Keep gate codes and passwords on a customer or record

Store lockbox codes, alarm codes, Wi-Fi and portal logins on a customer or record's Access tab, reveal one briefly when you need it, and change or remove it later.

Open the customer or record, then press its Access tab. For example, in the sidebar open Accounts, then All Accounts, open the customer, and press Access; the page address ends in /access. A work order shows its customer's access details too.

Secrets stay hidden until someone with permission reveals them, and every reveal is recorded. Keep codes here rather than in notes.

Before you start

Seeing an item, revealing its secret, adding, changing and deleting each need their own permission on that kind of record. Buttons you lack are missing or greyed out.

Steps

1. Press Add access. The Add access item panel opens.
2. Type a Name, such as "Side gate lockbox", and pick the Type: Generic, Password, API key, Token, SSH key or Credential.
3. Fill in what applies: Username, Website / host, a Location hint such as "Front office", a Description and Tags. Pick a Folder if folders are on.
4. Type the code or password in Secret value.
5. Under Policies, you can narrow who may read the item and who may reveal the secret.
6. Press Create. Nova says Access item created.

To add many at once, open the arrow beside Add access and choose Add several at once. Type or paste one login per line (a name and a secret, separated by a tab or a comma), check the rows, and press Add items.

What you see

• Each row shows the item's name, type and where it applies. Press the eye button (Reveal secret) to show the secret right in the row; it hides itself again after a few seconds, with a countdown. Copy secret copies it without showing it.
• The row's menu has Reveal, Rotate (replace the secret with a new one: type it under New secret and press Rotate), Edit, Pin or Unpin, Policies and Delete.
• Press the Access title to switch between All access, Pinned, Recently used, Needs rotation and Trash. Type in Search access labels, or filter by type and tag.

If something looks different

• Delete moves the item to Trash after you confirm. Open Trash and press Restore access item to bring it back.
• Reveal not permitted or "You do not have permission to reveal secrets.": your role can see the item but not its secret. Ask someone who can.
• The Access tab is missing on a work order: the work order has no customer, or your role cannot see access details.
• Details saved, but the secret could not be updated.: the name and details changed, but the old secret is still in place. Try Rotate.