Prerequisite

We recommend reading the "Applications Catalog Settings" article.

Overview

As a Torii admin, you can configure what will happen when employees request new apps that are not yet in use by your organization.

Torii supports the following capabilities:

• Redirect the user to another portal (e.g., Jira service desk where they can submit a new app request)
• Run automation (recommended) - The Application Catalog admin can configure a workflow (policy) to be triggered when the "Request new application" button is clicked.

Configuration steps

App catalog settings

1. From the App Catalog, go to the General Settings tab  >> Request new application
   First, enable the "Request new app" button to streamline your employees' new app requests via the catalog.
2. Under the Button action dropdown, select Run Policy
   
3. Click the View and edit policies button to create a policy
   
   

View and edit policies

In the New application request policies tab you will be able to create and edit automated policies as well as monitor and view policy runs.  Please note that although you can create any number of policies for testing purposes, only one policy can be active.   If you want to replace an active policy, deactivate it before activating a new one.

Create a new policy

1. Click Add new policy button
2. View the new trigger automatically added - no configuration required
3. Start adding actions such as:
   1. Send form to the requester to capture more details (recommended).  You can create a dedicated application details group to capture new app request details via form.  
   2. Send email or Slack message
4. Add an If/Else branch to define different automation paths based on application or user properties.  For example:
   1. Application cost (submitted via the form in a previous action) - useful if you'd like to define different approval flows depending on the required budget.
   2. Application state or category - useful if you'd want to immediately decline requests for closed apps or of a specific category.
   3. User department or role - beneficial if you want to define different approval flows for users from different departments or roles.
5. Add actions for each branch such as:
   1. Request approval - it is recommended to add application details to messages for approvers so they can have more context about the requested app.  Do it by using application personalization tokens such as: Application description, Vendor or Link to the application page in Torii as well as answers to form questions.
   2. Create Slack channel
   3. Open ticket
   4. Send email or Slack message to provide updates to the requester as the approval flow progresses and when the request was approved.  
6. Test the policy by running it manually
7. Activate the policy

Monitor policy runs

Click the number under the Triggered column in the policies table.  Here you'll be able to see all submitted requests and drill down to their run details.

FAQs

Q: Will requested applications show up in Torii?
A: Yes.  Requested applications will be added to Torii with a Requested state.  If the requested app was already discovered it will not change its state.

Q: Will a requested app cause new app discovered workflow to trigger?
A: No.  

Q: What happens if the custom policy is invalid?
A: If your active policy becomes invalid it will not be triggered and new application requests will not be handled.

Q: Can an employee submit a request for a Closed or Hidden app?
A: Closed apps will be available for requesting
Hidden apps will be disabled for requesting with a label: Request blocked.

Additional Application Catalog articles 

1. Introduction to Application Catalog - Admin
2. Applications Catalog Settings
3. How to Use the Application Catalog - User Guide
4. Application Catalog Communication

5. 🎥 Request Access Policies