Secrets Management

Secrets is a feature of the Heptora robot that allows you to manage and protect sensitive data in your automated processes. It’s an advanced solution designed to manage and protect critical information, such as usernames and passwords, through secure storage directly on your local computer.

Security: Your Data Stays With You

Heptora’s secrets management eliminates the need to expose sensitive data in configuration files or over the network, ensuring maximum security.

Privacy by Design

Secrets are stored exclusively on your local computer and are never transmitted to the cloud. This ensures that your credentials and sensitive data remain under your complete control.

Advantages of Local Secrets Management

• 🔒 Total Security: Sensitive data never leaves your infrastructure
• 🚫 No Network Exposure: No credentials are transmitted over the internet
• 💾 Encrypted Storage: Secrets are stored encrypted locally
• ✅ Regulatory Compliance: Facilitates compliance with data protection regulations
• 🔐 Full Control: Only you have access to your credentials

What are Secrets?

Secrets are special variables that contain sensitive information needed for your automations, such as:

• User credentials and passwords
• API tokens
• Database access keys
• Digital certificates
• Any data requiring special protection

Workflow

Secret variables are created from the Heptora web platform, but their value is defined from the local Robot. This means the cloud only knows the variable name, never its content.

Prerequisites

Before starting to manage secrets, make sure you:

• Have the Heptora Robot installed and activated
• Have logged into the robot

Don’t have the robot installed?

Check out the guide: Robot Installation on Windows

How to Access Secrets Management

Step 1: Open the Heptora Robot

Make sure the robot is running on your system.

Step 2: Access the Secrets Menu

1. Click the “show hidden icons” button in the Windows taskbar (upward arrow)

2. Locate the Heptora icon among the hidden icons

3. Right-click on the Heptora icon

4. Select “Secrets” from the context menu

Step 3: Log In (if necessary)

If you haven’t previously logged into the robot:

1. A login pop-up window will appear
2. Enter your Heptora email and password
3. Click “Sign in”

Credentials

Use the same credentials you use to access the Heptora web platform.

Managing Your Secrets

Secrets Interface

Once inside, the secrets management window will open where you can:

• View all secret variables defined in your processes
• Edit the values of existing variables
• Save changes securely

Setting a Secret’s Value

To set or modify a secret’s value:

1. Locate the secret variable in the list

   • Variables will appear organized by process
   • You’ll see the variable name but not its current value (for security)

2. Select the variable you want to configure

3. Enter the corresponding value

   • The value will be displayed hidden (with asterisks or other characters)
   • This protects the information from prying eyes

4. Save the changes

   • The value will be stored encrypted on your local computer

Important

Secret values are only available locally. They cannot be accessed from the Heptora web platform, ensuring maximum security.

Best Practices

Secure Secrets Management

1. Regularly update your passwords

   • Change credentials periodically
   • Update secrets in Heptora after each change

2. Use specific credentials for automation

   • Create dedicated users for your automated processes
   • Apply the principle of least privilege

3. Don’t share secrets

   • Secrets are specific to each machine
   • Each robot must have its own configured values

4. Perform backups

   • Keep a secure record of credentials
   • Use a corporate password manager

Naming Secret Variables

Follow these recommendations when creating secret variables:

• Use descriptive names: SAP_USER, DB_PASSWORD, API_TOKEN
• Follow a consistent naming convention
• Group by system or application: SALESFORCE_USER, SALESFORCE_PASSWORD
• Avoid generic names like PASSWORD1, SECRET2

Creating New Secret Variables

Secret variables are created from the Heptora web platform:

1. Access the Heptora web app
2. Navigate to your process configuration
3. Define a new variable marking it as “secret”
4. Save the configuration
5. Return to the local robot to set its value

Synchronization

Once the variable is created on the web, it will automatically appear in the local robot’s secrets list so you can assign it a value.

Using Secrets in Processes

Once configured, secrets are used transparently in your automations:

# Example: Secrets are referenced by name
username = heptora.get_secret("SAP_USER")
password = heptora.get_secret("SAP_PASSWORD")

# The local robot provides the actual value during execution
login_to_sap(username, password)

Advantage

Process developers don’t need to know the actual credential values. They only work with variable names, while the actual values are managed securely separately.

Troubleshooting

My secrets don’t appear

Possible causes:

• You haven’t logged into the robot
• The robot is not synced with the web platform
• Variables were not created correctly on the web

Solution:

1. Verify you’re logged in correctly
2. Restart the robot
3. Check that variables exist in the web process configuration

I can’t edit a secret

Possible causes:

• Insufficient permissions
• The process is not assigned to your user
• Connection problem with the platform

Solution:

1. Verify your permissions with the administrator
2. Check your internet connection
3. Close and reopen the Secrets window

The process can’t find the secret

Possible causes:

• The secret’s value is not defined
• There’s a typo in the variable name
• The robot is not running

Solution:

1. Verify the secret has an assigned value
2. Check that the variable name matches exactly
3. Make sure the robot is active during execution

Frequently Asked Questions

Do secrets sync between different robots?

No. Secrets are stored locally on each computer. If you have multiple robots, you must configure secrets on each one independently.

What happens if I change a password in the external system?

You must update the secret’s value in the Heptora robot immediately. The process will fail if it attempts to use outdated credentials.

Can I backup my secrets?

Secrets are stored encrypted on your computer. We recommend maintaining a secure record of credentials in a corporate password manager, separate from Heptora.

Can I see a secret’s value after saving it?

Yes, you can view and edit secret values at any time from the local robot interface. Values are only hidden in the web interface.

What encryption does Heptora use for secrets?

Heptora uses enterprise-grade encryption to protect locally stored secrets. For specific technical information about algorithms, consult with technical support.

Security and Compliance

Data Protection

Local secrets management helps comply with regulations such as:

• GDPR (General Data Protection Regulation)
• CCPA (California Consumer Privacy Act)
• Internal corporate security policies

Auditing

All operations with secrets are logged in the robot logs for auditing purposes:

• Secret access
• Value modifications
• Unauthorized access attempts

Need more help?

If this guide didn’t solve your problem or you found an error in the documentation:

• Technical support: help@heptora.com
• Clearly describe the problem you encountered
• Include screenshots if possible
• Indicate which documentation steps you followed

Our support team will help you resolve any issue.

Related Resources

• Credentials Configuration - How to log into the robot
• Robot Installation - Complete installation guide
• Hybrid Architecture - Understand how the cloud-local model works (coming soon)