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About password manager


Password manager is an Odoo app that allows you to organize safe password-keeping and maintain an efficient storage structure. An innovative single view interface makes it easy to maintain and update passwords. Create passwords bundles for a user or the whole department team. Manage passwords' access rights, and create extra passwords for extra security of your passwords vault. With this app you will be able to:

Share password vaults for team use

 

Link passwords with Odoo contacts for quick access 

 

Automatically generate passwords and check their quality

 

Edit, archive, delete or renew passwords 

 



Password manager bundles


A passwords bundle (or passwords vault) is a set of passwords combined by a functional area or a group of people, that have the access to these passwords. You can create a passwords vault for the sales team, product managers, technical workers, or any other user group. Anyone can create a bundle for oneself or several employees. While creating a vault, you can also manage a user's access rights and assign a person to update passwords. The creator of a bundle is always the administrator of it and has access to all the passwords.

To create a bundle:

1. Open the password manager app

2. Click 'Create'

3. Write the vault's title

4. Manage access levels, set up an extra password, and add notes

7. Click 'Save'

To edit an existing vault click on three dots in the right top corner of the vault. Here you can also choose the vault's color for convenient navigation.

Also, you can open passwords from all bundles. In this case, if some bundles are protected with extra passwords, the system will ask you to enter all of them. To see all the passwords and their tags just click 'All passwords' in the interface's header.




How to create a new password


In a passwords bundle, you can create as many passwords as you need. There aren't any mandatory fields, so, if you don't need some fields or don't have an opportunity to fill them all, then you can fill only those fields that you want or really need. For example, if you use an email to sign in, and not a username or a phone number, then you can leave these fields empty.

To create a password:

1. Open the password manager app

2. Open a passwords bundle, where you want to create a password

3. Click 'Create'

4. Write the password's title

5. Choose or add some tags, for an easy search

6. Choose or create the type of the password (available if you have Password manager: custom fields installed in your Odoo) 

7. Write the user name that you use on the site

8. Type your password, if you already registered and have it, or set the auto password generation in the app's settings, or generate it by clicking on the 'Arrow' icon on the right in the password field (Choose the length and contents of the password > Click 'Generate password')

9. Add a URL of the site, an e-mail, and a phone number used for the site

10. Add a partner, if you want the password to be connected to a contact

11. Tick the box 'No update required ' if you don't want to generate an activity to change this password, if you enabled the notifications in the bundle's settings

12. If you remove the tick from the box 'Active', the password will be archived and hidden

13. Write your notes or attach a file if you want

14. Click 'Save'


As you create a password, its strength is automatically calculated in real time. The strongest passwords get 4 stars, the weakest get 1 star. This allows users to see the security issues and cope with them.

To edit a password:

1. Open a passwords bundle

2. Click on the password, that you want to edit

3. Click on the password's title on the right side of the interface

4. Change anything the way you like

5. Click 'Save'




Single view interface


The innovative single view interface is implemented in the password manager. This allows you to manage passwords and tags, copy credentials from the same interface without opening the passwords' form. When you open a passwords bundle and click on a password, you see that your interface is divided into three parts: the main part with passwords in the middle and two functional parts with sets of control elements on the sides of it.

The first functional part provides you with the opportunity to sort passwords according to various criteria, select all found passwords, add tags, and show all passwords by tags.

You can sort passwords by name, creator, partner, create date and by write date.

To sort passwords:

1. Open a passwords bundle

2. Choose the sorting criterion

3. Click on the 'Arrows' sign to see passwords in the reversed order.

If you click on the 'Select all passwords' button, you will see the details of all these passwords in the third functional part of the interface.

To organize passwords, you can create some tags. To add a tag just click '...add new tag' and write the title. To edit, archive or delete tags click on them with the right side of the mouse. Move tags by applying the drag&drop functionality. You can add tags hierarchy. In this case, if you'll put a tick by the parent tag, you will see the passwords from all tags that it includes.

You can manage all available tags from passwords bundles and create new tags by going to Configuration > Tags.


The main part shows passwords' cards, where you can see the passwords' titles, tags, the linked contacts, and the passwords' strength. Here you can add a password to favorites and remove it from favorites, to find the most important passwords quickly. Also, here you see if an update is required.

When you chose several passwords and then open another tag, your choice would not be reset.


The third functional part, the one on the right side, appears as you click on a password card. Here you see the usernames, passwords, and URL of all chosen password cards. You can easily copy them from here, by clicking on the 'Copy' icon. Click on the 'Eye' icon to see the password. Click on the 'Open in a new tab' icon to be redirected to the site, that is written on the password's card.

On the third functional part you can also:

Export

You can choose the fields to export in .xlsx and .csv formats of all chosen passwords.

Link the password to other employee. 

Update tags

Add or delete password's tags. 

Archive passwords

After archiving, all passwords you chose will be hidden from the view, but you can always restore them.

Restore passwords

Restore the archived passwords to make them visible again.

Delete

Delete the passwords that you do not need.

You can add all chosen passwords to favorites at once.

Remove from favorite

You can remove all chosen passwords from favorites at once.

It is possible to edit the list of mass actions for extra convenience. To edit mass actions go to Configuration > Settings, scroll to Mass actions. Here you can add actions and delete ones you don't need. Drag&drop to choose the sequence of mass actions.



Password generator


The Password manager app has a built-in password generator. It is possible to generate passwords based on chosen length and requirements. In the settings, you can choose to generate passwords automatically as soon as you open the password-creating wizard. There you can also set the default password length and contents. Or, you can do it manually each time you open the password-creating wizard by clicking the 'Arrow' icon on the right side of the password field.

To generate passwords automatically:

1. Open password manager app

2. Click 'Configuration'

3. Click 'Settings'

4. Find 'Generate passwords on create' and put a tick in the box on its left side 

5. Choose default length and requirements for generated passwords

6. Click 'Save'

As a result, you get an automatically generated password, that is evaluated in real-time.


You can set any 'Default length for generated password'. You can always change it manually in the password wizard, depending on the site's password requirements. There are several available 'Default requirements for passwords':

Lower case hexadecimal

f9885d5122d73e5 (digits 0–9 and characters staring from ‘A’ to ‘F’)



User access rights. Password sharing


All internal users can open the password manager app, but they see only the passwords to which they have access rights. Only people that are mentioned in the bundle settings have the right to see the bundle.

There are three types of access rights:

1. Admin rights (can change the app's settings, create, edit and delete passwords)

2. Full rights (can't change the settings of the app, but has access to all passwords)

3. Readonly (can only see passwords, to which the access is given, can't edit or delete them)

The creator of a bundle is always the administrator of it and always has an access to it.

You can set users' rights while creating or editing a vault.

To set users' rights to a bundle:

1. Open the bundle wizard

2. Find the column 'Access level'

3. Choose the access level of the users or user groups

4. Click 'Save'.

It is possible, to give an access to a user or a group of users, for example, to the Sales team. In this case, all users that are in the Sales team will have the access to the passwords bundle. If a person belongs to at least one group of users that has the access to the passwords bundle, then he or she also has the access to it.




Passwords linked to Odoo partners


When you create a password, you can link it to a contact, that it belongs to. This will allow you to search all passwords of the user. Also, you can open all the contact's passwords from the contact's profile.

There are two ways how to link a contact: 

1. Fill the field 'Partners' when creating or editing a password

2. Choose a password card, click 'Update partner', choose a partner and click 'Save&Close'.


To find all passwords linked to a contact:

1. Go to Contacts

2. Choose a partner

3. Click the smart button 'Passwords'

4. You will be redirected to the Password manager app and will see all the passwords of this contact.




Security layers


The tool introduces a few security layers to minimize the possibility of data leaks. All passwords are symmetrically encrypted. It means that to decrypt a password, plotters should know the exact decryption algorithm and a vault decryption key.

You can add an extra password to a passwords bundle. This way you will have to enter one password to have the access to all the passwords that are in the bundle. If a user has the access rights to this vault but doesn't know the password, he or she will not be able to enter the vault.

You can also set the time, for which the bundle is accessible without entering the password again. After this time the password manager will not let you edit, copy or see the passwords and will ask for the password again. The session period after successful login is set up in minutes. This is especially convenient if you work from someone else's computer.

You can set a different password for each bundle or leave some bundles accessible without entering a password. Vault extra password is also kept in the database decrypted and might be changed by a bundle administrator.

To add an extra password to a passwords bundle:

1. Click on the three dots icon, chose 'Edit'

2. Click 'Edit' 

3. Click on the tab 'Extra security'

4. Tick the box 'Extra password to open this bundle'

5. Enter the password

6. Confirm the password

7. Choose the max. session time (the time after which you need to confirm the password again, to work with passwords cards), the minimum is 3 minutes


For extra security, you can set the app to tell you when it is high time to change passwords. This way, every chosen period of time, the app will generate an activity, that there is a necessity to change a password. You can set this activity to all valid passwords, or only to the most important ones.

To set the activities:

1. Start creating or editing a passwords vault

2. Tick the box 'Responsible for passwords update' on the right side of a user or  a user group

3. Set the period of time, after which the passwords require an update

4. Click 'Save'


To exclude passwords from notifying about:

1. Start creating or editing a password

2. Tick the box 'No update required' in the right column of the wizard

3. Click 'Save'.




Password manager: custom fields


Password manager: custom fields is an optional add-on that allows you to add an extra field to the form of the password. The tool also introduces complementary passwords' typology. Show fields for passwords only of specific types, and do not show for others.

Custom password fields might be imported and exported. The rights to create custom fields belong only to Odoo administrators.

With this tool you will be able to:

Choose the type of the field

 

Choose the interface location of the field 

 

Make the field required

 

Show fields for only specific types of passwords

 

To add a new type of passwords:

1. Go to Configuration

2. Click 'Password types'

3. Click 'Create'

4. Write the type you need

5. Click 'Save'.


To add a new field to the password's form:

1. Go to Configuration

2. Click 'Custom password fields'

3. Click 'Create'

4. Write the field label

5. Choose the field's information type

6. Choose the password type

7. Choose the location of the field (custom tab, left column, right column, or after notes)

8. Put a tick in the box 'Required to enter a value', if you want to make the field mandatory

9. Click 'Save'.

If you remove the tick 'Active' in the Custom fields wizard, then the field will be archived, and will not appear in passwords' cards. You can always restore it.


Here are the available information type of fields:

Char

Single line text

Although this Website may be linked to other websites, we are not, directly or indirectly, implying any approval, association, sponsorship, endorsement, or affiliation with any linked website, unless specifically stated herein.

You should carefully review the legal statements and other conditions of use of any website which you access through a link from this Website. Your linking to any other off-site pages or other websites is at your own risk.

Text

Simple text with no formatting

Rich text

HTML-formatted text

Integer numbers

Negative or positive numbers

Float numbers

Not a whole number

Selection

Drop-down choice with your own options

Boolean

Checkbox

Date

Day, month and year

Date and time

Day, month, year and hour

Binary

A file to upload

Reference to other Odoo document

Links the password with other document



About password manager


Password manager is an Odoo app that allows you to organize safe password-keeping and maintain an efficient storage structure. An innovative single view interface makes it easy to maintain and update passwords. Create passwords bundles for a user or the whole department team. Manage passwords' access rights, and create extra passwords for extra security of your passwords vault. With this app you will be able to:

Share password vaults for team use

 

Link passwords with Odoo contacts for quick access 

 

Automatically generate passwords and check their quality

 

Edit, archive, delete or renew passwords 

 



Password manager bundles


A passwords bundle (or passwords vault) is a set of passwords combined by a functional area or a group of people, that have the access to these passwords. You can create a passwords vault for the sales team, product managers, technical workers, or any other user group. Anyone can create a bundle for oneself or several employees. While creating a vault, you can also manage a user's access rights and assign a person to update passwords. The creator of a bundle is always the administrator of it and has access to all the passwords.

To create a bundle:

1. Open the password manager app

2. Click 'Create'

3. Write the vault's title

4. Manage access levels, set up an extra password, and add notes

7. Click 'Save'

To edit an existing vault click on three dots in the right top corner of the vault. Here you can also choose the vault's color for convenient navigation.

Also, you can open passwords from all bundles. In this case, if some bundles are protected with extra passwords, the system will ask you to enter all of them. To see all the passwords and their tags just click 'All passwords' in the interface's header.




How to create a new password


In a passwords bundle, you can create as many passwords as you need. There aren't any mandatory fields, so, if you don't need some fields or don't have an opportunity to fill them all, then you can fill only those fields that you want or really need. For example, if you use an email to sign in, and not a username or a phone number, then you can leave these fields empty.

To create a password:

1. Open the password manager app

2. Open a passwords bundle, where you want to create a password

3. Click 'Create'

4. Write the password's title

5. Choose or add some tags, for an easy search

6. Choose or create the type of the password (available if you have Password manager: custom fields installed in your Odoo) 

7. Write the user name that you use on the site

8. Type your password, if you already registered and have it, or set the auto password generation in the app's settings, or generate it by clicking on the 'Arrow' icon on the right in the password field (Choose the length and contents of the password > Click 'Generate password')

9. Add a URL of the site, an e-mail, and a phone number used for the site

10. Add a partner, if you want the password to be connected to a contact

11. Tick the box 'No update required ' if you don't want to generate an activity to change this password, if you enabled the notifications in the bundle's settings

12. If you remove the tick from the box 'Active', the password will be archived and hidden

13. Write your notes or attach a file if you want

14. Click 'Save'


As you create a password, its strength is automatically calculated in real time. The strongest passwords get 4 stars, the weakest get 1 star. This allows users to see the security issues and cope with them.

To edit a password:

1. Open a passwords bundle

2. Click on the password, that you want to edit

3. Click on the password's title on the right side of the interface

4. Change anything the way you like

5. Click 'Save'




Single view interface


The innovative single view interface is implemented in the password manager. This allows you to manage passwords and tags, copy credentials from the same interface without opening the passwords' form. When you open a passwords bundle and click on a password, you see that your interface is divided into three parts: the main part with passwords in the middle and two functional parts with sets of control elements on the sides of it.

The first functional part provides you with the opportunity to sort passwords according to various criteria, select all found passwords, add tags, and show all passwords by tags.

You can sort passwords by name, creator, partner, create date and by write date.

To sort passwords:

1. Open a passwords bundle

2. Choose the sorting criterion

3. Click on the 'Arrows' sign to see passwords in the reversed order.

If you click on the 'Select all passwords' button, you will see the details of all these passwords in the third functional part of the interface.

To organize passwords, you can create some tags. To add a tag just click '...add new tag' and write the title. To edit, archive or delete tags click on them with the right side of the mouse. Move tags by applying the drag&drop functionality. You can add tags hierarchy. In this case, if you'll put a tick by the parent tag, you will see the passwords from all tags that it includes.

You can manage all available tags from passwords bundles and create new tags by going to Configuration > Tags.


The main part shows passwords' cards, where you can see the passwords' titles, tags, the linked contacts, and the passwords' strength. Here you can add a password to favorites and remove it from favorites, to find the most important passwords quickly. Also, here you see if an update is required.

When you chose several passwords and then open another tag, your choice would not be reset.


The third functional part, the one on the right side, appears as you click on a password card. Here you see the usernames, passwords, and URL of all chosen password cards. You can easily copy them from here, by clicking on the 'Copy' icon. Click on the 'Eye' icon to see the password. Click on the 'Open in a new tab' icon to be redirected to the site, that is written on the password's card.

On the third functional part you can also:

Export

You can choose the fields to export in .xlsx and .csv formats of all chosen passwords.

Link the password to other employee. 

Update tags

Add or delete password's tags. 

Archive passwords

After archiving, all passwords you chose will be hidden from the view, but you can always restore them.

Restore passwords

Restore the archived passwords to make them visible again.

Delete

Delete the passwords that you do not need.

You can add all chosen passwords to favorites at once.

Remove from favorite

You can remove all chosen passwords from favorites at once.

It is possible to edit the list of mass actions for extra convenience. To edit mass actions go to Configuration > Settings, scroll to Mass actions. Here you can add actions and delete ones you don't need. Drag&drop to choose the sequence of mass actions.



Password generator


The Password manager app has a built-in password generator. It is possible to generate passwords based on chosen length and requirements. In the settings, you can choose to generate passwords automatically as soon as you open the password-creating wizard. There you can also set the default password length and contents. Or, you can do it manually each time you open the password-creating wizard by clicking the 'Arrow' icon on the right side of the password field.

To generate passwords automatically:

1. Open password manager app

2. Click 'Configuration'

3. Click 'Settings'

4. Find 'Generate passwords on create' and put a tick in the box on its left side 

5. Choose default length and requirements for generated passwords

6. Click 'Save'

As a result, you get an automatically generated password, that is evaluated in real-time.


You can set any 'Default length for generated password'. You can always change it manually in the password wizard, depending on the site's password requirements. There are several available 'Default requirements for passwords':

Lower case hexadecimal

f9885d5122d73e5 (digits 0–9 and characters staring from ‘A’ to ‘F’)



User access rights. Password sharing


All internal users can open the password manager app, but they see only the passwords to which they have access rights. Only people that are mentioned in the bundle settings have the right to see the bundle.

There are three types of access rights:

1. Admin rights (can change the app's settings, create, edit and delete passwords)

2. Full rights (can't change the settings of the app, but has access to all passwords)

3. Readonly (can only see passwords, to which the access is given, can't edit or delete them)

The creator of a bundle is always the administrator of it and always has an access to it.

You can set users' rights while creating or editing a vault.

To set users' rights to a bundle:

1. Open the bundle wizard

2. Find the column 'Access level'

3. Choose the access level of the users or user groups

4. Click 'Save'.

It is possible, to give an access to a user or a group of users, for example, to the Sales team. In this case, all users that are in the Sales team will have the access to the passwords bundle. If a person belongs to at least one group of users that has the access to the passwords bundle, then he or she also has the access to it.




Passwords linked to Odoo partners


When you create a password, you can link it to a contact, that it belongs to. This will allow you to search all passwords of the user. Also, you can open all the contact's passwords from the contact's profile.

There are two ways how to link a contact: 

1. Fill the field 'Partners' when creating or editing a password

2. Choose a password card, click 'Update partner', choose a partner and click 'Save&Close'.


To find all passwords linked to a contact:

1. Go to Contacts

2. Choose a partner

3. Click the smart button 'Passwords'

4. You will be redirected to the Password manager app and will see all the passwords of this contact.




Security layers


The tool introduces a few security layers to minimize the possibility of data leaks. All passwords are symmetrically encrypted. It means that to decrypt a password, plotters should know the exact decryption algorithm and a vault decryption key.

You can add an extra password to a passwords bundle. This way you will have to enter one password to have the access to all the passwords that are in the bundle. If a user has the access rights to this vault but doesn't know the password, he or she will not be able to enter the vault.

You can also set the time, for which the bundle is accessible without entering the password again. After this time the password manager will not let you edit, copy or see the passwords and will ask for the password again. The session period after successful login is set up in minutes. This is especially convenient if you work from someone else's computer.

You can set a different password for each bundle or leave some bundles accessible without entering a password. Vault extra password is also kept in the database decrypted and might be changed by a bundle administrator.

To add an extra password to a passwords bundle:

1. Click on the three dots icon, chose 'Edit'

2. Click 'Edit' 

3. Click on the tab 'Extra security'

4. Tick the box 'Extra password to open this bundle'

5. Enter the password

6. Confirm the password

7. Choose the max. session time (the time after which you need to confirm the password again, to work with passwords cards), the minimum is 3 minutes


For extra security, you can set the app to tell you when it is high time to change passwords. This way, every chosen period of time, the app will generate an activity, that there is a necessity to change a password. You can set this activity to all valid passwords, or only to the most important ones.

To set the activities:

1. Start creating or editing a passwords vault

2. Tick the box 'Responsible for passwords update' on the right side of a user or  a user group

3. Set the period of time, after which the passwords require an update

4. Click 'Save'


To exclude passwords from notifying about:

1. Start creating or editing a password

2. Tick the box 'No update required' in the right column of the wizard

3. Click 'Save'.




Password manager: custom fields


Password manager: custom fields is an optional add-on that allows you to add an extra field to the form of the password. The tool also introduces complementary passwords' typology. Show fields for passwords only of specific types, and do not show for others.

Custom password fields might be imported and exported. The rights to create custom fields belong only to Odoo administrators.

With this tool you will be able to:

Choose the type of the field

 

Choose the interface location of the field 

 

Make the field required

 

Show fields for only specific types of passwords

 

To add a new type of passwords:

1. Go to Configuration

2. Click 'Password types'

3. Click 'Create'

4. Write the type you need

5. Click 'Save'.


To add a new field to the password's form:

1. Go to Configuration

2. Click 'Custom password fields'

3. Click 'Create'

4. Write the field label

5. Choose the field's information type

6. Choose the password type

7. Choose the location of the field (custom tab, left column, right column, or after notes)

8. Put a tick in the box 'Required to enter a value', if you want to make the field mandatory

9. Click 'Save'.

If you remove the tick 'Active' in the Custom fields wizard, then the field will be archived, and will not appear in passwords' cards. You can always restore it.


Here are the available information type of fields:

Char

Single line text

Although this Website may be linked to other websites, we are not, directly or indirectly, implying any approval, association, sponsorship, endorsement, or affiliation with any linked website, unless specifically stated herein.

You should carefully review the legal statements and other conditions of use of any website which you access through a link from this Website. Your linking to any other off-site pages or other websites is at your own risk.

Text

Simple text with no formatting

Rich text

HTML-formatted text

Integer numbers

Negative or positive numbers

Float numbers

Not a whole number

Selection

Drop-down choice with your own options

Boolean

Checkbox

Date

Day, month and year

Date and time

Day, month, year and hour

Binary

A file to upload

Reference to other Odoo document

Links the password with other document