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Access management

Access to Vince Live is managed through three primary areas: Users, Roles, and API Clients. This documentation outlines how to administer permissions, create and manage roles, and handle API-based access securely and efficiently.

🔐 Accessing the Access Management Page

Navigate to: Administration → Access Management

There are three main tabs:

👤 Users Tab

In Vince Live users play a crucial role in managing and utilizing its features. There are two distinct types of users, each with different privileges.

  • Admin

Admin users possess full access to all features and functionalities within Vince Live. They have the authority to configure settings, manage user roles and permissions, and utilize all aspects of the software. Admin users hold the highest level of control and are responsible for overseeing the system's operation.

  • Users

End users, on the other hand, have limited access to Vince Live by default. They can only perform actions and access features for which they have been specifically assigned roles with associated privileges. These roles define the level of access and capabilities granted to end users. Without being assigned a role, an end user will have no access to the system.

When creating a user in Vince Live, several essential details need to be provided. These include the user's first name, last name, email address, phone number, and home address. Additionally, administrators must assign appropriate permissions or roles to the user. These permissions dictate what the user can and cannot do within the software, ensuring the right level of access and security.

Once a user is created in Vince Live, an automated email will be sent to the user's provided email address. This email will contain important information, including the URL to access Vince Live and the user's email address. Additionally, a temporary password will be provided, which the user will be required to change upon their first login to the system. This password change ensures enhanced security and confidentiality of user accounts.

By providing users with clear instructions and necessary login details via email, Vince Live simplifies the onboarding process and enables users to get started with the software seamlessly.

The Users tab lists all registered users with the following columns:

Column Description
Full Name Name of the user
Email User’s registered email
Permissions Access level (Admin or User)
Active Indicates if user is currently active
Last Active Last login timestamp
Roles Number of assigned roles
Actions
  • Click the ⋮ icon for a user to:
    • Manage User: Edit their profile
    • Deactivate User: Revoke access

✏️ Managing a User

Click Manage User or the user row to open the user profile page.

Editable Fields
Field Description
First Name Required
Last Name Required
Email Required
M3 User Id Optional, for M3 integration
Phone Optional
Address Optional
Permissions Set to Admin or User
Roles Assign roles via dropdown
Tags Add metadata for internal categorization

To assign roles:

  • Use the Roles dropdown
  • Select from available roles (e.g. Group Creation 1, etc.)

After making changes, click Save.

➕ Adding a New User

  1. Click + Add User
  2. Fill in required fields: First Name, Last Name, Email
  3. Set permissions and assign roles
  4. Click Save

🧯 Deactivating a User

  1. Click the ⋮ next to a user
  2. Select Deactivate User
  3. Confirm deactivation

This disables the user but does not delete their data.

Tag Management & utilisation

📘 Overview

Tags are dynamic, user-specific identifiers that allow you to personalize and control access to workflows, dashboards, and automation behaviors. This guide outlines the complete lifecycle of tag creation, assignment, and usage within the platform — tailored for admins, developers, and end users.

Key Use Cases:

  • Personalizing workflow input dynamically
  • Conditional dashboard filtering
  • Enabling user-segmented automations

🔧 1. Creating & Assigning Tags

🔐 Accessing Tag Management

To access and assign tags:

  1. Click on Administration in the top navigation.
  2. Select Access Management from the dropdown.
  3. Navigate to the Users tab.
  4. Click on edit to open their profile.
  5. Go to the Tags section.
✍️ Creating a New Tag
  1. Click Add Tag.
  2. In the Tag Key field, enter a descriptive name.
    • Tag suggestions will auto-populate if existing tags match your input.
  3. Enter a Tag Value (string-based).
  4. Click Save to assign the tag to the user.
🔄 Managing Tags
Action Description
Edit name or Value Click the tag name or value to update it
Delete Tag Click the trash icon next to the tag.
Mandatory Fields Both Tag Key and Tag Value must be filled.

⚙️ 2. Using Tags in Workflows

Tags streamline the way inputs are dynamically handled during workflow execution — enabling role- or profile-specific automation logic.

🧩 Configuring Tag-Driven Inputs
  1. Go to your Workflow Editor.
  2. In any step that accepts an input source, click Source and choose From Tag.
  3. A dropdown appears with all available tags in your tenant.
  4. Select a tag (you can reuse the same tag for multiple input fields).
▶️ Executing the Workflow
Behavior Outcome
Tag Assigned Input field is auto-filled and disabled (not editable).
Tag Missing Error is shown next to the field, and the Execute button is disabled.
All Tags Present Execute is enabled and workflow runs normally.

🔔 Important: Only tags assigned to the logged-in user are used at runtime.

✅ Best Practices
  • Use consistent naming for Tag Keys (e.g., Warehouse, BusinessUnit, Region).
  • Assign tags during user onboarding to ensure downstream compatibility.
  • Avoid hardcoding input values when tag-based dynamic input is available.

🛡️ Roles

Roles define permission sets which are then assigned to users or API clients. Each role can be linked to multiple apps, resources, and permission levels (Read/Write/All).

📋 Role List Overview

From the Roles tab, you can:

  • View all existing roles
  • See how many users are linked to each role
  • See how many permissions each role contains
  • Check the active/inactive status of a role
  • Perform actions like Edit, Delete, or Deactivate
🧑‍🤝‍🧑 Users in Roles

Hovering over the number of users shows a tooltip with specific usernames linked to the role.

🔧 Editing a Role

Each role defines access to specific apps, resources, and resource names (such as specific workflows or users).

  • Use the dropdowns to assign:
    • App (e.g., Foundation)
    • Resource type (e.g., Workflow, User)
    • Resource name (e.g., Diwakar Export)
    • Permission (Read / Write / All)

You can also add multiple permissions to the same role:

🔑 API Clients

API clients are used to automate interactions with Vince Live via external systems. Each client is issued an ID and secret, and is assigned one or more roles that determine its access scope.

🔍 API Client Overview

From the API Clients tab, you can:

  • View all clients
  • See their descriptions
  • Check activation status
  • Edit or deactivate individual clients
⚙️ Editing API Client Roles

You can link one or more roles to an API client. This defines what that client can access programmatically.

🧼 Naming & Cleanup Best Practices

To ensure clarity and avoid duplicates:

  • Always review existing roles before creating new ones
  • Use clear naming conventions (e.g., team-resource-type)
  • Regularly audit and deactivate unused roles or clients

🔐 API Clients Detailed Guide

Securely connect external systems to Vince Live using access-controlled API clients.

✨ What Are API Clients?

API Clients in Vince Live allow you to programmatically interact with the platform — securely and with permission-based access.

Each client is:

  • Issued a Client ID and Secret
  • Assigned one or more roles
  • Used to authenticate workflows, integrations, or third-party tools via OAuth 2.0

🔑 Think of API Clients like service accounts: they represent non-human actors accessing Vince Live with specific permissions.

🧠 Why Use API Clients?

You should use API Clients when:

  • You’re building integrations with Vince Live from external tools or systems
  • You want to automate workflows without using personal login credentials
  • You need fine-grained access control over what your integrations can do

Examples:

  • Exporting users to Excel
  • Syncing data with external CRMs or ERPs
  • Triggering workflows from external services

✅ What You’ll Need

Before creating an API Client, make sure:

  • You have Admin access to Vince Live
  • You’ve defined at least one role with the appropriate permissions (e.g., access to Users, Tables, etc.)

🧭 Step-by-Step: Create and Use an API Client

1. Go to Access Management → API Clients

Click + Add API Client.

2. Fill in the fields:
Field Description Required
Name Unique name for your API client ✅ Yes
Description Short summary of its purpose Optional
Label Optional tag (e.g., “ERP Export”) Optional
Role(s) Assign one or more roles ✅ Yes

⚠️ You cannot create two API clients with the same name.

3. Click Save

Your API client will now appear in the list with an Active status.

🔑 Get the Client ID & Secret

  1. Click Edit on your newly created client
  2. Use the Copy icons to copy your:
    • Client ID
    • Client Secret

These will be used when authenticating via OAuth 2.0.

🛡️ Keep your Client Secret private — treat it like a password.

🔌 How to Use in a Connection

To use this API Client in a Workflow or integration:

1. Go to Connections

Click + Add Connection

2. Set the following fields:
Field Example Value
Auth Type OAuth
Client ID abcdef123456... (from API client)
Client Secret zyxwv987654... (from API client)
Grant Type client_credentials
Token URI https://api.vincelive.dev/oauth/token
Base URI https://api.vincelive.dev

Click Save. Your connection is now ready to use in REST API steps.

🔄 Use Case: Export Users via API Client Workflow

Let’s say you want to export users from Vince Live:

  1. Create API Client with read/Write/Full access to the Users module
  2. Create a Connection using the Client ID and Secret
  3. Build a Workflow with:
    • REST API step calling /users endpoint using the connection
    • Transform step to format the output
  4. Run the workflow and fetch the results to Excel or another system.

⚙️ Managing API Clients

✏️ Edit an API Client

You can update its name, description, or roles at any time.

🚫 Deactivate an API Client

Deactivated clients cannot authenticate or run workflows.

Useful when rotating credentials or revoking access.

🔁 Role Changes

If a role assigned to an API Client is deactivated, the client will lose access.

Workflows using that client may fail with 403 Forbidden errors.

🔍 Searching and Sorting

On the API Clients page, you can:

  • 🔍 Search by client name
  • 🔃 Sort by Name, Status, or Role
  • 🧩 Filter by Active or Inactive clients

🛠 Tips & Best Practices

  • ✅ Use one client per integration for better control
  • 🔐 Rotate secrets periodically and deactivate unused clients
  • 🧪 Test API clients using the REST API steps before going live
  • 📋 Document each client's purpose in the description

🧪 Frequently Asked Questions

Q: Can I create multiple clients with the same name?

A: No. API client names must be unique.

Q: What happens if I deactivate a client?

A: Any workflows using that client will fail to authenticate (401 error).

Q: Can I assign multiple roles to a client?

A: Yes. The client will inherit the combined permissions.

Q: Can I view or regenerate the secret later?

A: You can view and copy the secret anytime — but rotating is manual.

🧠 Notes

  • A user can have multiple roles, each of which grants access to different functions.
  • Tags are useful for filtering or grouping users by department, customer, or usage.
  • Always keep user permissions and activity under review for security.