Passwords Inquiry Overview
The SapphireOne Password Inquiry function allows for the storing of passwords for any Asset within SapphireOne. Access to passwords are restricted at several levels within SapphireOne.
This Password function is also accessible from the Inquiry Palette menu within SapphireOne Main Toolbar and is identical with the Password Inquiry in Assets Mode documented here. The Password Inquiry function will display a list of all Passwords already stored in SapphireOne.
To create a new Password for an Asset, simply go to the main toolbar and select the 
New icon, or type shortcut ‘command/ctrl N’, and enter your new Password details as seen below. To save a completed Password go to the main toolbar and select the 
Green tick icon.
In SapphireOne, all inquiry screens provide the option for customisation of the displayed item list. The feature, called Custom Inquiry, lets users choose the data fields to be shown and the sequence of data columns across the screen. The user can save infinite custom views. While a client list is used as an example to follow, any inquiry type can be customised in SapphireOne.
The Standard Inquiry Screen
The Standard Inquiry Screen in SapphireOne provides a foundational view of data, presenting a set of column fields for each record. This screen is designed to offer a straightforward and efficient way to access and review essential information.
The list above represents the standard inquiry list, displaying a fundamental set of data fields for each client record and includes two buttons as follows:
- Swap to Custom Inquiry – When the user selects the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Inquiry Screen, which is documented below.
- Show/Hide Audit Lines – Toggle the Audit lines panel open. This panel will display at the bottom of the Inquiry screen, benefiting workflow by providing an immediate view of the critical details for a selected line.
The Custom Inquiry Screen
When the user selects the ‘Swap to Custom Inquiry’ button from the Standard Inquiry, SapphireOne will display the default Custom Inquiry Screen, as shown below. This screen provides the user with a customisable view of the data set, which is maintained per user and for each particular inquiry.
The options available from the Custom Inquiry Screen are as follows:
- Swap to Standard Inquiry – Return the view to a standard Inquiry.
- Method List Box – This list box, in conjunction with the adjacent operator list box, allows for calculations to be performed across all rows of the displayed data. The results are displayed adjacent to the operator list box.
- Operator List Box – Select an operator to apply to the method selected using the method list box.
- Setup Button – The Setup button will open a modal screen with functionality to customise the Custom Inquiry, as documented in the following section.
- Export Button – Open the data set in CSV format in the devices default spreadsheet application.
The Custom Inquiry Setup Screen
The Custom Inquiry setup screen allows for the customisation of the data view, which is maintained per user and for each particular inquiry. Once the user has customised the Custom Inquiry screen, the screen view will be maintained in subsequent sessions and is unique to the current user account. This screen also provides the option to select and save an unlimited number of custom views per user.
The Custom Inquiry setup screen provides the following functionality:
- Favourite Sets – This option enables the user to save a custom-created screen for future use. For instance, the user can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.
- Row Height – Adjust the table row height to the users preference.
- Show Related Record – This option allows the user to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, the user can select a related record, and a view of that related record for the chosen entry will be displayed for that currently selected record. The user will need to select the fields to be displayed.
- Reset to Default – Reset the display to the default view configuration as established by SapphireOne.
The Custom Inquiry setup screen provides the user with two main options for organising the data displayed:
- To remove or relocate a column – Right-click on the column lines and choose from Delete, Move Left, or Move Right.
- To add a column – Locate the desired data set in the list and double-click on it to add it to the custom view as a new column. Edit the location as described above if required. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.
Customising inquiry screens in SapphireOne allows for a tailored data view that meets the users specific needs. By leveraging the Custom Inquiry feature, the user can enhance their workflow efficiency and ensure that critical information is readily accessible.
Details Page
Password Area
- Sequence – SapphireOne will automatically create a unique sequence number for the Password Inquiry.
- Full Name – Enter the description of the Asset or Service that the Password is being created for.
- User Name – Enter the chosen username to be used when logging in to SapphireOne.
- Password – Enter the chosen password. To update the password there are three options.
- Re-open the password and directly re-enter the new password here.
- Highlight this password record and select the Change Password Sapphire Tool.
- Highlight this password record and select the Password Update Sapphire Tool.
- Activated – This area displays the date the password was created and activated. Select the underlined heading to select the date within the SapphireOne Calendar.
- Deactivated – This area displays the date the password was deactivated. Select the underlined heading to select the date within the SapphireOne Calendar.
- Level – This refers to the Password level which is controlled by the Organisation Chart within SapphireOne. Password levels are set within the Organisational Chart.
- Change Button – The Change button allows you to change which level within the organisation chart you would like the password to be access by. For example, ‘CEO Only’ would only allow the CEO level to view the password.
- Created – This area displays the date the Password Inquiry was created and the SapphireOne user who created it.
- Modified – This area displays the date the Password Inquiry was last modified or reviewed and the SapphireOne user who made changes.
- Private Checkbox – If the Private checkbox is selected only System Administrators and the User who created the Password record will be able to view or modify the record.
- Active Checkbox – Initially the Active checkbox will be selected enabling the record to be displayed in the list when a Password Inquiry is executed. If the password record is no longer required, it may be de-selected and the record will no longer be displayed in the list.
Links Area
The Links area is where the passwords linking information is stored.
All of the data entry fields have a light blue background so that if the user does not know the exact ID the ‘@’ and ‘?’ symbols may be entered and used to search. All data entry fields that have a light blue back ground are linked to an associated Master Table.
Company, Vendor, Client and Location are all linked accordingly. However, Hardware, Software and Service are all linked to the Asset Inquiry’s Master Table.
If you do not enter in the exact ID for any of the above, you will be prompted to create a new item. If you do create the new item here and enter in a password for it, when you save the password here you should go to the associated inquiry and check to see if all the newly created Asset details have been entered correctly.
Notes Area
Any Notes that are required may be entered in this area. The user can select the Green Clock 
Icon to add a Time and Date stamp to the Notes. The user also has the ability to highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to their preference.
Log Area
For security purposes the Log area keeps an automatic time and date stamped record of every time a SapphireOne user views or modifies a password.
Passwords Inquiry History Page
The History Page displays a full historical record of all changes made to the password.
