This article explains how team can use the Shared Password Vault feature in the Swif Web App to centrally manage credentials (usernames/passwords/secrets) that are shared with team members via the Swif browser extension.
Shared Password Vault let you:
Store credentials for apps that multiple people need to use
Control which devices and device groups can access each shared password
Keep visibility and control in one place, while the extension auto-fills for end users
Who can use Shared Password Vault?
Shared Password Vault in the Web App are only available when:
Your organization has the Shared Password Vault feature enabled, and
The device has Swif's browser extension deployed
If you don’t see Shared Password Vault:
The feature might not be enabled for your workspace.
Contact your Swif admin or Swif support if you believe you should have access.
Where to find Shared Password Vault
Log in to the Swif Web App.
Navigate to Settings → Team → Shared Password Vault.
Depending on your current data, you’ll see:
A list of existing shared passwords, or
An empty state prompting you to add your first shared password vault.
The list shows key details such as:
Site (e.g.,
example.com)Username/Email
Optional labels/tags
A devices / device groups column or icon with a tooltip (scope of sharing)
Row actions such as Edit and Delete
A search bar at the top lets you quickly find shared passwords by site or username/email.
How device & device-group sharing works
Each shared password is scoped to specific devices and/or device groups. Only those devices (running the Swif browser extension) will be able to access and use the shared credentials.
Key behavior:
Only active Desktop and Laptop devices are eligible.
Accessories/peripherals and inactive devices are never included in the picker or tooltip.
In the UI:
You pick devices/device groups when you Add or Edit a shared password vault.
In the list, hovering over the device/device-group icon or column opens a tooltip that shows:
The names of the devices
The names of the device groups
Long lists are handled gracefully (scrollable region or “+N more” pattern, depending on design).
If a shared password is not yet assigned to any devices/device groups, the tooltip shows an appropriate “not yet shared” message.
Add a Shared Password Vault
To create a new shared password:
Go to Settings → Team → Shared Password Vault.
Click Add Shared Password.
A modal (dialog) opens with fields similar to the Swif browser extension shared-account form:
Site – The website or application this account is for
Examples of valid values:
www.test.com,aaa.com,okta.company.comYou do not have to include
http://orhttps://.
Username/Email – The login username or email address
Password/Secret – The password or secret
Masked by default, with a show/hide toggle
Optional Labels/Tags – For categorization (e.g.,
Finance,HR,Engineering)Device / Device Group scope controls – To choose which devices and/or device groups can use this shared password
Validation rules
Required fields (such as Site, Username/Email, Password/Secret) must be filled.
The Site field accepts common domain formats and aligns with the same validation used in Swif’s Okta form.
If any required field is invalid:
The Save/Create button is disabled or triggers clear inline validation messages by field.
No generic top-of-page error is shown for simple validation issues; errors are field-level.
Saving the account
Fill in all required fields and choose the appropriate devices/device groups.
Click Save or Create.
What happens:
The button enters a loading/disabled state while Swif saves the account.
On success:
The modal automatically closes.
The Shared Password list refreshes without a full page reload, and your new account appears in the list with:
Correct site
Username/email
Labels/tags
Correct devices/device groups in the tooltip
If the create API fails, a generic error banner/toast appears, and the modal remains open so you can try again.
View device / device-group scope (tooltip)
In the Shared Password list:
Locate the account you’re interested in.
Hover over the devices / device-groups icon or column.
You’ll see a tooltip that:
Lists device names and device group names provided by the backend
Handles long lists via scroll or “+N more” style patterns
Shows a suitable “not yet shared to any devices/device groups” message if empty
Never includes accessories or inactive devices, since those are filtered out
This tooltip behavior is available in both:
The main list view
The Add/Edit modals wherever scope is displayed
Edit a Shared Password Vault
To update an existing shared password:
Go to Settings → Team → Shared Password Vault.
Find the account you want to change.
Use the Edit row action (for example, a context menu or button on the row).
This opens the Edit Shared Password Vault modal:
All fields are pre-filled with the account’s current data:
Site
Username/Email
Password/Secret (following security considerations)
Labels/tags
Device/device-group scope
Any read-only fields (if defined in the design) appear as non-editable but still show their values.
A brief loading state may appear while full details are fetched, without an empty flicker.
Update and save
Make your changes (for example, update the site, username/email, or devices/device groups).
Click Save/Update.
Behavior:
The button shows a loading/disabled state while the update is submitted.
On success:
The modal closes.
The list row updates immediately to show the new data, including updated tooltip content.
Reopening Edit shows the new values (no reversion).
If the update fails:
You’ll see inline field-level errors where relevant, and
A general toast/banner for network/server errors.
Delete a Shared Password Vault
To permanently remove a shared password and its credentials:
Go to Settings → Team → Shared Password Vault.
Use the Delete row action for the account you want to remove.
A confirmation dialog appears explaining that the shared password and its credentials will be removed.
Confirm the deletion.
After confirming:
Swif calls the delete API; the confirm button shows a loading state until completed.
On success:
The row is removed from the list without a full page refresh.
On error:
A toast/banner appears to indicate the failure.
The row remains in the list so you can retry later.
Search and filter Shared Password Vault
On the Shared Password Vault page, you can:
Use the search bar to look up accounts by:
Site (e.g.,
slack.com)Username/Email
The placeholder text in the search bar reflects the final product copy.
Search behavior:
The list filters to items whose site or username/email matches your query.
There are no duplicate rows; it simply narrows the list.
Clearing the search restores the full list.
Searching does not affect device filtering logic:
Device pickers and tooltips still only show active Desktop/Laptop devices.
Accessibility & localization
The Shared Password Vault UI follows Swif’s standard accessibility and localization practices:
Fully keyboard navigable:
Forms, tables, modals, and tooltips can be reached and operated via keyboard.
Proper focus management:
Focus moves into modals when they open and returns appropriately when they close.
Appropriate ARIA attributes are applied for:
Modal dialogs
Tooltips
All user-facing text is integrated with Swif’s internationalization (i18n) system, so content can be localized for your language.