Password Manager App Setup

The Password Manager is a Workflow App designed to help you manage all the passwords in your business. You can install the Password Manager app into your Actionstep system by going to the Actionstep Marketplace. 

Installing Password Manager 

 

NOTE

Permissions apply to be able to install an Actionstep workflow App like the Password Manager. You must have Actionstep Admin permission and have account authority for your system to install workflow apps. See Permissions for more details.

 

To add the Password Manager app to your system, go to the Password App page in the Actionstep Marketplace. 

 Verify that it’s available for your system (Practice Pro or Practice Pro + Accounting) and select Install. 

 

If you are not currently logged into Actionstep, you will be directed to the login page.

Once logged in, if you have access to more than one version of Actionstep, you will be prompted to select a system to which you would like to add the Password Manager app. If you only access one Actionstep system you will by-pass this step.

Before the installation is finalized, you will be asked to accept the changes to your subscription.

The Password Manager is a free app, so there will be no changes to your billing.

Simply check the I accept the changes to my subscription box and select Install. 

 

Installation of the app will begin. Typically, this will just take a few moments. The installation time is dependent upon your internet speed. If it takes more than 10 minutes to install, please contact Actionstep Support at [e-mail].

Once installed, you can immediately utilize the app to create Password Manager workflows and configure settings for the app. 

 

NOTE

After you install the Password Manager Workflow App we would still recommend that you customise your permissions to allow it to work correctly. See below for more details.

Password Manager Matter Type Permissions 

By default, the Password Manager matter type is accessible to Administrators and Users. We would recommend that you set permissions so that only nominated users are able to access password matters and only nominated users are able to edit password matters.

This process is slightly different depending on what Actionstep plan you have. Read below for further details. 

Permissions for Practice Pro + Accounting

To change your users’ ability to interact with Password manager, go to Admin > Users & Permissions > Data permissions.

This will load the System Object Security Editor. Here, you can dictate which permissions are granted to various system roles.  There are two sets of permissions to update in this editor for each of your system roles.

Matter type permissions 

Select the system role for which you’d like to edit access in the System Role dropdown.

From the System Object dropdown, select 'Action Type Password Manager'.  

 

Information:

EXAMPLE 1:

Only a 'Manager' can change ANY details on a Password Manager matter

Why set it this way? 

When setting permissions in this manner, any user will be able to create a new password manager matter. As they create it, they will be able to assign a 'Manager' to the matter who is responsible for that resource. They can also assign anybody else who should have access to the password details as an 'Assignee'. 

The manager will be the only person who will be able to edit the password action after that. If the details need to be updated (such as when the password is updated) then only the manager can do so.

The Manager is also the only person who can add new users to the Password Manager matter so they control access. You can assign more than one person as the Manager.

Anybody who you want to be able to view the details of the matter should be assigned as the "Assignee". Until they are added to a matter on that role, they will not be able to see the matter at all. 

How to set it this way

We would recommend that you set permissions so that a user can:

• can_read when they are 'any Participant Type'
• can_create with no further restrictions
• can_modify when they are 'a specific Participant Type' set to 'Manager'
• can_detele when they are 'a specific Participant Type' set to 'Manager'

 

You will want to repeat this for each system role that you want to access the Password Manager matter types.

 

 

Data collection permissions 

The Password Manager app includes a data collection called Resource Info. This is where the password information is entered on the matter. This can also be restricted in the System Object Security Editor located at Admin > Users & Permissions > Data Permissions. 

First, select the role for which you would like to change permissions in System Role dropdown. Then select the system object Data Collection [Password Manager]::resource_info. 

Information:

EXAMPLE 2:

Only a 'Manager' can change the password details on a Password Manager matter

Why set it this way? 

When set this way, any person who currently has access to the Password Manager matter can add someone else so they can access it but only the Manager on the matter can change the details about the password.

This opens up access to the detail but restricts anyone from changing the details.

How to set it this way

To allow this we will set the access to the Password Manager Matter type to be open but restrict access to the matter data collection called "Resource Info" so that only the manager can edit it.

On the System Object editor, choose 'Action Type Password Manager' and set the following:

• can_read ticked with no further restrictions
• can_create ticked with no further restrictions
• can_modify ticked with no further restrictions
• can_detele ticked with no further restrictions (if you want to allow some system users to delete matters, you may prefer to restrict this instead).

On the System Object editor, choose 'Data Collection [Password Manager] :: resource_info' and set the following:

• can_read ticked with no further restrictions
• can_write ticked when they are 'a specific Participant Type' set to 'Manager'
• can_detele ticked when they are 'a specific Participant Type' set to 'Manager'

You will want to repeat this for each system role that you want to access the Password Manager matter types.

 

NOTE

The two examples are used to help you understand the permissions that you can apply. You can set your own permissions to suit your own needs.

Other examples are:

• Allowing open access so anybody can see password manager maters in the system. 
• Allow any user to see that a password manager matter exists and what name it has but not have access to the details of the password until they are added to it (by restricting access to the resource info data collection till they are added but making all other access available. 
• Allowing anybody on the matter to be change the details in the data collection but not add new people. 

List View Permissions 

The Password Manager app contains a list view called Password Manger that displays the current Password Manager matters in your system, along with the password data they contain.  

To edit the list properties and system role permissions, go to Admin > Custom List Views > Matter List Views, check the box next to Password Manager and select Edit List Properties in the viewbar.  

You will arrive on the Edit List View screen. Here, you can edit the properties of the list and manage the visibility of the list by system role. 

List Setup 

 

List Name – The name of the list as it will appear on the ‘Matters’ main menu dropdown and custom list view list.  

Description – This is only visible on the Edit list view screen to describe the purpose of the list to users who may make edits. 

Sort Order – This dictates the where the list appears in the ‘Matters’ view dropdown. The lower the number, the higher it appears on the list.  

Menu Group Name – If you have a current menu item to which you’d like to add the view, or you would like to create a new group, you can utilize this field. Menu Group Name is Optional.  

System Role Permissions 

 

System Role Permissions dictate which system roles can see the list. Check the boxes for all corresponding system roles you wish to have access to the Password Manager list view.  

System Roles Default List 

 

By checking the boxes next to a system role, this view becomes the default list that is presented when a user of that role selects the Matters main menu item. 

Locked Filters 

Locked filters are filters that are applied to the list whenever it is accessed. They cannot be changed when viewing the list.  

Matter Status – Select whether Active, Inactive, Template, or Closed matters (or any combination of those) are displayed on the list view. Active is selected by default. 

Favourites – Choose whether the list displays favorited matters, excludes favorited matters, or displays only displays favorited matters. Show All is selected by default. 

Action Type – Select a Matter Type or multiple types to display on your list. The Password Manager matter type is selected by default. 

Current Step – Choose a step or multiple steps to only show matter on that step or those steps. No step is selected by default. This will show matters on any step. 

Assigned to Division – Designate which division or divisions can access this matter. This is only applicable if you utilize divisions in your system. No division is designated by default.  

Currency – If you have multiple currencies in your system, you can choose to display only matters using a specific currency. No specific currency is designated by default.