Overview

Each SaaS application should have an owner. The owner is the go-to person for any question you may have about a specific application, like why are we using this app? Why did expenses go up in February? Should we renew this application?

In some cases, the application owner is from the relevant business unit; in others, you may appoint someone from the IT department to own it. Of course,an application may have more than one owner.

Applications without owners present a slippery slope to losing control over your SaaS.

Additionally, there are often additional users other than the app owner(s) who are assigned to an app. These users, as well as the app owners themselves, are all considered app stakeholders.

App owners

App owner types

There are two owner types, Primary and non-primary. Once assigned, you can see them from the main application page >> APP OWNERS section.

Note that the owner types are the same entity except for their title.
The “Primary owner” type was added to enable delegating tasks to a specific owner.
In workflows, you can approach the Primary owners - through the primary app owner token or all the owners of the app - using the All App owners token.

How to assign application owners

1. You can assign application owners by clicking the + icon (if no owners are set for the app) from a specific application page -> APP OWNERS.
   
   
   
2. You can also assign a Primary owner from the Applications page list by pressing the + icon (if no primary app owners are set for the app)
   
3. When assigning an owner a modal will open, allowing you to select a primary app owner, and any number of additional (non-primary) app owners. 
   Adding more than one user as an owner can help the Primary owner share the app management responsibility.

   As you assign more owners, Torii will suggest relevant owners for the assignment based on similar products and usage information.

4. Click Assign owners 
   
5. Once the owners are assigned, you will find them under the APP OWNERS section of a single app.

How to update application owners

• • To edit the application’s owners from the specific application page, click Manage Owners.
  • You can also hover over an app owner to remove them as app owners, or transfer an app owner to be the new primary app owner. 
    
    
  • To edit the application's owners from the Applications page, select any number of apps you would like to update the owners for, and press Edit.
  • Then, select either the Primary app owner or All app owners field, and select to either update or delete the value(s) in that field.
  • Please note: Updating the All app owners field will override all owners (it will replace all current app owners with your selection). 
    
    If the App Owners access via the Settings page is activated, Every newly added owner will receive a notification email.
    

How to view app owners

In the Applications page:

• The App owners can be viewed via two columns:
  • Primary Owner - will show the one primary owner
  • All App Owners - will show both primary and non-primary owners.
    
    
• A new view was added for "Apps without owner". This view will show the apps that have no owners assigned to them. 
• There is an additional premade view available to only highlight apps without a primary app owner. You can find it from "Create new view" -> "Choose from template" -> "Apps without primary owner"
  

Note that you can see all Torii's Application owners (primary and non-primary) under Settings >> Members >> App Owners.

 

In the Users page:

• The Users page has two columns that help easily view apps owned by users:
  • App owner of - This will show a list of all apps owned by that user.
  • Owned app count - This will show a count of how many apps are owned by that user.
    

App owners in a workflow

1. When setting up a User Meets Criteria workflow, you can filter for only users who are app owners by selecting User general details -> owned app count -> greater than -> 0
2. When creating an email notification from a workflow, the following email tokens will be available:

• App Owner 
  • Will send an email notification only to the Primary App owner meeting the criteria.
• Primary owner of all apps in the org
  Will send an email notification to all primary app owners in Torii, regardless of the application criteria filter.
• All App Owners 
  Will send an email notification to all App Owners, primary and none primary, meeting the criteria.
• Primary App Owner 
  • Will send an email notification only to the Primary App owner meeting the criteria.
  • Will replace the existing App Owner token in the coming future.

App stakeholders

Often, there are users other than the app owner(s) who are assigned to an app. These can be people with other relevant roles such as budget or contract owners, application experts or legal counsel, or even vendor contacts. 

App stakeholders refer to all users who are assigned to an app, whether they are an app owner or any other role. Any user assigned to an app field of the type Employee or Multiple Employee is considered an app stakeholder. 

How to create application stakeholder roles

1. To create a new type of app stakeholder, go to Settings -> Application Details and click on "+ Add field". 
2. Add a field of type Employee / Multiple Employees, and define the field name. 
3. You can now start assigning users to this role!
    
   
4. These fields will automatically appear in each application page.

How to assign application owners

1. You can assign application stakeholders similarly to assigning app owners in the specific application page -> App Contacts
   • For Single Employee fields: by clicking the + icon on the relevant field.
   • For Multiple Employee fields: by clicking the edit icon on the relevant field.
     
2. You can also edit app stakeholder fields for multiple apps in the Applications page, similarly to updating app owners. 

How to view app stakeholders

In the Applications page:

• Each app stakeholder field can be added to any view in the Applications page. 

• The Users page has two columns that help easily view apps owned by users:
  • App stakeholder of - This will show a list of all apps for which that user is a stakeholder.
  • Stakeholder app count - This will show a count of how many apps the user is a stakeholder of. 

App owners in a workflow

1. When setting up a User Meets Criteria workflow, you can filter for only users who are app stakeholders by selecting User general details -> stakeholder app count -> greater than -> 0

Related Articles

App Owner Access - For Torii Admins

Next: Set Application State