SSO (Saved Passwords) Apps: Managing Credentials

This article contains the following:
1.  Managing Credentials
2. Manual input from user at first login
3. Matching Credentials
4. Custom Credentials
5. Uploading Credentials

Read SSO (Saved Passwords) Apps: Overview & Setup  first to learn how to add Saved Passwords applications to your Clever Portal!

Managing Credentials

Once an application has been added in your Clever district dashboard > Request Applications page, the next step is to input username and password information for your users to log into the Saved Passwords application. You can manage credentials by navigating to the 'Settings' tab of the specific application's Manage Credentials page. This article will go over multiple options for setting up your users' credentials for the specified application.

Manual input from user at first login

By default, we will request that users enter their credentials manually the first time. After the first time, they will be automatically logged into their application with one click.

Matching Credentials

If usernames and passwords can be found in your SIS information, you can select which field this information is contained in by selecting the drop down menu.  The field options are as follows:

• District username, district password, date of birth, email, SIS ID, student number & state ID

Custom Credentials

To match the usernames/passwords created outside of Clever for Saved Passwords applications, you can use the "Custom" option in the dropdown and use a formula from below. 

Available fields: 

• {{credentials.district_username}} = username from SIS sync
• {{credentials.district_password}} = password from SIS sync
• {{name.first}} = first name from SIS sync
• {{name.last}} = last name from SIS sync
• {{email}} = email from SIS sync
• {{student_number}} = student number from SIS sync
• {{_id}} = Clever ID 
• {{sis_id}} = SIS ID from SIS sync (student_id, teacher_id, staff_id)
• {{graduation_year}} = graduation year from SIS sync
• {{dob}} = birthday from SIS sync
  

Uploading Credentials

When a user's credentials are uploaded via CSV, they will not be asked to log in the first time they access the application through Clever. If a user is not included in the credentials upload, the expected behavior is they will be prompted to manually enter their credentials at their first login, and then will be automatically logged in each time thereafter.

Method 1: Upload via Clever 

You can securely upload credentials directly from the 'Settings' tab of the specific application's Manage Credentials page. To do so, first select Manual upload from .csv as the username and password which will enable a web upload tool to upload your CSV file.



Upload the file and select Save. We have also provided a downloadable template for reference.

Method 2: SFTP Upload

You can upload user credentials via the Credentials SFTP server. Files should be in the form of students.csv, teachers.csv, or staff.csv and uploaded to the appropriate folder for the application (e.g. /career-cruising). See tips to format your files to successfully upload credentials, or download template files.

The username and password of your Credentials SFTP connection are the same as for your SIS sync SFTP connection, and can be found under the Sync Settings:

For more information on the tools that you can use to access and upload files to your credentials SFTP server, please see this Help Center article: What are some recommended tools for SFTP syncs?

Formatting Credentials Uploads

Saved Passwords applications in the Clever Portal accept three files for setup: students.csv, teachers.csv, and staff.csv. Please find specification on formatting below.

Separate setup files are required for every Saved Passwords application, even if the credentials used are the same for all applications.

Generic specifications for students.csv

Generic specifications for teachers.csv

Generic specifications for staff.csv

Uploading credentials: special cases

Some applications require more than just a username and password. For example, the application may require a school code or a pin number. For these applications, you will need to include an additional column in your credential upload. The required fields will be reflected on the 'Upload Credentials' page and will look something like this:

You will also use an extra column when your users sign into an application from multiple URLs (i.e. URLs that are unique for each school in a district).

Troubleshooting upload issues

Once you upload credentials, you'll receive a confirmation email with a summary of your upload. If there are any issues, the email will also list the number of rows that could not be processed. Here are some of the most common issues that prevent rows from being processed and how to resolve them:

1. Missing data: All of the fields listed on the 'Upload Credentials' tab of an application are required. Double check that you're not missing any additional rows (see "Uploading Credentials: Special Cases" above) and that none of your rows have empty cells in them.
2. Incorrect user IDs: Each User ID must exactly match the SIS_ID of the user you are uploading credentials for. You can check each user's SIS_ID in your district dashboard > Support Tools > Data Browser.
   • Please note: Leading zeros (i.e. the "000" in "000123") do matter. If your users' SIS_IDs have leading zeros, make sure the zeros aren't getting stripped in your upload file.
3. Duplicate rows: Clever will only process the first set of credentials for each User ID. If a User ID is included in multiple rows, all rows past the first will be listed as errors.
4. Formatting errors: Sometimes simple formatting errors such as incorrect capitalization can cause errors. Make sure your headers match exactly what is listed on the 'Uploading Credentials' tab. Also, make sure you are saving the file as a CSV.

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