In the following video we introduce you to basic navigation and asset creation / management in MyGlue. Below, we provide additional information for password and document assets in addition to important information regarding sharing permissions, asset deletion, and revisions.
Sample CSV files for importing assets
Once you’ve documented many passwords, this screen gives you a bird’s eye view of all the passwords you have access to.
Hover over the padlock icon to the right of each password to see who can access that asset. When the padlock is open, the permissions associated with that asset are the same as the organization’s. When the padlock is closed, there have been changes to that password’s permissions.
When setting up your MyGlue account, your IT service provider would have chosen a default permission applicable to all new password assets you create in MyGlue. The default permissions are below:
All MyGlue users with access to the organization have access by default – Passwords created by MyGlue users will be visible to all other MyGlue users with access to the same organization. This ensures that a low-risk and widely used password is easily accessible.
Only the creator has access by default – Passwords created by MyGlue users are visible only to that user. This ensures that a password is not exposed to an entire group or organization upon creation.
Specific groups and/or users with access to the organization can access by default – Passwords created by MyGlue users will be automatically shared to specifically chosen MyGlue groups/users. This means that MyGlue users don’t need to remember to set those permissions each time they create a password. The password creator will still have access.
To open a password, click on it. To view the encrypted password or OTP code on screen, click the respective field. This decrypts the password or OTP code and displays it in plain text for 30 seconds. Viewing the OTP will also display the remaining time of validity.
You can also click the Copy to clipboard button next to the password or OTP code to copy it without displaying it on screen.
Before you get started, note the following tips:
You can create documents and group them under custom folders for ease of access. Your IT service provider may have provided a few common folders to help you get started. Each MyGlue account has no folders by default.
You can add your own folders from the Documents list view or under an existing folder. A maximum of three hierarchy levels is recommended.
New documents are saved in the folder you created them in. In the absence of any folders, new documents will be saved directly in the documents root.
To move a document into a folder, drag and drop it into the destination folder. You can also click the checkbox next to the document name and choose an action from the bulk actions header at the top of the checkboxes.
Adding a Document
1. Click Documents in the left-side of the screen.
2. Choose the folder that you want to create a new document in.
3. Click the +New button in the top-right corner of the screen. This will create and then immediately open a new document.
4. Give the document a name that will be easily searchable (e.g. Invoicing clients for consulting work).
5. Use content blocks in the editor window to create your content.
Heading – Creates a heading that is separate from other content.
Text – Creates a textbox that can be fully formatted and include rich media, such as embedded videos, lists, tables, images, headings, and various fonts.
Step – Creates a numbered step for a set of step-by-step instructions with a field for adding an estimated step duration as well as a roll-up summary that calculates a total duration for completing all steps.
Gallery – Creates a separate image block that can be useful for adding larger images and images with lots of details.
6. Attach any files that are related to the document. You can either drag and drop files from your desktop or, click in the dotted outline area and select the files you’d like to upload. The maximum attachment size is 50MB.
7. Add any relevant related items to link to related information in your account.
8. Add embedded passwords and sub-docs if needed. These items will be indexed for search but will always be stored inside the document.
9. Change the security permissions if needed. The permissions will decide which users and groups from your MyGlue account, or which groups from your IT service provider’s account, can access the document.
10. Click Publish.
MyGlue documents auto-save every 20 seconds, but your content will not be displayed outside of edit mode until you press Publish.
Note that you will be listed as the document owner, but anyone you share the document with can collaborate on your document if they have a role with permissions to create and edit data.
As more changes are made, you’ll have a revision history going back to the first version. You can go back and look at any version of the asset and revert to it by clicking the version you want to use as the current version and then clicking the Replace live version with this version now link.
Deleting an asset permanently removes it from the knowledgebase and you will not be able to restore it. (Depending on your permissions, you may or may not have access to delete all types of assets.)
Archiving an asset will only hide it from the normal view of an asset category. To view archived assets simply check the “Include archive” box at the end of the search bar near the top of the page. (Not all assets are able to be archived and can only be deleted.)
Delete or Archive
1. Click on an article category to view its list of assets.
2. Check the box next to the item(s) you wish to delete or archive.
3. Click the drop-down box on the top-left column and select either Delete or Archive.