Reference

API Secrets Management

Complete guide for creating, managing, and maintaining API Secret records in NetSuite for Licentra integration.

What Are API Secrets?

API Secrets are NetSuite's secure storage mechanism for sensitive credentials. For Licentra integration, they store your License Secret - the confidential authentication token that enables secure communication between NetSuite and the Licentra platform.

API Secret Overview

Purpose

Secure storage of License Secret credentials
Script access for Licentra bundle functionality
Authentication between NetSuite and Licentra servers
Credential management for ongoing operations

Security Features

Encrypted storage within NetSuite
Access control through script permissions
Audit logging of access attempts
Secure transmission via HTTPS

Creating Your First API Secret

Step 1: Access API Secrets

Navigate to: Setup > Company > API Secrets
Click "Create New" to create a new API Secret record

Step 2: Configure Secret Details

Field	Value	Description
Name	`Licentra Integration Secret`	Descriptive name for identification
ID	`licentra_api_secret`	Internal identifier (used in Config record)
Password	Your License Secret	The actual credential from Licentra portal
Description	`API Secret for Licentra License Manager Integration`	Optional context information
Restrictions	✅ Check "Allow for all Scripts"	Required for Licentra functionality

Step 3: Save and Document

Click "Save" to create the secret
Note the ID you assigned (you'll need it for configuration)
Store the ID securely for future reference

Managing Multiple Secrets

Environment-Specific Secrets

For organizations with multiple environments:

Code
 
# Production Environment
Name: Licentra Production Secret
ID: licentra_prod_secret
Password: [Production License Secret]

# Development Environment
Name: Licentra Development Secret
ID: licentra_dev_secret
Password: [Development License Secret]

# Testing Environment
Name: Licentra Testing Secret
ID: licentra_test_secret
Password: [Testing License Secret]

Naming Conventions

Recommended naming pattern:

Code
 
licentra_[environment]_secret

Examples:

licentra_prod_secret - Production environment
licentra_dev_secret - Development environment
licentra_sandbox_secret - Sandbox environment
licentra_test_secret - Testing environment

Updating API Secrets

When to Update

License Secret rotation - Security best practice
Environment changes - Switching between environments
Credential expiration - When secrets expire
Security incidents - Compromised credentials

Update Process

Create new API Secret with updated credentials
Update Licentra Config record to reference new secret ID
Test configuration using License Viewer
Delete old secret (optional, for cleanup)

Zero-Downtime Updates

For production environments:

Create new secret alongside existing one
Update configuration to use new secret
Verify functionality with new secret
Remove old secret after confirmation

Security Best Practices

Secret Management

Unique secrets per environment - Never reuse across environments
Regular rotation - Update secrets periodically
Secure storage - Never share secrets outside NetSuite
Access logging - Monitor who accesses secrets

Naming and Documentation

Descriptive names - Make secrets easy to identify
Environment tags - Include environment in name
Documentation - Record purpose and creation date
Contact information - Note who to contact for issues

Access Control

Minimal access - Only grant access to necessary users
Role-based permissions - Use NetSuite roles for access control
Regular audits - Review access permissions periodically
Emergency procedures - Plan for credential compromise

Troubleshooting API Secrets

Common Issues

Issue	Symptoms	Solution
Secret not found	Configuration error	Verify secret ID exists
Access denied	Permission error	Check "Allow for all Scripts"
Invalid credentials	Authentication failure	Verify License Secret value
Expired secret	Connection timeout	Update with new credentials

Diagnostic Steps

Verify secret exists in API Secrets list
Check secret ID matches configuration
Confirm "Allow for all Scripts" is checked
Validate License Secret value is correct
Test connection using License Viewer

Error Messages

"Secret not found"

Check secret ID spelling
Verify secret exists in API Secrets
Confirm secret hasn't been deleted

"Access denied"

Check "Allow for all Scripts" setting
Verify user has API Secrets access
Confirm NetSuite permissions

"Invalid credentials"

Verify License Secret is copied correctly
Check for extra spaces or characters
Confirm secret is for correct environment

Secret Lifecycle Management

Creation Phase

Plan naming convention for your organization
Gather credentials from Licentra portal
Create secret with proper configuration
Document details for future reference
Test configuration immediately

Maintenance Phase

Monitor usage and access patterns
Regular security reviews of access permissions
Update documentation as needed
Plan rotation schedule for credentials

Retirement Phase

Create replacement secret before removing old one
Update configurations to use new secret
Verify functionality with new secret
Remove old secret after confirmation
Update documentation to reflect changes

Advanced Configuration

Multiple Configurations

For complex environments with multiple NetSuite instances:

Code
 
# Instance 1 - Production
Config Record: Licentra Production Config
Secret Record: licentra_prod_secret
Environment: Production

# Instance 2 - Development
Config Record: Licentra Development Config
Secret Record: licentra_dev_secret
Environment: Development

# Instance 3 - Testing
Config Record: Licentra Testing Config
Secret Record: licentra_test_secret
Environment: Testing

Secret Versioning

Track secret versions for audit purposes:

Code
 
# Version 1
Name: Licentra Production Secret v1
ID: licentra_prod_secret_v1
Created: 2024-01-15

# Version 2
Name: Licentra Production Secret v2
ID: licentra_prod_secret_v2
Created: 2024-04-15

Getting Help

When to Contact Support

Secret creation issues - Technical problems with NetSuite
Credential problems - Issues with Licentra credentials
Access permission errors - NetSuite permission issues
Configuration problems - Integration setup issues

Information to Provide

When contacting support, provide:

Secret ID (without the actual secret value)
Error messages from License Viewer
NetSuite environment (production, sandbox, etc.)
Steps taken to resolve the issue
Screenshots of error messages (if applicable)

Contact Information

NetSuite Support: For NetSuite-specific issues
Licentra Administrator: For credential and access issues
BringIT Support: For integration and technical issues

Configuration Fields - Complete field reference
Environment URLs - Server endpoint information
Common Issues - Troubleshooting guide

Last modified on July 18, 2025

Common Issues & Solutions Configuration Fields Reference