Getting Started with OrgPassword: Setup and Best PracticesManaging passwords and shared credentials across a team can quickly become chaotic without the right tools. OrgPassword is a centralized password management solution designed for organizations that need secure storage, controlled sharing, and streamlined access to credentials. This guide walks you through setup, configuration, day-to-day use, and best practices to help your team get the most from OrgPassword.
What is OrgPassword?
OrgPassword is a centralized password manager for teams that stores credentials, secure notes, and access policies in an organization-wide vault. It combines encryption, role-based access, and audit logging to reduce risk, improve compliance, and simplify onboarding/offboarding.
Key features to look for
- End-to-end encryption of vault data
- Role-based access control (RBAC) and granular permissions
- Shared vaults or folders for teams and projects
- Audit logs and activity monitoring
- Secure password generation and autofill browser extensions
- Multi-factor authentication (MFA) and SSO integration
- Secrets rotation and automated credential updates
- Import/export and migration tools
Setup: Step-by-step
1) Plan your org structure
Decide how you’ll organize users and secrets. Common patterns:
- By team (Engineering, Marketing, Sales)
- By project (Project A vault, Project B vault)
- By environment (Production, Staging, Development)
Map out roles (Admin, Manager, Member, Read-only) and identify vaults each role needs.
2) Create the organization and invite users
- Register the organization in OrgPassword.
- Enable SSO (if available) for simplified user provisioning.
- Invite users via email or sync with your identity provider (IdP) like Okta, Azure AD, or Google Workspace.
3) Configure authentication and security
- Enforce MFA for all accounts.
- Set password complexity and session timeout policies.
- Enable SSO with SCIM provisioning if your IdP supports it.
4) Set up roles and permissions
- Create RBAC groups reflecting your planning step.
- Assign least-privilege access: users get only the vaults they need.
- Use read-only roles for auditors and temporary contractors.
5) Create vaults, folders, and secret templates
- Create team vaults and subfolders for projects or environments.
- Add secret templates (e.g., SSH key, API key, database credentials) to standardize entries.
- Establish naming conventions for easy discovery (prod-db/aws-root, git/service-account).
6) Import existing passwords
- Export passwords from previous managers (CSV, JSON) and use OrgPassword’s import tool.
- Clean up duplicates and obsolete credentials during import.
- Use tags and notes to add context (owner, purpose, rotation date).
7) Configure auditing and notifications
- Enable detailed audit logs and set retention that meets compliance needs.
- Configure alerts for suspicious activity (failed logins, credential exfiltration).
- Send notifications for upcoming credential rotations or expiring secrets.
8) Install client apps and browser extensions
- Recommend or require browser extensions for secure autofill.
- Install desktop and mobile apps for offline access and vault sync.
- Train users on using autofill and secure copy-paste workflows.
Day-to-day workflows
Onboarding new employees
- Add to IdP and assign to relevant RBAC groups or vaults.
- Provide onboarding checklist: MFA setup, browser extension, required vault access.
- Create default secrets (e.g., company Wi‑Fi) in a shared “New Hires” folder.
Offboarding employees
- Revoke IdP access or remove from OrgPassword groups immediately.
- Rotate credentials owned by the departing employee.
- Review vaults they had access to and reassign ownership.
Sharing and collaboration
- Share secrets via group vaults or time-limited links.
- Use comments or activity notes to document access reasons.
- Prefer shared vaults over copying credentials between users.
Credential rotation
- Set rotation schedules for high-risk secrets (every 30–90 days for privileged accounts).
- Automate rotation where possible (APIs, integrations with services).
- Log rotation events and verify dependent systems are updated.
Security best practices
- Require MFA for all users and for administrative actions.
- Use SSO + SCIM to centralize identity and lifecycle management.
- Apply least-privilege access and role separation.
- Store secrets in dedicated vaults, not personal notes.
- Use unique, strong passwords generated by OrgPassword — avoid reusing passwords.
- Enable device trust checks and block access from unmanaged devices.
- Regularly review audit logs and access reports for anomalies.
- Encrypt backups and limit who can export vault contents.
- Periodically perform a secrets inventory and retire unused credentials.
Compliance and governance
- Configure retention policies and ensure audit logs meet regulatory requirements (e.g., SOC 2, ISO 27001).
- Use access certifications: managers periodically review who has access to critical vaults.
- Maintain an incident response plan for credential compromise, including rotation, notification, and root-cause analysis.
Troubleshooting common issues
- Users can’t autofill: verify browser extension permissions and that the site domain matches the stored credential.
- Failed SSO logins: check IdP settings, SCIM sync, and user provisioning logs.
- Missing secrets after import: confirm CSV mapping and check import error reports.
- Slow vault sync: check network, client app version, and server status.
Example policies (templates)
Password policy:
- Minimum length: 16 characters for privileged accounts, 12 for standard.
- Complexity: mix of upper/lowercase, digits, symbols.
- No reuse across accounts; secrets must be unique.
Rotation policy:
- Privileged API keys, admin passwords: rotate every 30 days.
- Application credentials: rotate every 60–90 days or on deploy.
- Access tokens: follow provider recommendations; revoke immediately on suspected compromise.
Measuring success
Track these KPIs:
- Percentage of users with MFA enabled (target: 100%)
- Time to revoke access on offboarding (target: < 1 hour)
- Percentage of critical secrets with automated rotation (target: 80–100%)
- Number of password reuse incidents reduced over time
Final tips
- Start small: pilot with one team, refine RBAC and workflows, then expand.
- Document processes and train regularly.
- Treat OrgPassword as part of your identity & access management posture, not a standalone fix.
If you want, I can: provide example CSV templates for import, draft role definitions for your org size, or create an onboarding checklist tailored to your teams.
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