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Service account setup

Create a service account so the workflow engine has a dedicated identity to run scheduled triggers as. For organization admins setting up workflows for the first time, or rotating the service account used by workflows.

What a service account is

A service account is a non-human identity inside your organization. It has admin-level API access, no interactive login, and is scoped to the organization it was created in. The workflow engine runs scheduled triggers "as" this identity so every execution has a stable, non-personal owner — even when people join, leave, or change roles.

Create a service account

  1. Go to Admin → Settings → Service Accounts.
  2. Click Add.
  3. Enter a Name. Pick something obvious like Workflows so future admins can tell at a glance what it's for.
  4. Leave Enable Basic Authentication off. That option is for external systems that need HTTP Basic Auth against this account — the workflow engine doesn't.
  5. Click Save. You're taken to the account's edit page and see a "Service account successfully added!" toast.

[SCREENSHOT] The Add service account form with "Workflows" typed into the Name field and the "Enable Basic Authentication" checkbox unchecked. The description card on the right explains what service accounts are for.

Use it with the workflow engine

  1. Go to Admin → Settings → Workflows.
  2. Open the Execution Service Account dropdown — your new account is in the list by name.
  3. Pick it and click Save.

For the full walkthrough of the Workflow Engine settings page, see Enable workflows for your org.

Account keys (optional)

You don't need a key for the workflow engine. The engine identifies the account by its internal ID, not a key or secret. Keys are only for external callers — scripts, CI pipelines, or anything outside Neowit that needs to authenticate as this account against the API.

If you do need one:

  • On the account's edit page, scroll to Account Keys and click Add.
  • A Created Key Details modal opens with three fields: Account Id, Key Id, and Secret.
  • Copy the secret immediately. The modal's warning reads: "Please copy and save the secret below, as it will not be shown again." Once you close the modal, the secret is gone from the UI forever.
  • You can create multiple keys per account and delete individual keys at any time from the same list.

[SCREENSHOT] The Created Key Details modal showing the Account Id, Key Id, and Secret fields, with the yellow warning banner between Key Id and Secret reminding the admin to copy the secret before closing.

Keep the account in place

  • Don't delete the service account selected on the Workflow Engine page. Scheduled triggers fail immediately with execution errors if the engine's configured account no longer resolves.
  • Renaming is safe — the account's internal ID doesn't change — but it makes logs harder to read if the name no longer matches what scheduled executions show up as.

Replacing the service account

Rotate when credentials are compromised, when there's an organizational change, or as routine cleanup.

  1. Create a new service account using the steps above.
  2. Go to Admin → Settings → Workflows and switch the Execution Service Account dropdown to the new one. Click Save.
  3. Once nothing else references it, delete the old service account from Admin → Settings → Service Accounts.

Do the switch before the delete — otherwise scheduled executions error out in the window between.

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