to VaultOne support via email.