Administration

Table of Content

Administration

Manage users, roles, connections, and platform settings.

The Administration section is where your IT team configures and manages the Amantra platform. This includes user management, security, system configuration, integrations, and monitoring.

Access Required: Administration pages require the System Administrator role or specific administration permissions.

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Administration Sections

  • Identity & Access — Users, groups, roles, departments, tenants, SSO

  • Credential Vault — Securely store and manage credentials used by automations

  • Environments — Manage Development, Staging, and Production configs

  • Listeners — Configure event listeners (email, webhooks)

  • Integrations — Connect to third-party systems

  • System Configuration — Platform-wide settings

  • License Management — View and manage your Amantra license

  • Logs — Access, error, cron, and email logs

Administration Best Practices

Principle of Least Privilege

Grant users only the permissions they need for their role. Use role-based access control (RBAC) and review permissions quarterly.

Credential Rotation

Rotate credentials stored in the Credential Vault regularly. Amantra stores credentials encrypted — never expose raw credentials in workflow configurations.

Environment Separation

Keep Production workflows separate from Development. Test all new automations in Development before promoting to Production.

Audit Logs

Review the Audit Log regularly for unusual activity — unexpected logins, permission changes, or configuration modifications.

Identity & Access Management

Amantra uses Role-Based Access Control (RBAC) to ensure every user can only see and do what their role allows. This section covers users, groups, roles, departments, and SSO configuration.

Users

#### Adding a User

  1. Go to Administration → Identity & Access → Users.

  2. Click + Add User.

  3. Fill in:

  • First Name / Last Name — User’s full name

  • Email — Login email address

  • Username — Unique login identifier

  • Department — User’s organizational department

  • Role(s) — Permissions assigned to this user

  • Time Zone — User’s local timezone (affects timestamps)

  • Password — Initial password (user must change on first login)

  1. Click Create User. The user receives a welcome email.

#### Editing a User

Click on any user row to open their profile. Edit fields as needed and click Save.

#### Deactivating a User

Rather than deleting users (which would remove audit history), deactivate them:

  1. Open the user profile.

  2. Click Deactivate.

The user can no longer log in, but their history is preserved.

Roles

Roles define what a user is allowed to do in Amantra. Each role is a collection of permissions.

#### Built-In Roles

  • System Administrator — Full access to all platform features including Administration

  • Process Designer — Can create and edit workflows

  • Process Runner — Can run workflows but not edit them

  • Viewer — Read-only access to dashboards and reports

  • ITSM Agent — Can work on ITSM tickets

  • Agent Manager — Can configure and manage digital agents

#### Creating a Custom Role

  1. Go to Administration → Identity & Access → Roles.

  2. Click + New Role.

  3. Enter a name and description.

  4. Toggle permissions on/off for each module.

  5. Click Save.

#### Permission Structure

Permissions follow the pattern: module.feature.action

Examples:

  • Synapse.manage_and_design_Synapse.read — View workflows

  • Synapse.manage_and_design_Synapse.write — Create/edit workflows

  • administrator.users.write — Add/edit users

  • agentix.digital_agents.write — Create/manage agents

Groups

Groups are collections of users that you can assign work to collectively. When a task is assigned to a group, any member can pick it up.

  1. Go to Administration → Identity & Access → Groups.

  2. Click + New Group.

  3. Add members.

  4. Save.

Groups are used for ITSM ticket routing, workflow task assignment, and sharing dashboard access.

Departments

Departments organize users by organizational unit. They enable:

  • Filtering reports by department

  • Routing ITSM tickets to the correct department

  • Restricting service catalogue items to specific departments

Tenants

Amantra supports multi-tenancy — multiple isolated workspaces on the same platform. Each tenant has its own:

  • Users and roles

  • Workflows and agents

  • Data and configurations

Tenants are managed from Administration → Identity & Access → Tenants. Only the System Administrator can create or delete tenants.

Single Sign-On (SSO)

Amantra supports SAML 2.0 SSO integration.

#### Enabling SSO

  1. Go to Administration → SAML Configuration.

  2. Click + New Provider.

  3. Configure:

  • Provider Name — Your identity provider name (e.g., “Okta”, “Azure AD”)

  • Entity ID — Your IdP entity ID

  • SSO URL — Your IdP’s SAML endpoint

  • Certificate — Your IdP’s X.509 signing certificate

  1. Download the Amantra Service Provider metadata and provide it to your IdP.

  2. Click Activate.

Once active, users can log in via the Login with SSO button using their corporate credentials.

#### Syncing SSO Users

Click Sync Users to automatically import user accounts from your IdP into Amantra.

Credential Vault

The Credential Vault is Amantra’s secure, encrypted storage for all credentials used by your automations — API keys, passwords, connection strings, OAuth tokens, and certificates.

Why Use the Credential Vault?

  • Security — Credentials are encrypted at rest. Workflow configurations never contain raw credentials.

  • Centralized Management — Update a credential once, and all workflows using it pick up the change automatically.

  • Audit Trail — Every access to a credential is logged.

  • Role-Based Access — Control which users can view, edit, or use each credential.

Adding a Credential

  1. Go to Administration → Credential Vault.

  2. Click + New Credential.

  3. Select the credential type:

  • Username & Password — Username, Password

  • API Key — Key Name, Key Value

  • OAuth 2.0 — Client ID, Client Secret, Token URL, Scope

  • Connection String — Database connection string

  • SSH Key — Private key, passphrase

  • Certificate — Certificate file, private key

  • Custom — Define your own key-value pairs

  1. Fill in the required fields.

  2. Set Access Permissions — which roles or users can use this credential.

  3. Click Save.

Credential values are encrypted immediately on save and are never shown in the UI again (only masked).

Using Credentials in Workflows

In any activity that requires authentication (HTTP Request, database query, email send, etc.), click Select Credential and choose from the vault. The workflow engine injects the credential at runtime — the value is never stored in the workflow definition.

Rotating Credentials

When a credential needs to be updated (e.g., a password change or API key rotation):

  1. Open the credential in the vault.

  2. Click Edit.

  3. Enter the new value.

  4. Click Save.

All workflows using this credential will automatically use the new value on the next run — no workflow edits required.

Access Permissions

Credentials can be scoped to:

  • All users — Any user can use this credential in their workflows

  • Specific roles — Only users with the selected roles can use it

  • Specific users — Named users only

This ensures sensitive credentials (e.g., production database passwords) are not accessible in Development workflows.

Environments

Environments in Amantra allow you to maintain separate configurations for different stages of your automation lifecycle — Development, Staging, and Production.

What Is an Environment?

An environment is a named set of configuration variables that can change between deployment stages. Your workflows reference variables by name ({{env.API_ENDPOINT}}), so the same workflow runs correctly in any environment without modification.

Creating an Environment

  1. Go to Administration → Environment.

  2. Click + New Environment.

  3. Enter a name (e.g., “Production”).

  4. Add variables as key-value pairs.

  5. Click Save.

Environment Variables

Each variable has:

  • Key — The name used in workflows (e.g., API_ENDPOINT)

  • Value — The value for this environment

  • Sensitive — If checked, the value is masked (use for passwords, tokens)

Promoting Workflows

When a workflow is ready to move from Development to Production:

  1. Open the workflow.

  2. Click Deploy → Select Environment → Production.

  3. Amantra creates a snapshot of the workflow linked to the Production environment.

  4. Confirm deployment.

The Development version continues to exist and can be edited independently.

Listeners

Listeners are always-on monitors that watch for incoming events and trigger workflows when those events occur. Think of them as the “ears” of Amantra — constantly listening for signals from the outside world.

Listener Types

Based on the system configuration (as shown in the Edit Listener interface), the available listener types include AWS SQS, Incoming Email (IMAP), MySQL Polling Listener, and Kafka Consumer.

#### 1. AWS SQS Listener

Monitors an Amazon Simple Queue Service (SQS) queue and triggers workflows when messages arrive.

  • Listener Name — Identifier for this listener (e.g., AI RCA Listener)

  • Listener Type — Select the monitoring source (e.g., AWS SQS, Incoming Email (IMAP), MySQL Polling Listener, Kafka Consumer)

  • SQS Connection — Select the configured AWS SQS connection

  • SQS Queue URL — The endpoint URL of your SQS queue

  • Max Messages (1–10) — Maximum number of messages to retrieve in a batch

  • Wait Time Seconds (1–20) — Long-polling wait time for messages

  • Delete after receive — Checkbox to automatically delete messages from the queue once received

  • Trigger Synapse When — Filter logic option: ALL match (AND) or ANY match (OR)

  • Filter Condition — Rule definition (e.g., level equals ERROR)

#### 2. Incoming Email (IMAP) Listener

Monitors an email inbox via IMAP and triggers workflows when emails arrive matching specified criteria.

Configuration Fields:

  • Name: Identifier for this listener

  • Email Account: Which configured email account to monitor

  • Check Interval: How often to check for new emails (e.g., every 5 minutes)

  • Filters: Sender, subject contains, has attachment, etc.

  • Target Workflow: Which workflow to trigger on match

  • Variable Mapping: Map email fields (sender, subject, body, attachments) to workflow variables

#### 3. MySQL Polling Listener

Polls a connected MySQL database table at defined intervals to detect new or updated records and trigger workflows.

#### 4. Kafka Consumer Listener

Consumes messages from an Apache Kafka topic stream in real-time to trigger automated workflows.

Managing Listeners

From Administration → Listeners, you can:

  • View all configured listeners and their status (Active / Paused)

  • See last trigger time and trigger count

  • Pause a listener (stop processing without deleting)

  • Delete a listener

  • View logs of recent trigger events

Listener Logs

For each listener, view a log of recent triggers:

  • Timestamp

  • What matched (e.g., email subject)

  • Which workflow was triggered

  • Trigger outcome (success / failure)

Integrations

Amantra connects to a wide range of enterprise systems and cloud services. Integrations are configured once in Administration and are then available to all workflows and agents across the platform.

Available Integrations

#### Email & Communication

  • SMTP / Exchange — Send emails from workflows

  • Microsoft Teams — Post messages and notifications to Teams channels

  • Twilio — Send SMS and make voice calls

  • WhatsApp Business — Send WhatsApp messages to customers

#### Cloud Storage & Productivity

  • Microsoft SharePoint — Read/write documents, trigger on file changes

  • Google Drive — Read/write documents and spreadsheets

  • Microsoft OneDrive — File storage and retrieval

#### CRM & Business Applications

  • ServiceNow — Create/update incidents and service requests

#### Identity & Access

  • SAML 2.0 — SSO with Okta, Azure AD, ADFS, and others

  • Microsoft Azure AD — User sync, authentication

#### AI & LLMs

  • OpenAI — GPT models for text generation and analysis

  • Azure OpenAI — Enterprise OpenAI via Microsoft Azure

  • Custom LLM — Connect any OpenAI-compatible API endpoint

Configuring an Integration

  1. Go to Administration → Integration Services.

  2. Click the integration you want to configure.

  3. Fill in the required credentials and settings.

  4. Click Test Connection to verify.

  5. Click Save.

Once configured, the integration is available as a credential or connection option in workflows.

MCP Orbit — Tool Protocol Integration

Amantra supports the Model Context Protocol (MCP) standard, enabling digital agents to dynamically discover and use tools from MCP-compatible servers. See Connections → MCP Orbit for details.

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System Configuration

System Configuration contains platform-wide settings that apply to all users, tenants, and automations.

Access Required: System Administrator role.

General Settings

  • Platform Name — The name shown in the browser tab and UI header

  • Default Timezone — Used for scheduling when no user timezone is set

  • Date Format — Default date display format (DD/MM/YYYY, MM/DD/YYYY, etc.)

  • Session Timeout — How long before inactive user sessions expire (minutes)

  • Max File Upload Size — Maximum file size for document uploads

  • Maintenance Mode — Put the platform in maintenance mode (blocks all logins except admin)

Email Configuration (SMTP)

Configure the outbound email server used for:

  • User welcome and password reset emails

  • Workflow-generated emails

  • System alerts and notifications

  • SMTP Host — Mail server hostname

  • Port — SMTP port (typically 587 or 465)

  • Username — Authentication username

  • Password — Authentication password (stored in Credential Vault)

  • From Address — The “From” email address for outgoing mail

  • Encryption — TLS, SSL, or None

Click Test Email to send a test message and verify configuration.

Security Settings

  • Minimum Password Length — Minimum characters required in a password

  • Password Complexity — Require uppercase, numbers, special characters

  • Password Expiry — Force password change every N days

  • Max Failed Login Attempts — Lock account after N failed attempts

  • MFA Required — Require multi-factor authentication for all users

  • IP Allowlist — Restrict platform access to specific IP ranges

Notification Settings

Configure where and how system alerts are sent:

  • Email recipients for critical errors

  • Slack/Teams webhook for system alerts

  • Alert thresholds (e.g., alert if execution failure rate exceeds 10%)

Document Management System (DMS)

Configure where Amantra stores documents (uploads, IDP outputs, report exports):

  • Local storage — On the Amantra server (default)

  • SharePoint — Store in a configured SharePoint library

  • Google Drive — Store in a configured Google Drive folder

  • S3-compatible — Store in any S3-compatible object storage

License Management

Amantra is licensed software. A valid license is required to use the platform. This section covers how to activate, view, and manage your license.

License Details

Go to Administration → License to see your current license status:

  • Organization — Licensed organization name

  • License Type — Standard / Professional / Enterprise

  • Valid From — License start date

  • Valid Until — License expiry date

  • Status — Active / Expiring Soon / Expired

  • Licensed Modules — Which platform modules are included

  • User Limit — Maximum number of active users

  • Execution Limit — Maximum workflow executions per month

  • Agent Limit — Maximum concurrent digital agents

Activating a License

If you have a new license key:

  1. Go to Administration → License.

  2. Click Import License.

  3. Upload the license file provided by Amantra.

  4. Click Activate.

Alternatively, if your server has internet access, you can activate online:

  1. Click Activate Online.

  2. Enter your activation code.

  3. Click Activate.

License Renewal

Amantra sends automatic email notifications:

  • 60 days before expiry — Renewal reminder

  • 30 days before expiry — Urgent renewal reminder

  • 7 days before expiry — Critical reminder

Contact sales@amantra.com or your account manager to renew.

What Happens When a License Expires?

When a license expires:

  • All active executions complete normally.

  • No new executions can be started.

  • Read-only access to all data is maintained.

  • Administration functions remain accessible.

  • Renew the license to restore full functionality.

Logs

Amantra maintains comprehensive logs of all system activity. Logs are essential for troubleshooting, security auditing, and compliance.

Log Types

#### Access Logs

Records all user logins, logouts, and failed login attempts.

  • User — Who performed the action

  • Action — Login, Logout, Failed Login

  • Timestamp — When it occurred

  • IP Address — Client IP address

  • User Agent — Browser/client information

Use for: Security auditing, detecting unauthorized access attempts.

#### Error Logs

Records application errors — failed API calls, database errors, workflow engine exceptions.

  • Severity — Error, Warning, Info

  • Message — Error description

  • Stack Trace — Technical details for debugging

  • Timestamp — When the error occurred

  • Related Resource — Workflow, agent, or user associated with the error

Use for: Diagnosing platform issues and workflow failures.

#### Cron Logs

Records all scheduled task executions — when they ran, whether they succeeded, and how long they took.

Use for: Verifying that scheduled workflows run as expected.

#### Email Logs

Records all outbound emails sent by the platform — delivery status, recipient, subject, and timestamp.

Use for: Confirming that notification and workflow emails were sent successfully. Diagnosing email delivery failures.

Viewing Logs

Go to Administration → Logs and select the log type from the tabs. Filter logs by:

  • Date range

  • Severity (Error / Warning / Info)

  • User

  • Keyword search

Log Retention

By default, logs are retained for 90 days. Configure the retention period in System Configuration.

To export logs for long-term archival:

  1. Apply date range filters.

  2. Click Export → CSV or Export → JSON.

Real-Time Log Streaming

For live debugging, click Live View in the Error Logs tab to stream log entries in real time as they occur.

Insights & Reports

Insights & Reports

Connections

Connections