Orchestrator user guide

DELIVERY:

Last updated Apr 22, 2025

Managing Assets in Orchestrator

Creating Assets

In the Assets page, click Add. The Add Asset window is displayed.
In the Asset name field, enter a name for the asset.
From the Type list, select the type of asset you want to create.
Add a Description of the asset.
From the Credential Store list, select where this asset is stored from any of your defined credential stores.
Use the Global Value toggle to indicate whether this asset has a default value (used when no specific per-account/per-account-machine value exists).
- If enabled, in the Value field, type what the asset should contain. If the asset type is boolean, select True or False, and if it is a credential enter the Username and Password.
- If disabled, you must provide at least one account-specific asset value.
Use the Add robot asset value button to create the per-account or per-account-machine asset values desired.

Click Create. The asset is created and displayed on the Assets page.

Note:

Once an asset is created, you cannot change the asset type.
If you create global-value credential assets with the same Orchestrator name and the same external name in multiple Orchestrator folders, these assets point to a single object in the credential store. Therefore, any change you make to the asset in one of the Orchestrator folders affects all the identically named assets in the other Orchestrator folders.

To avoid accidental changes to identically named credential assets across Orchestrator folders, use a different external name for the asset in each folder. This ensures that the assets point to different objects in the credential store.

Field	Description
Asset name	A custom name for the asset to help you identify it easily. Cannot exceed 256 characters.
Type	The type of the asset. The following options are available: Text - assets that can store string values. This is the default option. Bool - assets that can store a true or false value. If you select this option, the Value field displays two radio buttons (True,False). Integer - assets that can store integers. Credential - assets that can store credentials. If you select this option the Value field is replaced by two others: Username and Password.
Credential Store	Available only when adding credential assets. The credential store where the asset will be saved, whether the native Orchestrator database or any of your created external stores.
External Name	Available only when adding credential assets to a CyberArk credential store. The name of the asset to be used when communicating with CyberArk®.
Global Value	An asset with a global value asset is received by all accounts, except those with specific asset values (defined using the Add robot asset value button). When this option is enabled, you must fill in the global value that is received by accounts: For Bool assets, two radio buttons, True and False, are displayed. By default, False is selected. For Credential assets the Username and Password fields are enabled. Both these fields have to be filled in. For text assets, this field allows for up to 1.000.000 characters.
Add robot asset value	Enables you to add specific asset values on a machine or account-machine basis. When not using the Global Value option, you must configure at least one specific value. If a global value is provided, adding specific values is optional. For Bool assets, two radio buttons, True and False, are displayed. By default, False is selected. For Credential assets the Username and Password fields are enabled. Both these fields have to be filled in. For text assets, this field allows for up to 1,000,000 characters.

Managing Asset Links

Sharing assets between folders enables launching jobs in multiple folders without redesigning your workflows in Studio when the underlying processes are targeting the same asset. Linking an asset to a folder makes the asset and all asset-associated objects, such as asset items, available in that folder.

Important: You can only share assets with global values and no specific value per account. You cannot share assets with values per account between folders.

Note:

An asset linked to multiple folders is marked using the icon. If the icon is not present, then the current folder is the only folder the asset resides in. Deleting it here completely removes the asset from Orchestrator.

You need the Assets - Create permission in the folders where you want to add the asset (target folders) and Assets - View in the folder where the asset currently resides (original folder). If you have Assets - Edit in the target folder, you also require Assets - Edit in the original folder.

Linking Multiple Assets to the Current Folder

In the folder you want to link an asset to, on the Assets page, click Add. Three buttons are displayed allowing you to add an asset, link assets from other folders, or hide the options.
Click Link Assets From Other Folders. The Link Assets window is displayed showing a list of all assets in the folders in which you have View permissions on Assets.
On the Select Assets section, select one or multiple assets from the list.
Click Continue. You are directed to the Folder Validation section. Here you can see the folders the assets are already linked to. If there are multiple folders, the number is displayed. Hover over it to see the folder names.
Click Remove for the corresponding asset to revert the change or click Exit to cancel the operation.
Click Link if you want to make the link between the assets you selected and the current folder. The assets are displayed on the Assets page.

Linking an Asset to Multiple Folders

Navigate to a folder the asset to be linked resides in.
Click More Actions > Manage Links for the desired asset to open the Manage Links window. The Manage Asset Links window is displayed.
Click Update. A confirmation window is displayed.
Click Cancel if you want to abort the changes or Continue for the changes to take effect. The operations are now reflected in Orchestrator according to your changes.

Unlinking Assets From Folders

Unlinking assets from folders can be performed in a manner similar to the linking operation. Navigate to the link-management areas presented in the procedures above and remove the connections between a certain asset and a certain folder.

Alternatively, you can remove an asset using the Remove functionality.

Important: Removing an asset that exists in multiple folders only removes it from the folder where the removal operation takes place, it does not remove it from the other folders as well. In order to completely delete an asset, you must remove all its existing links.

Editing Assets

To edit an asset, click More Actions > Edit button, make the necessary changes and click Update in the Update Asset window. Only the asset value and name can be edited. All changes are audited and can be viewed on the Audit page. If you change the username of a credential asset, you have to also change the password.

Adding Tags to Assets

Note:

You need Edit on Assets and View on Tags to add existing tags to assets.

You need Edit on Assets and Create on Tags to add new tags to assets.

Note:

Each asset can have a maximum of one million key/value pairs.
Labels and key/value properties are limited to 256 characters.
Tag names can't contain these characters: <, >, %, &, \)\), ?, /, :.

You can apply tags to a asset either when creating one or editing an existing one. To add tags to a asset when editing it, follow these steps:

From the Assets page, click More Actions > Edit next to the desired asset. The asset is opened for editing.
On the Labels field, start typing the name of the label. You can choose an existing label or create a new one.
On the Properties (key-value pairs) field, click Add new.
Add new keys and values. You can choose existing keys and/or values or you can create new ones.
When done, click Update. Your asset is updated and the newly created tags, if any, become available for other objects.

Removing Tags From Assets

To remove tags from a asset, follow these steps:

From the Assets page, click More Actions > Edit next to the desired asset. The asset is opened for editing.
On the Labels field, click the X adjacent to the name of the label to remove it. The label is removed.
On the Properties (key-value pairs) field, click the X adjacent to the keys and/or values to remove them. The keys and/or values are removed.
To delete a key/value pair click the Remove icon corresponding to that entry. The key/value pair is removed.
When done, click Update. Your asset is updated and tags are removed.