Obidos User Guide
https://spenego.com
Chapter 1
Obidos - Introductory Concepts
Obidos is a web based Application that allows users to store and share digital artifacts securely without
any out of band means. These artifacts can be confidential information, similar to passwords or credit
card details or bank account information. Or, it can be information that the User wants to keep securely in
one place so that they are easily accessible when needed. One example of this is the warranty information
or service contract details of an equipment or machine. In Obidos, information can be shared to groups of
users or to individual users. Any information shared with a group/user is visible only to that group/user.
It is also possible to revoke sharing. The duration of sharing can be controlled by setting an expiration
date. After the expiration date, the shared information will not be visible to the recipient.
1.1 Items
In Obidos, an Item is defined as a secure encrypted representation of a digital artifact. Such an Item can
be stored in Obidos. The encryption is done in such a way that the Item can be decrypted only with a
passphrase that is private to the User. Every Item has a name. It is possible to search for an Item using
its name.
1.1.1 Fields and Values
Each Item is made up of field(s) and value(s) that corresponds to the details of the artifact it represents.
For example, an Item named ’Xyz contract’ can have multiple fields like ’Customer number’ with
value ’5643291’, ’Tech support phone#’ with value ’888-5555-1111’ and ’Contract expiration’ as ’31
Dec, 2025’.
Figure 1.1: Item
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1.1.2 Shareable and Private Items
There are two types of Items; Shareable and Private. A Private Item cannot be shared with others while
a Shareable Item can be shared.
1.2 Notes
A Note is a special type of Item. It is similar to a sticky note (or postit note). A Note is a secure encrypted
representation of its sticky note equivalent. Every Note has a name. A Note also has a field that stores
the content of the Note. Obidos provides a main menu option to manage Notes as standalone’ Items
since Notes are very commonly used, Standalone Notes are free standing Notes and can be created as
Private or Shareable. Notes are the only free standing Items in Obidos.
Figure 1.2: Note
1.3 Containers
Items stored inside Obidos can be organized into Containers. Each Container has a name. For example,
a Container named ’Personal Items’ can be created to hold Items that are personal in nature.
There are two types of Containers; Private and Shareable. Shareable Containers can be shared with
others while Private Containers cannot be shared. By default, every user gets a Private Container called
’Private’ and a Shareable Container called ’Public’.
Each Container holds the Items stored in it. Placing of an Item in a Container is dictated by the type
of the Container and the type of the Item.
Private Containers can hold only Private Items. A Shareable Item cannot be placed in a Private
Container. Shareable Containers can hold both Shareable and Private Items (see Figure 1.3).
Figure 1.3: Containers
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When a Shareable Container is shared with others, only Shareable Items inside the Container will be
visible to them. Private Items inside that Shareable Container will be completely hidden from others.
As an example, a Private Container named ’Personal Items’ can be created to contain 3 Private Items
named ’Bank Account’, ’Cloud Account’, and ’Procurement Card’. Note that in this case all the three
Items will be Private because a Private Container can hold only Private Items.
In addition to having a name, each Item is made up of field(s) and value(s). For example, in the
’Personal Items’ container, the ’Bank Account’ Item can have a field ’Account#’ with value ’87399901”.
In case the Routing number of the bank has to be stored, another field ’Routing#’ can be added with its
value ’3452327’. (See figure 1.4)
Figure 1.4: Private Container
A Shareable Container named ’Lab Accounts’ can be used to hold Shareable Items that has names
’xyz customer support’ and ’Web Console’. ’Lab Accounts’ Container may also hold a Private Item
’Database Account’. When ’Lab Accounts’ is shared to others, they will see the Items ’xyz customer
support’ and ’Web Console’, but will not see the Item ’Database Account’. (See figure 1.5)
Figure 1.5: Shareable Container
Users have permissions to create/modify Containers and Items. The distinction between standalone
Notes and Containerized Items is visually represented in the following figure.
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Figure 1.6: Standalone Notes and Containerized Items
1.4 Templates
There are various Items that follow a common format. Such formats can be captured as Templates.
Templates provide common structures for often used Items. A Template has the pre-defined fields of the
Item. These Templates can be used as a guide to create instances of Items in a Container. When using
a Template to create an Item, the User has to just fill in the values for the predefined fields. Templates
can be Global or Personal. Global Templates are available to all users. Obidos provides a number of
predefined Global Templates.
For example, a Template called ’Cloud Account’ can have the following fields:
url, username, password, email
When a user uses the ’Cloud Account’ Template to create an Item called ’Web Server’, values for
the fields url, username, password and email have to be supplied by the User (see following Figure).
Figure 1.7: Instantiation of an Item from a Template
Every user has permissions to create/modify Personal Templates. However, creation/modification
of Global Templates requires special permission. The administrator can grant a user permission to cre-
ate/modify Global Templates. Users can also copy a Global Template into their Personal Templates and
modify it to suit their purpose.
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1.5 Groups
A set of users can be organized into a Group. The Group can have a name. It is possible to share an
entity with a Group. This makes it easy to share with a collection of users; especially if sharing is done
to the same Group for multiple entities.
1.6 Features
Note that all features of Obidos are discussed in the guides. However, only the features that are licensed
will be available in the instance.
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Chapter 2
Logging into Obidos
The default login screen is shown in the following figure.
Figure 2.1: Obidos Login Screen
2.1 Username and Password
In order to log into Obidos a user needs a username and password. If the user account is maintained
completely within Obidos, it is a local account. For local accounts, the username and password are both
managed within Obidos.
If the user account is set up for single signon using corporate directory service, the username and
password must be entered as they are in the corporate directory.
2.1.1 Local Password
User passwords issued by Obidos will follow the password policies set in Obidos. Initially the Ad-
ministrator will set a temporary password. The Administrator can choose to send an email to the User
informing that an account has been created. The first time the User logs in using temporary password,
Obidos will prompt the User to set permanent password that conforms to the password policy.
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Figure 2.2: Change Temporary Password
Once the new password is set, the User will be logged out of Obidos and prompted to log in using
the new password.
2.1.2 Directory-synchronized Password
If a user password is synchronized with the corporate directory service, Obidos will pass the User cre-
dentials to the corporate directory service to be validated. In this case, Obidos do not have any control
on the password.
2.2 Passphrase
When an Item is stored in Obidos, it is encrypted using one key from the personal key pair and when
the Item is retrieved, it is decrypted using the other key. Such a private key pair is personalized using
a passphrase that is chosen by the User. Passphrase is a string that the User selects. These passphrases
are not stored in Obidos. The user will have to remember the passphrase. Obidos will generate key
pair (private & public) for each user using the User’s passphrase. In order to retrieve an Item stored in
Obidos, the User will need to provide the passphrase. If the User forgets the passphrase, it is not possible
to retrieve any Item stored in the User’s Containers.
When logging into Obidos for the very first time, a user will be prompted to set the passphrase as
shown in the following Figure.
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Figure 2.3: Set New Passphrase
A session is defined as the series of user interactions within Obidos once logged in till logout. The
user can perform various activities during a session. Activities such as viewing an Item, sharing an Item,
etc. requires the passphrase of the User. Instead of repeatedly entering the passphrase for each and every
activity in the session, the User can provide the passphrase once for that session. When a user logs into
Obidos, there is an option to supply the passphrase for that session (see next Figure). The session ends
when the User logs out voluntarily or gets logged out by Obidos after a predefined period of inactivity.
Figure 2.4: Session Passphrase Activity
If the passphrase is provided at the time of logging in, the User does not have to provide the
passphrase again for activities during that session. If the passphrase is not provided at the time of logging
in, the User can provide the passphrase at a later point during the session.
Details of changing passphrase are given in the Chapter ”Personal Preferences and Options”.
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