TrackVia Integrations: Auth Token Authentication

Overview

Auth Token Authentication is the current standard method for connecting TrackVia to external systems via Workato. It replaces the older OAuth username-and-password method with a more secure approach that uses a dedicated API Key and Auth Token tied to a service account rather than an individual employee's login credentials.

This article explains how to locate your Auth Token credentials in TrackVia and how to configure a new Workato Connection using the Auth Token authentication type.

Jump to Section

• Why Auth Token Authentication
• Step 1: Find Your API Key and Auth Token in TrackVia
• Step 2: Set Up the Connection in Workato
• Migrating an Existing OAuth Connection
• Troubleshooting

Why Auth Token Authentication

Auth Token Authentication is preferred over the older OAuth method for several reasons:

• Not tied to an individual account — OAuth connections use an employee's username and password. When that employee leaves or changes their password, the connection breaks. Auth Token Authentication uses a dedicated API service account whose credentials do not change unless explicitly rotated.
• More secure — Auth Tokens can be scoped to a limited-permission role, reducing the risk of unauthorized access if credentials are ever compromised.
• Easier to manage at scale — service account credentials are straightforward to audit, rotate, and transfer between team members without affecting live integrations.

For guidance on setting up a dedicated API service account with the appropriate permissions, see Workato: Best Practices for TrackVia Connections.

Step 1: Find Your API Key and Auth Token in TrackVia

Before configuring the Connection in Workato, you need the API Key and Auth Token for your TrackVia API user account. These are found in the TrackVia Admin panel.

1. Log into TrackVia as a Super Admin
2. Open the Admin menu and navigate to API Access
3. Locate the API user account you will use for this integration (see Best Practices for TrackVia Connections for guidance on creating a dedicated API user)
4. Copy the API Key and Auth Token values — you will need both when setting up the Connection in Workato

⚠ Note: If you regenerate the Auth Token, the existing token is immediately invalidated and any active Workato Recipes using it will begin failing with a 401 Unauthorized error. Always update your Workato Connection immediately after regenerating a token. See Troubleshooting Common API Errors for 401 error resolution steps.

Step 2: Set Up the Connection in Workato

Once you have your API Key and Auth Token, configure the Connection in Workato:

1. In Workato, open your Project and click Create > Connection
2. Search for and select the TrackVia connector
3. Set Authentication type to Auth Token
4. Fill in the connection fields as described below
5. Click Connect to authenticate
6. A green success indicator confirms the Connection is established and ready to use in Recipes

Connection Field Reference

Migrating an Existing OAuth Connection

If you have existing Recipes that use an older OAuth-based TrackVia Connection, you can migrate them to Auth Token Authentication without rebuilding the Recipes from scratch.

1. Ensure you have your API Key and Auth Token ready (see Step 1 above)
2. Open the existing OAuth Connection in Workato
3. Click Disconnect to remove the current OAuth credentials
4. Change the Authentication type to Auth Token
5. Enter your API Key and Auth Token and click Connect
6. Verify the Connection status is green, then test a Recipe that uses this Connection to confirm it is working as expected

Because the Connection itself is being updated rather than replaced, Recipes that reference it do not need to be modified — they will automatically use the new Auth Token credentials.

Troubleshooting

If the Connection test fails after entering your credentials, check the following:

• 401 Unauthorized — the API Key or Auth Token is incorrect, expired, or belongs to an inactive user. Verify the values in TrackVia's API Access section and confirm the API user account is active.
• 403 Forbidden — the API user account authenticated successfully but does not have permission to perform the requested action. Review the role assigned to the API user in TrackVia.
• Subdomain mismatch — confirm the TrackVia subdomain field matches the URL you use to log into TrackVia.

For detailed troubleshooting steps by error type, see Troubleshooting Common API Errors.

Related Articles

• API Authentication and Access — Read this for an overview of TrackVia's API authentication model and how API Keys and Auth Tokens are managed.
• Workato: Best Practices for TrackVia Connections — Read this for guidance on creating a dedicated API service account, configuring role permissions, and managing credentials.
• Introduction to TrackVia Integrations Powered by Workato — Read this for an overview of how Connections fit into the broader Workato integration platform.
• Troubleshooting Common API Errors — Read this if your Connection test returns a 401 or 403 error.