Credential not appear o disappear from a workflow

Questions
1

Hi, one of our users created a workflow. We set credentials manually as admin, BUT

1 All the existent credentials do not appear at all, missing all credentials.
2 if we add a new credential after refreshing the page, it disappears again. the user if stay in the workflow after i set credential, see the credential marked “unavailable”

what append ?

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1 Like
2

Hi @mredodos
Most likely the workflow is in project A, but the credentials you created live in another project or in your personal workspace. In that case, the workflow’s node credential dropdown will simply not list them for that project. [Projects]

What to check / do
  1. Confirm the project of the workflow
  • Open the workflow and check which project it belongs to.
  1. Make sure the credential is in the same project
  1. Ensure the user is a member of that project
  • In Project settings → Project members, add the user with a role that at least has credential:list and credential:read (or higher, like credential:use via your custom role setup). [Projects; [Common custom role examples]
  1. If using personal workspace instead of projects
  • As admin/owner, use credential sharing to share the credential with that user so they can use it in their workflow. [Workflow sharing]
1 Like
3

I have the community edition, so I can’t choose the workspace, or I can’t share credential…

But before I didn’t have this type of restriction.

I have worked in the past with users, and I see in their credentials as admins that they can’t choose my credentials, but as an admin, I can choose for them and set

4

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Normally, as administrator, I can access and edit all so…

5

@mredodos
the credential has to be created directly inside that specific user’s account.

you’ll either need to ask them to create it, or log into their account yourself and set it up. once it’s created under their user context, it will stick to their workflows permanently.

6

Perhaps I didn’t explain myself clearly. Until recently, a user could create a workflow and I could set the credentials THAT I had entered, and the workflow worked without any problems.

Now it is no longer possible to do this. Neither I nor they can see the credentials, nor can we set them.

7

The dropdown is empty because n8n recently updated how credentials appear: they’re now filtered by workflow ownership. Since the workflow belongs to the user (not you, the admin), your admin credentials won’t show in the dropdown—even though you’re an admin.

you can try this to Fix:
Log in as the user, create the credential under their account, and save it. It will then appear in the dropdown for their workflows.