The Credential Manager is available in some Heropa subscription tiers. To learn more, contact Heropa.
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Sharing credentials with end users
What are credentials?
The Credential Manager in Heropa provides a way to issue end users with unique credentials to access external applications during their lab. Key terms you should know:
- Credential pool: A collection of credential sets.
- Credential set: A set of login credentials which can include any combination of the following: username, password, firstname, lastname, email, website, and custom properties.
Once credential pools containing sets of credentials have been added to Heropa and associated with a template, course, environment or event, the Credential Manager then automatically issues credential sets in labs, by displaying them to end users in the workspace. End users can then use the credential sets to log into external applications during a lab.
Adding credentials
To add a new credential pool:
- Navigate to: Administration > Credentials and select Add.
- In the Create new credential pool window complete the following information:
- Company: Select the company that will own the credential pool.
- Users with a global role type can create a credential pool for any company. Users with a company role type can create a credential pool for their own company only.
- Select 'Share with all companies' if the credential pool is to be available to all companies. For more information, see: Sharing resources across Companies.
- Add a Name for the credential pool.
- Select the credential pool Type called Custom in order be able to upload credential pool information for the required system.
- Select Create.
- Company: Select the company that will own the credential pool.
To manage credential sets within a credential pool:
- Navigate to: Administration > Credentials
- Select the Credential pool, and view the Credentials tab.
- Additional credential sets can be added to the pool by selecting Add, and uploading a compatible file containing details of the new credential sets. A csv template is available at this stage, to ensure credential sets are added in the correct format.
- On the Credentials tab, a list of credential sets will be displayed, including a username and password for each.
- The Status column indicates whether the credential set is available or in use.
- The arrow icon at the end of the row provides a way to disable, delete or duplicate a credential set, as well as release a credential set that is in use.
Using credentials
Configuring credential sets
In the Configuration tab of the Credential pool, fields can be configured as required. Select which properties to display to the end user in the workspace, and customize the order in which they are shown. Credential sets can have up to 6 defined properties and 5 custom properties. A common combination would be: username, password, website URL.
Associating a credential pool with a template, environment, course, or event
A credential pool can be associated with a template via the Template / Credentials tab. Then, any environment, course or event creating using that template inherits the credential pool.
Alternatively, a credential pool can be associated directly with an environment, course or event. This can be seen / managed when viewing an individual environment, course or event, via the object’s Credentials tab.
In this tab, multiple credential pools can be associated with the object. The visibility and order of properties in the credential sets can also be configured here. The order defined here is the same order that the credential sets will be displayed in the workspace, provided they have been made visible.
Note: If a course has credential pools associated with it, sufficient credential sets must be available in order for enrollments to be possible. Similarly, an event with credential pools associated with it must have sufficient credential sets for the number of seats specified in the event.
Associating a credential set with a user
A credential set can be assigned to a user and will remain with them for the duration of their account (or the credential set is removed from the user and returned to the pool).
A credential set can be assigned to a via the Credentials tab on on their user details page found under the Administration/Users page.
A credential set that is assigned to a user will be available across any of the events or courses that they take part in.
Sharing credentials with end users
Use the Workspace options in the Configuration tab of the course, environment or event to configure where credentials will be presented in the end user workspace. Use the toggles to select to present credentials in the main panel of the workspace via a Credentials button, or in the workspace side panel.
In the example below, Credentials are shown in the workspace main panel:
Lifecycle a credential set
Credential sets within a credential pool can have the following states:
Available - The credential set is available and ready for assignment to a user directly or indirectly via an environment, template, course, or event.
In Use - The credential set has been assigned to a user (directly or indirectly).
Released - The credential set has assigned, and used, and has been returned to the credential pool to be recycled and made available again. This allows administrators to perform clean-up steps such as deleting data or changing passwords before the credentials sets are made available to assignment.
Disabled - The credential set has been manually marked as disabled. This will remove the credential set from circulation until is is enabled again.
Note: If you wish to reuse a credential set immediately after it has been released, you can enable the 'Change released state to available' toggle found under the configuration tab of the credential pool.
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