In our recent newsletter I had planned to share my New Year resolution to get organized and how I am using 1Password for Teams to keep my Family and Work information separate. It got too long for a newsletter so I thought I’d write a blog post instead.
First, a little bit of history is in order. I started using 1Password nearly 10 years ago and have accumulated well over 2000 items during that time. These include work, personal, and family logins; secure notes; and just about anything else you can think of.
Here are just a few of the things I have in 1Password:
- Personal logins for Twitter, Facebook, etc.
- Tons of AgileBits logins and keys. Running a company needs a lot of passwords!
- My wife Sara’s financial accounts that I never use but need access to just in case.
- Test data needed for testing 1Password’s browser extension.
And that’s just the beginning. Now that the kids are getting older, their logins are becoming increasingly important. If Abby or Jack were to lose access to their Minecraft or ROBLOX accounts, their little worlds would literally fall apart.
Add to that the logins needed for estate planning for my parents and Sara’s mom, and you can easily see how I wound up with thousands of items in 1Password!
1Password does a great job storing all this information and allows me to access it from anywhere whenever I need it, but I would like to organize it better.
In addition to wanting to be organized, I also need to share some items with colleagues and others with family. Some items, like my personal information, should remain mine and should not be shared with anyone. Tags are great for simple organizational tasks, but they’re not enough for all my needs.
Thankfully there’s a perfect solution…
Enter 1Password for Teams
As I’ve used 1Password over the past decade, I’ve always managed my own vaults, using a mixture of iCloud, Dropbox, and even Wi-Fi Sync for a time. Six months ago, Roustem invited me to our new AgileBits team on 1Password for Teams and I fell in love.
With 1Password for Teams, creating additional vaults and syncing them to all my devices is super easy. Best of all, I can share individual vaults with specific teammates and the vaults will automatically appear on their devices.
Once creating and sharing vaults was made so easy, it became natural to create a lot of them for various tasks and to share between teams. Here’s a glimpse of the Admin Console for our AgileBits team and some of the vaults we have:
You can see that we have vaults for pretty much every team at AgileBits. This allows the social team to share Twitter, Facebook, and other logins with each other. We also have vaults for developers, directors, and even third-party external auditors.
Seeing how perfect these vaults were for keeping things organized, I decided to follow suit and create a Teare Family team to keep my personal life organized.
Before I could take this plunge, however, I had to ensure that the most important thing of all happened…
Keep The Wife Happy. Always.
I’d love to say that my dad imparted this sage advice to me on my wedding day, that I should always keep my wife happy. Let’s just assume that’s what he said and move on before I tell too many stories here1 :)
Sara is a creature of habit and as such wasn’t too excited when I told her I was switching everything over to use our new Teare Family account.
She was deathly afraid that 1Password for Teams would destroy her workflow and that all her 1Password data would get merged with the new vaults. Thankfully neither of these is true.
I started by showing Sara how my AgileBits team vaults integrated with 1Password. The newly styled vault selector in 1Password 6 for Mac was perfect for this:
Sara instantly loved this! Seeing that the vaults stayed separate was exactly what she wanted to see. Her next question was how to go about moving items from one vault to another, so I showed her how you simply use the Share menu to move items between vaults:
She loved what she saw and immediately wanted to be part of this new Teare Family team. Now that she was excited, this was going to be a lot more fun :)
Starting a Family… Team!
Now that I had Sara on board, I was ready to set up the Teare Family. Having multiple teams within 1Password is very natural and works just the way you expect.
First, I created my team and used the Admin Console to invite Sara to join me. I also created a Parents vault so we could share information with each other and nobody else.
Here’s what the Teare Family vaults look like in our Admin Console:
Let’s go through these three vaults and what I’m planning to use them for:
- Your Vault: This screenshot is from my Admin Console so the Your Vault is my vault. It’s a confusing name and we plan to change it before the beta ends :)
- Everyone: This vault and its contents are visible to everyone on the team. This is where we store Abby & Jack’s Minecraft and ROBLOX logins. When my parents join my team, I’m happy they will get access to this vault so Abby & Jack can log in while at Grandma’s house2.
- Archive: I have trouble throwing stuff away as I’m aways afraid I’ll need it later. Instead of deleting items, I simply move them to the Archive vault.
- Sara’s Mom: Someday Sara hopes to get all her mom’s information in here so she can have it handy when needed. As her executor, Sara will need it one day, but hopefully not for a very long time. Until then, having her insurance information, passport numbers and other relevant information is great when booking trips.
- Dave’s Mom & Dad: Same as above, but this time for my mom & dad. I put their Wi-Fi password in here as well. My dad has been the master of crazy long random passwords for years!
- Parents: This is where Sara and I store things that we want to share with each other and no one else.
You might be wondering where the other vaults are for Sara, Abby, and Jack.
Sara has her own vault that I do not have access to. This is perfect as I don’t need access to her Facebook login. And the best couples are the ones who are secure enough with each other to have their own secrets :)
As for Jack and Abby, try as I might, they are not ready to join our 1Password team yet. Once they are older I’ll invite them to the Teare Family team and they can move their items from the Everyone vault into their own personal vaults.
The great thing about 1Password for Teams is you can start small and grow as you need to. You simply invite additional people to your team whenever you want.
Quickly Find What You Need
With all these vaults I have and all the additional sets of information I added to 1Password, you might be wondering how I manage to find my information when I need it.
The last thing I want happening when I press ⌘\ to log in to my Facebook is to see everyone else’s Facebook logins. Also, I don’t want to have to switch vaults or remember where I stored a login when I need to find it.
Thankfully the solution is simple: 1Password 6 for Mac and iOS have a new feature called All Vaults. With All Vaults I can see all my information without needing to switch vaults.
For example, this is how things used to look when I searched for Twitter in 1Password mini:
Notice the all-inclusive All Vaults icon in the screenshot there. It’s letting me know that I am searching across all my vaults.
To keep it limited to my vaults, I simply exclude the vaults I don’t use very often from All Vaults by going to 1Password’s Preferences.
I excluded the Everyone vault from the Teare Family as I rarely need to help Jack log into his ROBLOX. I also excluded the test vaults and many other AgileBits vaults as I rarely need to set up servers or configure new development machines.
Now when I use 1Password mini to trigger Go & Fill for a Login, I find only what I need. Here’s how things look when I search for Twitter after limiting All Vaults to the ones I use frequently:
Now I can quickly log in to see what shenanigans the team is up to today. When I do want to see the other logins, I simply click on the All Vaults icon and switch to the vault I need.
I’m not done yet but I’m already feeling much better about starting the organization process. Now that there’s a good spot for everything I can easily add new items wherever they should be.
As for my existing thousands of items, I am moving them over slowly, one by one. To make this a regular part of each day, I hid my locally managed vaults from the All Vaults view. This way, whenever I need an account and can’t find it, I know to switch vaults, find the item I need, and then move it to the appropriate place before proceeding.
It will take time to get through all my items this way, but it’s an enjoyable process that leaves me feeling better at the end of the day, so I’m hoping this New Year’s resolution will stick.
Have yourself a wonderful and organized 2016! Be sure to create a team for your family and please let me know what’s on your mind in the comments below or by visiting the 1Password for Teams Discussion Forums. It’s always great hearing from you :)