IT Glue Passwords

IT Glue Passwords Management

Overview

Passwords in IT Glue provide secure credential storage with organization-level access control. This skill covers password creation, categorization, folder organization, and security best practices for managing sensitive credentials within MSP documentation.

Key Concepts

Password Categories

Passwords are organized by category for classification:

| Category | Description | Examples | |----------|-------------|----------| | Administrative | Admin/root credentials | Domain Admin, Local Admin | | Application | Software credentials | Database logins, API keys | | Network | Network device access | Firewall, switch, router | | Service Account | Automated process accounts | Backup, monitoring | | User | End-user credentials | Email, VPN | | Vendor | Third-party access | Vendor portals, support | | Cloud | Cloud service credentials | AWS, Azure, Microsoft 365 |

Password Folders

Folders provide hierarchical organization within an organization:

Organization: Acme Corporation
└── Passwords
    ├── Infrastructure
    │   ├── Domain Controllers
    │   ├── File Servers
    │   └── Network Devices
    ├── Applications
    │   ├── ERP System
    │   └── CRM
    └── Cloud Services
        ├── Microsoft 365
        └── AWS

Embedded Passwords

Passwords can be embedded directly within documents and flexible assets, providing contextual credential access alongside documentation.

Field Reference

Core Fields

| Field | Type | Required | Description | |-------|------|----------|-------------| | id | integer | System | Auto-generated unique identifier | | organization-id | integer | Yes | Parent organization | | name | string | Yes | Password display name | | username | string | No | Account username | | password | string | No | The actual password (encrypted) | | url | string | No | Related URL/login page | | password-category-id | integer | No | Category classification | | password-folder-id | integer | No | Folder location |

Documentation Fields

| Field | Type | Description | |-------|------|-------------| | notes | string | Additional notes (HTML) | | otp-secret | string | TOTP/2FA secret |

Relationship Fields

| Field | Type | Description | |-------|------|-------------| | resource-id | integer | Related resource ID | | resource-type | string | Related resource type |

Access Control Fields

| Field | Type | Description | |-------|------|-------------| | restricted | boolean | Restricted access flag | | autofill-selectors | string | Browser autofill selectors |

Metadata Fields

| Field | Type | Description | |-------|------|-------------| | created-at | datetime | Creation timestamp | | updated-at | datetime | Last update timestamp | | password-updated-at | datetime | Password last changed |

API Patterns

List Passwords

GET /passwords
x-api-key: YOUR_API_KEY
Content-Type: application/vnd.api+json

By Organization:

GET /organizations/123/relationships/passwords

With Filters:

GET /passwords?filter[organization-id]=123&filter[password-category-id]=456

Get Single Password

GET /passwords/789
x-api-key: YOUR_API_KEY

With Includes:

GET /passwords/789?include=organization,password-category,password-folder

Note: The password field is returned only when explicitly retrieving a single password.

Show Password Value

To retrieve the actual password value, you must request with the show_password parameter:

GET /passwords/789?show_password=true
x-api-key: YOUR_API_KEY

Security Note: This action is logged in the IT Glue audit trail.

Create Password

POST /passwords
Content-Type: application/vnd.api+json
x-api-key: YOUR_API_KEY

{
  "data": {
    "type": "passwords",
    "attributes": {
      "organization-id": 123456,
      "name": "Domain Admin - ACME",
      "username": "administrator@acme.local",
      "password": "SecureP@ssw0rd!",
      "url": "https://dc01.acme.local",
      "password-category-id": 12,
      "notes": "<p>Primary domain administrator account</p>"
    }
  }
}

Update Password

PATCH /passwords/789
Content-Type: application/vnd.api+json
x-api-key: YOUR_API_KEY

{
  "data": {
    "type": "passwords",
    "attributes": {
      "password": "NewSecureP@ssw0rd!",
      "notes": "<p>Password updated on 2024-02-15</p>"
    }
  }
}

Delete Password

DELETE /passwords/789
x-api-key: YOUR_API_KEY

Warning: Consider archiving instead of deleting for audit purposes.

Search Passwords

By Name:

GET /passwords?filter[name]=Domain Admin

By Category:

GET /passwords?filter[password-category-id]=12

By Folder:

GET /passwords?filter[password-folder-id]=34

Password Folders

List Folders

GET /password-folders
x-api-key: YOUR_API_KEY

By Organization:

GET /organizations/123/relationships/password-folders

Create Folder

POST /password-folders
Content-Type: application/vnd.api+json

{
  "data": {
    "type": "password-folders",
    "attributes": {
      "organization-id": 123456,
      "name": "Infrastructure",
      "parent-id": null
    }
  }
}

Nested Folders

{
  "data": {
    "type": "password-folders",
    "attributes": {
      "organization-id": 123456,
      "name": "Domain Controllers",
      "parent-id": 789
    }
  }
}

Embedded Passwords

In Documents

Passwords can be embedded in documents using IT Glue's embedded password syntax:

<p>Login credentials:</p>
<div data-embedded-password-id="12345"></div>

In Flexible Assets

Flexible asset types can include password fields that reference or store passwords directly.

Common Workflows

Secure Password Creation

async function createSecurePassword(orgId, data) {
  // Create or get appropriate folder
  const folder = await ensureFolder(orgId, data.folderPath);

  // Create password with category
  const password = await createPassword({
    'organization-id': orgId,
    name: data.name,
    username: data.username,
    password: data.password,
    url: data.url,
    'password-category-id': data.categoryId,
    'password-folder-id': folder?.id,
    notes: `<p>Created: ${new Date().toLocaleDateString()}</p>
            <p>Purpose: ${data.purpose}</p>`
  });

  // Log the creation (your audit system)
  await logPasswordAction({
    action: 'created',
    passwordId: password.id,
    passwordName: data.name,
    organizationId: orgId,
    timestamp: new Date()
  });

  return password;
}

Password Rotation Workflow

async function rotatePassword(passwordId, newPassword, reason) {
  // Get current password info
  const current = await getPassword(passwordId);

  // Update with new password
  const updated = await updatePassword(passwordId, {
    password: newPassword,
    notes: `${current.attributes.notes || ''}
            <p><strong>Rotated:</strong> ${new Date().toLocaleDateString()}</p>
            <p><strong>Reason:</strong> ${reason}</p>`
  });

  // Log rotation
  await logPasswordAction({
    action: 'rotated',
    passwordId: passwordId,
    passwordName: current.attributes.name,
    reason: reason,
    timestamp: new Date()
  });

  return updated;
}

Password Search by Context

async function findPasswordForServer(orgId, serverName) {
  // Search for passwords mentioning this server
  const passwords = await fetchPasswords({
    filter: { 'organization-id': orgId }
  });

  // Filter by server name in name or notes
  return passwords.filter(p =>
    p.attributes.name.toLowerCase().includes(serverName.toLowerCase()) ||
    p.attributes.notes?.toLowerCase().includes(serverName.toLowerCase())
  );
}

Password Category Report

async function generatePassword