Introduction

The Administration section in ApiShare is accessible from the main menu and provides tools for managing platform-wide configurations. This section is available only to Owners and allows administration of entities such as Tags, Categories, Integration Patterns, Roles, and Notifications.

Managing tags

Creating a tag

Prerequisites:

• Owner permissions.

Steps:

1. Navigate to Administration > Classification & Taxonomy > Tags.

2. Click Add to create a new tag.

3. Complete the following fields:

   1. name (required),

   2. description (optional).

4. Click Save.

Post-Conditions:

• The tag is created and can be assigned to various entities.

Editing a tag

Steps:

1. Select a tag from the list.

2. Click Edit and modify the details.

3. Click Save.

Post-Conditions:

• The tag updates immediately across the platform.

Deleting a Tag

Steps:

1. Select a tag from the list.

2. Click Delete and confirm.

Post-Conditions:

• The tag is permanently removed from all associated entities.

Managing categories

Creating an API/App/Organization/Documentation category

Prerequisites:

• Owner permissions.

Steps:

1. Navigate to Administration > Classification & Taxonomy > Categories.

2. Choose API/App/Organization/Documentation category.

3. Click Add to create a new category.

4. Complete the following fields:

   1. name (required),

   2. description (optional),

   3. visibility (required): Full access or Custom access.

5. Click Save.

Post-Conditions:

• The category is created and can be assigned to

  • API Products, API Assets

  • Apps

  • Organizations

  • Documentation

Editing a category

Steps:

1. Select a category from the list.

2. Click Edit and update the details.

3. Click Save.

Post-Conditions:

• The category is updated and immediately reflected in the platform.

Deleting a category

Steps:

1. Select a category from the list.

2. Click Delete and confirm.

Post-Conditions:

• The category is permanently removed from all associated entities.

Managing integration patterns

Creating an integration pattern

Prerequisites:

• Owner permissions.

Steps:

1. Navigate to Administration > Classification & Taxonomy > Integration Patterns.

2. Click Add to create a new integration pattern.

3. Enter the integration pattern metadata

   1. name (required),

   2. description (optional),

   3. is productizable: if checked the new integration pattern grants the ability to productize the asset.

4. Click Save.

Post-Conditions:

• The integration pattern is created and can be assigned to API Assets.

Editing an integration pattern

Steps:

1. Select an integration pattern from the list.

2. Click Edit and update the details.

3. Click Save.

Post-Conditions:

• The integration pattern updates immediately in the platform.

Deleting an integration pattern

Prerequisites:

• The integration pattern must not be assigned to any API Asset.

Steps:

1. Select an integration pattern from the list.

2. Click Delete and confirm.

Post-Conditions:

• The integration pattern is permanently removed.

Cloning an integration pattern

Steps:

1. Select an integration pattern from the list.

2. Click Clone.

3. Enter the new name and description.

4. Click Save.

Post-Conditions:

• A duplicate of the integration pattern is created.

Create a parameter

Steps:

1. Select an integration pattern from the list. A list of parameters should be visible

2. Click Add to create a new parameter

3. Change the parameter metadata

   1. label (required),

   2. placeholder (required),

   3. info (required),

   4. description (required),

   5. insertion mode (required): the selection of one of these options branches to 5 different scenarios, where in each one a new set of controls is added to the platform

      1. SCENARIO “Multi select”

         1. cardinality (required),

         2. available values (required),

         3. default values

      2. SCENARIO “Single-file upload”

         1. cardinality (required),

         2. extension (required)

      3. SCENARIO “Single select”

         1. cardinality (required),

         2. available values (required),

         3. default values

      4. SCENARIO “Text box”

         1. cardinality (required),

         2. regex,

         3. regex explanation

      5. SCENARIO “Text input” (same as “text box”)

4. Click save

Post-Conditions:

• The integration pattern updates immediately in the platform.

Editing a parameter

Steps:

1. Select an integration pattern from the list. A list of parameters should be visible.

2. Click on the edit button.

3. Modify the desired fields.

4. Click save

Post-Conditions:

• The integration pattern updates immediately in the platform.

Deleting a parameter

Steps:

1. Select an integration pattern from the list. A list of parameters should be visible.

2. Click Delete and confirm.

Post-Conditions:

• The parameter is permanently removed.

Managing roles and permissions

Creating a role

Prerequisites:

• Owner permissions.

Steps:

1. Navigate to Administration > Access Management > Roles.

2. Click + to create a new role.

3. Complete the following fields:

   1. name (required),

   2. description (required),

   3. role type (required).

   4. permissions

4. Click Save.

Post-Conditions:

• The role is created and available for assignment.

Editing a role

Steps:

1. Select a role from the list.

2. Click Edit and update the details.

3. Click Save.

Post-Conditions:

• The role updates immediately in the platform.

Assigning roles to users

Steps:

1. Navigate to Organizations.

2. Select the Organization.

3. Click the Role Dropdown next to the user’s name.

4. Select a new role.

Post-Conditions:

• The user’s role is updated immediately.

Managing notifications

Viewing notifications

Steps:

1. Navigate to Administration > Notifications.

2. Select an entity from the list to see related notifications.

Post-Conditions:

• The notifications for the selected entity are displayed.

Enabling or disabling a notification receiver

Steps:

1. Select a notification from the list.

2. Click Edit to modify receiver settings.

3. Enable or disable push/email notifications.

4. Click Save.

Post-Conditions:

• The notification settings for the receiver are updated.

Pausing or resuming notifications

Steps:

1. Select a notification from the list.

2. Click Pause to stop notifications or Play to resume.

3. Confirm the action.

Post-Conditions:

• The notification is paused or resumed accordingly.

Adding a notification reminder

Steps:

1. Select a notification related to a deadline (e.g., API deprecation).

2. Click Edit.

3. Add a new Reminder Slot.

4. Click Save.

Post-Conditions:

• A reminder notification is set before the main event.

Deleting a notification reminder

Steps:

1. Select a notification.

2. Click Edit.

3. Remove a Reminder Slot.

4. Click Save.

Post-Conditions:

• The reminder notification is removed.

Managing visibility settings

Configuring API visibility

Steps:

1. Navigate to Administration > Access Management > Visibility.

2. Select API visibility settings.

3. Choose access type:

   • Full Access (public, including guests),

   • Custom Access (restricted by organization type, category, or specific organizations).

4. Set API Visibility by Organizations & by Statuses and Environments.

Post-Conditions:

• API visibility is updated based on the selected criteria.

Configuring documentation visibility

Steps:

1. Navigate to Administration > Access Management > Visibility.

2. Select Documentation visibility settings.

3. Choose access type:

   • Full Access (public, including guests),

   • Custom Access (restricted by organization type, category, or specific organizations).

4. Set Documentation Visibility by Organizations.

Post-Conditions:

• Documentation visibility is updated.

Managing policy templates

Administrators can define and maintain policy templates to standardize how Key Sets behave across the platform. These templates control expiration, rotation, and regeneration rules for credentials used in API subscriptions.

Creating a Policy Template

Preconditions

• Owner permissions.

• At least one supported authentication method must be configured on the platform.

Steps

1. Navigate to Administration > Security Governance > Keyset policy.

2. Click Create Policy Template.

3. Complete the following fields:

   • Name (required): A meaningful name. Cannot start with a space.

   • Authentication Type (required): Choose from the dropdown.

   • Description: Minimum two characters. Cannot start with a space.

4. Configure Expiration Period:

   • Enable or disable the setting.

   • Enter a duration (minimum 1 day).

   • Select a time unit (Days, Weeks, Months).

5. Configure Rotation Frequency:

   • Enable or disable the setting.

   • Enter a duration (minimum 1 day).

   • Select a time unit (Days, Weeks, Months).

6. If both expiration and rotation are enabled:

   • Grace Period is automatically calculated as: Expiration Period − Rotation Frequency.

   • Max Simultaneous Keys is calculated as: Expiration Period / Rotation Frequency.

7. (Optional) Enable Manual Regeneration by checking the corresponding box.

8. Define the Ruleset:

   • Select a field (API Tags or API Categories).

   • Choose a function (Contains / Not Contains).

   • Select one or more values.

   • All rule fields must be completed; otherwise, saving will be disabled.

9. Click Save.

Post-conditions

• The policy template is saved.

• All future Key Sets created through API subscriptions will comply with the configured security rules.

Tips

• The Expiration Period must be greater than the Rotation Frequency.

• For security reasons, the maximum number of simultaneous keys must not exceed two.

Editing a Policy Template

Preconditions

• At least one policy template already exists.

Steps

1. Navigate to Administration > Security Governance > Keyset policy.

2. Select the policy template to edit.

3. Click Edit.

4. Modify the desired fields.

5. Click Save.

Post-conditions

• The updated template will apply to future Key Sets generated with that template.

• A confirmation message will confirm the successful update.

Deleting a Policy Template

Preconditions

• The policy template must not be in use by any active Key Set.

Steps

1. Navigate to Administration > Security Governance > Keyset policy.

2. Select the policy template to delete.

3. Click Delete and confirm.

Post-conditions

• The policy template is permanently removed and no longer available for assignment.

Managing subscriptions lifecycle settings

Configuring API approvability

In this section, you can define the default approval lifecycle that will be applied to all API Products that do not specify their own approvability settings.

These rules act as the global baseline for subscription governance across the platform.

Steps

1. Navigate to Administration > Security Governance > Subscriptions Lifecycle.

2. Locate the Business Approval and Technical Approval toggles.

3. Enable or disable each step based on your governance needs:

   1. If both steps are disabled, all new subscriptions (for API Products without custom settings) will be automatically approved.

   2. If one or both steps are enabled, subscriptions must pass these approval steps.

4. For each enabled approval step, define the criteria for skipping that step.

   1. You may configure auto-approval rules based on:

      1. Organization Type

      2. Organization Category

      3. Specific Organization

5. Confirm that the default lifecycle configuration reflects your desired baseline for all API Products that do not define custom approvability settings.

6. Click SAVE to apply the new default approval lifecycle and exception rules.

Post-conditions

• The platform’s default subscription approvability rules are updated.

• Any API Product without its own approval configuration will automatically inherit these default settings.

• Existing API Products that already define custom settings are not affected.

Tips

• If you want a fully automated subscription flow for all API Products unless otherwise specified, simply disable both approval steps in the default configuration.

Managing Core System configuration

Administrators can define and maintain core system configurations to standardize the platform’s operating environment. These settings control global application behavior, content governance limits, and outbound email server connectivity.

Managing general properties

Prerequisites:

• Owner permissions.

Steps

1. Navigate to Administration > System > General

2. Review system information and configure the available properties to establish the platform's identity, privacy standards, and user governance rules:

Post-conditions

• The system updates and enforces the modified properties.

Managing documentation properties

Prerequisites:

• Owner permissions.

Steps

1. Navigate to Administration > System > Documentation

2. Configure the properties listed below to regulate documentation versioning and enforce storage limits:

Post-conditions

• The new retention limit will be applied to documentation versions generated after the configuration update.

Managing SMTP properties

Prerequisites:

• Owner permissions.

Steps

1. Navigate to Administration > System > SMTP

2. Configure the following properties to establish connectivity with the outbound email server and define authentication credentials:

Post-conditions

• The system updates and enforces the modified properties for the SMTP server configuration.