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Choose the Epicor tools available to your assistant. Begin with a focused use case, review the results, and expand from there. This page explains the connection, credentials, logs and external processing.
Written to be handed to whoever runs your controls review.
Tool results pass through Cutova to your chosen AI client and provider. Ordinary query results are assembled in memory, without a result database or cache. Request values and credentials are excluded from diagnostic logging. Error details are redacted before logging. File-producing tools store temporary outputs separately.
Ordinary query results are assembled in memory for the reply. They are not saved in a result database or cache. Logging and temporary file outputs have the separate handling described here.
not storedDiagnostic logs record operational metadata such as request counts, response sizes and error codes. Request values and credentials are excluded. Epicor error details are redacted before logging. Diagnostic and error logs are access-controlled and kept no more than 30 days.
diagnostic dataCutova stores the service account username, password and API key configured by your administrator, encrypted with AES-256-GCM. The account needs impersonation rights for user tool calls. End-user sign-in happens with Epicor; Cutova does not receive those users' Epicor passwords during sign-in.
encryptedA few tools can return a file. Those are written to a private file on disk. The download link stops working after 15 minutes, and the file itself is removed soon after by a cleanup that runs every 15 minutes. Ordinary query results use the in-memory response path described above.
15-min linkTOON compression is an option you can turn on to save tokens. With it, Cutova parses your response data in memory to reformat and trim it before it goes to your AI client. The result is returned to the client. The logging practices described above still apply.
The Epicor response is parsed into an object before Cutova sees it, and Cutova re-serializes it to build the reply. In the optional TOON compression mode it restructures the rows into a columnar form to shrink the payload, and never drops a row. No result is written to the database, and there is no result cache.
File-download outputs apply to Function tools that are configured for them, never to a BAQ or a Business Object query. The bytes are written with private permissions under a server-side upload directory and recorded with a database row. The download link expires 15 minutes after it is issued (UPLOAD_TTL_SECONDS), after which it cannot be read. A cleanup that runs every 15 minutes then deletes the expired file and its row, in batches, so the file is gone within about a sweep of its link expiring.
Cutova records administrative, billing and grant actions. If your organization turns on audit logging for an Epicor instance, Cutova also keeps a tool-call trail for that instance: the Epicor user, the tool, the time, the outcome, the duration and the size of the result. The trail never contains tool inputs, results or credentials. Audit logging is off by default and enabled only at your organization's request. Your administrators choose how long the trail is kept, from 0 to 30 days (7 by default), and a cleanup that runs about every six hours deletes older entries. For operational history, configure Epicor auditing for the workflows your team uses.
If your administrators also register a SIEM receiver, Cutova sends each tool-call event to that receiver as it happens. Each event holds the trail fields plus the instance name, the Epicor company and plant, and identifiers that link related events. Changes to these settings are also sent, with the administrator who made the change and the receiver address. Events never contain the credentials Cutova uses: your users' sign-in tokens and the Epicor credentials Cutova connects with. If your administrators choose the Advanced or Full level for an instance (off by default), events also contain the tool inputs, and at Full the tool results. Cutova does not filter these inputs and results for sensitive data. It sends them as the tool received and returned them, and cuts each to 32 KB. Your administrators are responsible for making sure that the tools on that instance do not return information they do not want in their SIEM. Cutova sends events only to the SIEM receiver your administrators register and keeps no copy. An event is held in memory only until it is sent; if the receiver is down, it waits for at most five minutes and is then dropped.
The user signs in to Epicor through the OAuth flow. Their Epicor identity (username, company) is captured in an McpPrincipal record.
The request carries the OAuth access token. McpBearerGuard extracts the principal id and validates the token.
The tool runs against Epicor as the original user, using Epicor OnBehalfOf impersonation and the applicable server-side permissions.
The configured Epicor API applies its server-side controls. Review the permissions and behavior of each tool; screen-only logic is not necessarily reproduced.
Configured Epicor credentials are encrypted before storage in Cutova's database.
These are the executing credentials an administrator sets for the instance: the service account Cutova runs Epicor calls on. We never receive an individual user's Epicor password. People sign in to Epicor themselves, and their actions run on top of the service account by impersonation. That stored API key, username and password are encrypted with AES-256-GCM using a 32-byte server-side secret. Each value gets a unique 12-byte initialization vector and a 16-byte authentication tag, so tampering is detected rather than decrypted.
AES-256-GCMOn the server, refresh tokens and gateway API keys are stored as SHA-256 hashes for lookup. The installed gateway protects its connection key with Windows data protection and restricted local access. OAuth authorization codes are single-use and bound to the client's PKCE challenge.
SHA-256Administrators authenticate against Keycloak. Tokens are validated using the published JWKS endpoint. No shared secret.
Epicor-issued tokens are validated against the instance's registered public key. Identity comes straight from the Epicor token claims.
AI clients authenticate via OAuth 2.1 with PKCE. No client secret: the code verifier proves the client.
Cutova scopes protected operations to the authenticated tenant. A request cannot override that ownership by supplying another tenant id. Instances, tools and credentials stay within their tenant context.
TenantContextGuardAn Epicor instance belongs to exactly one tenant. Tools, resources and credentials are bound to their instance, and tokens embed both tenant and instance claims. McpBearerGuard checks the token's instance against the tool's before it runs.
token scopingTLS 1.2/1.3 with HSTS and automated certificate renewal; HTTP redirects to HTTPS. The on-premise gateway uses WebSocket over TLS with an SHA-256-hashed API key, and its registration tokens are one-time with a 24-hour expiry. Revoking a gateway closes its active connection and prevents reconnection with that key.
TLS · WSSRefresh tokens are bound to the client that received consent and rotate on use. Access tokens live one hour. Administrators can revoke access when a connection is no longer needed.
rotate on useConsole sign-in uses two roles: Super Admin and Admin. Permissions are enforced at the API with a guard and at the UI with structural directives. Legacy End User and Viewer roles remain defined for backward compatibility and are never assigned.
RBACHosting, transactional and marketing email, and payment providers support the service. Your chosen AI provider receives tool results. An optional schema-description helper also uses an external AI provider when enabled.
Hosts the VPS Cutova runs on, in Atlanta, GA. Your data transits their infrastructure in memory, and your encrypted credentials and any transient file outputs sit on their disk. As the infrastructure provider, Vultr states it does not use, access or share your content except as required by law or for security.
hostingSends our transactional email, such as sign-in and account messages. It receives no Epicor data.
email onlySends our optional marketing email, such as product news, if you have opted in (or, for US recipients, until you unsubscribe). It receives your name and email address to do so. It receives no Epicor data. You can unsubscribe from any such message, and we honour bounces and complaints automatically.
marketing email onlyProcesses card payments if you buy a plan by card. It receives your billing email and your Cutova tenant id, and handles the card details directly, so we never see or store a full card number. It receives no Epicor data.
payment processingHandles admin sign-in. It is self-hosted on the same servers, so no separate vendor operates it or receives data through it.
self-hostedThe assistant and provider you connect receive tool results. Their retention and use of those results depend on your agreement and settings. Use a provider and account configuration approved by your organization.
your choice, your agreementThis optional helper uses OpenAI by default. Existing compatible provider endpoints remain supported and are identified in the approval notice. Each request requires administrator approval after reviewing the configured model, transmitted fields and data terms. It sends tool and field names, types and existing descriptions to provide business context. It does not automatically send query results. Names and descriptions can contain business information, so review them first. Manual editing does not use AI.
OpenAI processes this metadata separately from your connected assistant, subject to our applicable subprocessor obligations. See OpenAI data use and retention. We do not promise zero provider retention.
optional external processingIndependent audit status. Cutova has not completed a SOC 2 examination and does not have a SOC 2 report. The controls described here are not an independent attestation.