Manage Credentials

Overview

Credentials are a secure way to store usernames and passwords that robotic tasks might need to sign in to external systems. You can use the Appian RPA console to store, reference, and update credentials.

All RPA credentials use AES 256-bit encryption, and follow the FIPS Security Model for Cryptographic Modules standard. When credentials are created or updated, they are securely encrypted and stored in a database. The encryption key used for credentials is unique not only to each environment, but also separate from the other keys that are used to encrypt other fields. Each key is stored securely in the Java KeyStore, the password for which is uniquely generated at site startup.

Screen layout

In the toolbar on the Robotic tasks tab, click the Credentials icon to manage credentials:

The List of credentials displays the credentials defined in the console, and allows you to perform different actions on them.

This list includes the following information:

• Application: The name of the application associated with the credentials.
• Username: Username value stored with the credential.
• Password: Password value stored with the credential (this will always appear as [PROTECTED] to ensure security).
• Active: Shows whether a credential is active.
• Use: How many times a specific credential is being used out of the maximum. Click the Update maximum use icon to limit to how many times the credential can be used at a single time by robotic task executions. A credential's use has no maximum limit unless you add one.
• Actions: Delete a credential or modify its permissions.
• Permissions: Permissions associated with the credential.

Create credentials

To create credentials:

1. Go to the Credentials editor.
2. Enter the Application, Username, Password, and Permissions for the credential. For more details on each of these components, see the list above.
3. Click Save.

Update credentials

To update credentials:

1. In the List of credentials, find the credential entry you want to update.
2. Click the Update password icon next to [PROTECTED] to update the password for a credential entry.

Delete credentials

To delete credentials:

1. In the List of credentials, find the credential entry you want to delete.
2. Click Delete credential in the Actions column.

Programmatic credential management

You can manage credentials programmatically using the Appian RPA REST API. The credential management API is useful when you need to rotate credentials on a schedule, integrate with an enterprise password vault, or update credentials across a large fleet of robots without manual steps in the console.

The credential management API provides three endpoints:

• List credentials: Retrieve all credentials the service account has permission to view.
• Get credential details: Retrieve metadata for a specific credential by UUID.
• Update credential password: Update the password for an existing credential by UUID.

For complete API reference documentation, see Credential Management.

For a step-by-step guide to automating credential rotation, including example PowerShell scripts, see Automate credential rotation.

You can also update a credential's password directly within a robotic task execution using the Update credential action. The Update credential action uses the same backend logic as the REST API, but the password never leaves the robotic task execution context. Use the action when the credential rotation happens as part of a robotic task workflow—for example, when a robotic task rotates a password in the target system and needs to immediately store the new value.

When to use the action, API, or console UI

• Update credential action: Best when the rotation happens as part of a robotic task execution. The robotic task rotates the password in the target system and immediately updates the credential store in a single step. No API key management is needed.
• REST API: Best for scheduled bulk rotations, integration with external identity management systems, or rotations triggered outside of a robotic task.
• Console UI: Best for one-off manual updates or initial setup.

Add credentials to a robotic task

You can use actions to add credentials to your robotic task. Use the Interact with Element method in a robotic task to input credentials in a web browser, or use the Type text method when the robotic task signs in to an application. You can also use the Windows Automation module's Interact with Element method to input credentials into Windows applications.

Assign permissions to sign-in credentials

Access to credentials is controlled through permissions. A robotic task must have at least one permission in common with the credentials it needs to use.

To assign or modify permissions for credentials:

1. Go to the Robotic tasks page.
2. Click on the Credentials icon in the toolbar.
3. In the List of credentials, click the Permissions icon in the Actions column.
4. In the window, assign new permissions or remove existing ones in the Permissions field.
5. Click OK.

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