Service account recommendations for SaaS service integrations

Service accounts are crucial for SaaS service integrations because they enable secure, automated interactions between different software services in your Dropbox Dash environment. They’re designed for non-human actions, allowing applications to automatically authenticate and interact with other services.

Some key features service accounts provide:

• Security: They provide a more secure way to manage automated processes without exposing personal credentials.
• Automation: They enable uninterrupted task automation that doesn’t rely on human intervention.
• Auditability: They provide better integration tracking and auditing because they’re monitored independently from personal user accounts.
• Business continuity: They ensure a consistent identity model for integrations, preventing disruptions if a personal account is deactivated or credentials change.

Some key reasons why personal accounts shouldn’t be used:

• Security risks: Personal accounts often have broader permissions than needed for a specific integration, increasing the risk of unauthorized access.
• Account changes: Personal accounts are prone to changes such as password updates, role changes, deactivation, or variable token lifetimes, which can disrupt integrations and workflows.
• Lack of transparency: Integrations using personal accounts make it difficult to track and audit, leading to potential compliance issues.

Best practices for managing service accounts

Lifecycle management

• Provisioning: Create service accounts with the lowest privilege necessary for the integration. Use role-based access control (RBAC) to assign only the permissions required.
• Identity reuse: Avoid using the same service account for multiple apps on Dropbox Dash. This helps when monitoring actions tied to a specific account and limits the impact on your Dropbox Dash environment if you have problems.
• Deactivation: Regularly review and deactivate service accounts that are no longer in use to reduce security risks.
• Monitoring: Implement logging and monitoring tools to track service account use and detect unusual activities, such as actions performed by users instead of integrations.

Token management

• Token length: Use long, complex tokens to enhance security. Make sure the token length is long enough to prevent brute-force attacks.
• Expiration: If possible, set the token expiration schedule to align with your identity lifecycle management strategy. Where feasible, implement automatic token renewal processes to maintain continuity.
• Revocation: Establish a process to quickly revoke tokens if they’re suspected to be compromised.

Protection, storage, and maintenance

• Secure storage: Store credentials and tokens in a secure vault or secret management tool. Ensure that access to these storage solutions is tightly controlled.
• Encryption: Encrypt tokens and credentials both at rest and in transit to protect them from unauthorized access.
• Regular updates: Establish a process to regularly update and rotate credentials to minimize the risk of compromise.

Naming conventions for service accounts

To streamline troubleshooting, eliminate confusion about account scope, and improve security audits, it’s recommended to create service accounts following a standard and repeatable naming convention. If you already have a naming convention that includes or describes the services the account is associated with, feel free to continue using it.

• Descriptive names: Use descriptive names that clearly indicate the purpose of the service account, making it easy to identify and manage them.
• Standardized format: Adopt a standardized naming format, such as [prefix]-[application]-[service], where:
  • [prefix] identifies the organization or team.
  • [application] is Dropbox Dash as the primary application.
  • [service] specifies the service added to Dropbox Dash.
    • For example:
      • svc-dropboxdash-microsoft-onedrive
      • svc-dropboxdash-google-drive
      • svc-dropboxdash-atlassian-confluence
      • svc-dropboxdash-dropbox