Steps to configure an external credential vault in RPA Hub

  • Release version: Australia
  • Updated March 12, 2026
  • 3 minutes to read
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    Summary of Steps to Configure an External Credential Vault in RPA Hub

    This guide outlines the essential steps ServiceNow customers need to follow to configure and integrate an external credential vault within RPA Hub, specifically for the Australia release version. Proper configuration enables secure credential management and seamless access to external vaults like CyberArk, enhancing automation security and efficiency.

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    Step 1: Create and Configure a Subflow for External Credential Vault Integration

    • Create a subflow in Workflow Studio designed to interface with the external credential vault. Use the provided Demo CyberArk Subflow in your ServiceNow instance as a reference.
    • Ensure the subflow input type is JSON, accepting values from Robot Credential, Application Credential, or TOTP Authenticator fields. The expected JSON format includes keys appID and query.
    • Use REST or SOAP integration steps within the subflow to connect to the external credential vault.
    • Align the subflow output with the specified JSON schema, which includes a mandatory result object with status (success or failure), credential data (like username and sensitiveValue), or error details. This schema is validated by RPA GraphQL APIs to avoid errors.
    • Define JSON output named result in the subflow with the correct structure for success or failure responses, ensuring mandatory fields are populated.

    Step 2: Create an External Credential Vault Record

    Create an external credential vault record in RPA Hub to represent and manage the external vault connection. Reference the Demo CyberArk external credential vault record within your ServiceNow instance for guidance.

    Step 3: Establish Connection Using ServiceNow Connections and Credentials

    • Create an active connection record that links RPA Hub to your external vault, ensuring compliance with your organization's security policies.
    • Use connection and credential aliases consistent with your subflow configuration, such as the RPA CyberArk connection example.

    Step 4: Configure Robot/Application Credentials or TOTP Authenticator to Use External Vault

    • In the robot credential, application credential, or TOTP authenticator record, enable the External Credential checkbox.
    • Select the external credential vault record created earlier.
    • Populate the Subflow Input field with a valid JSON object containing necessary retrieval details (e.g., appID and query).
    • Refer to respective credential or authenticator creation documentation to correctly configure these fields.

    Key Outcomes

    • Securely integrate external credential vaults with RPA Hub, ensuring credentials are retrieved dynamically during automation execution.
    • Maintain consistent JSON schema compliance to avoid errors in credential retrieval and enhance API validation.
    • Leverage ServiceNow’s Connections and Credentials framework to manage vault connectivity aligned with organizational security standards.
    • Enable robot credentials, application credentials, and TOTP authenticators to utilize external vaults, improving credential management flexibility and security.

    Use this list of steps to guide you through all the tasks of configuring an external credential vault in RPA Hub.

    Complete all the tasks for a step before moving on to the next step.

    Do the steps in the order that they’re presented.

    Table 1. Steps to configure an external credential vault in RPA Hub
    Task Reference
    1. Create a subflow to integrate your external credential vault. For more information, see Create a subflow in Workflow Studio. For reference, see the sample Demo CyberArk Subflow in your ServiceNow instance.
    1.A. Verify that the subflow that you’re creating to integrate with the External Credential Vault, must have an input type as JSON.

    This input takes the value from the Subflow Input field of the Robot Credential, Application Credential, or Time-based One-time Password (TOTP) Authenticator.

    For example, the robot credential or application credential or TOTP authenticators that are using the Demo CyberArk external credential vault, must align with the following JSON format:

    { 
"appID" : "",
"query" : ""
}
    Populate values for appID and query.
    1.B. You can use the REST Step in the subflow to connect with the external credential vault. You can also use other integration steps such as SOAP. For more information, see .
    1.C. Verify that the output of your subflow must be aligned with the following JSON schema.
    {
    "$schema": "http://json-schema.org/draft-07/schema#",
    "type": "object",
    "properties": {
        "result": {
            "type": "object",
            "properties": {
                "status": {
                    "type": "string",
                    "enum": ["success", "failure"]
                },
                "data": {
                    "type": "object",
                    "properties": {
                        "username": {
                            "type": "string"
                        },
                        "sensitiveValue": {
                            "type": "string"
                        },
                        "additionalData": {
                            "type": "object"
                        }
                    },
                    "required": ["sensitiveValue"]
                },
                "error": {
                    "type": "object",
                    "properties": {
                        "errorType": {
                            "type": "string"
                        },
                        "errorMessage": {
                            "type": "string"
                        },
                        "additionalErrorData": {
                            "type": "object"
                        }
                    },
                    "required": ["errorMessage"]
                }
            },
            "required": ["status"]
        }
    },
    "required": ["result"]
};
    		 This schema is used by the Robotic Process Automation (RPA) GraphQL APIs to validate the subflow output. If the output isn’t aligned with this schema, an error is encountered.

    Error Message: The JSON received from the subflow deviates from the expected JSON schema. Rectify the JSON structure by aligning it with the specified schema in the documentation.
    1.D. You can align with the expected JSON schema (mentioned in 1.C) by defining a JSON output with the name 'result' for the Subflow. For success status, this result output must be assigned with a JSON object of the following structure. Populate values for the keys defined in the JSON. The status and sensitiveValue keys are required.
    {
  "status": "success", //Mandatory
  "data": {
    "username": "",
    "sensitiveValue": "" //Mandatory
    "additionalData": {}
  }
}

    For failure status, this result output must be assigned with a JSON object of the following structure. Populate values for the keys defined in the JSON. The status and errorMessage keys are required.

    {
  "status": "failure", //Mandatory
  "error": {
    "errorType": "",
    "errorMessage": "", //Mandatory
     "additionalErrorData": {}
  }
}
    2. Create an external credential vault record. For more information, see Create an external credential vault record in RPA Hub. For reference, see the sample Demo CyberArk external credential vault in your ServiceNow instance.
    3. Establish a connection with an external credential vault by using the ServiceNow Connections and Credentials. For more information about creating an active connection, see .

    While configuring the connection record, verify to align with your organizational security requirements.

    		 For reference, see the sample Demo CyberArk Subflow that uses RPA CyberArk connection and credential alias.

    Create a connection record in this connection and credential alias to establish connection with your CyberArk external vault.
    4. To use the external credential vault record, that you created in step 2, navigate to either robot credential, application credential, or TOTP authenticator and select the External Credential check box.

    Also, select a record in the External Credential Vault field and populate the Subflow Input field with a valid JSON object. The JSON must contain the necessary information for retrieving credentials from the external credential vault.

    		 For more information about configuring these fields, see Create a robot credential in RPA Hub, Create an application credential in RPA Hub, and Create a TOTP authenticator in RPA Hub.