App Access Requests

Article Type: Configuration / How-To
Audience: Application Administrators, Enterprise Administrators
Module: Access Control
Applies to Versions: All Versions

1. Overview

App Access Requests provide a governed workflow for granting users access to applications within the Fuuz platform. This two-tier approval process ensures proper oversight while distributing access management responsibilities between local application administrators and central enterprise administrators.

Request Workflow Summary

Key Concepts

• One Request Per User Per Application: Each access request grants a single user access to one specific application. Multiple requests required for multiple applications.
• New vs. Existing Users: System detects whether user exists and either creates new Enterprise User or adds app access to existing user.
• Role Pre-Assignment: App Administrators can optionally specify access type or role when creating request for automatic assignment upon approval.

Request Statuses

• Pending: Request submitted and awaiting Enterprise Admin review (automatically expires in 5 days)
• Approved: Enterprise Admin approved; user access granted
• Denied: Enterprise Admin rejected request with reason provided
• Cancelled: Request withdrawn before approval/denial
• Expired: Request not reviewed within 5-day window

2. Prerequisites

For Application Administrators

• Access Level: Administrator access type within at least one application
• Navigation: Within application → Access Control → Access Requests (or Tenant Access Requests)
• Required Information: User's email address and business justification

For Enterprise Administrators

• Access Level: Administrator access type with Enterprise Admin Home access
• Navigation: System → Access Control → Access Requests (or Tenant Access Requests)
• Visibility: Can view all access requests across all applications

3. Procedure Steps

Creating Access Requests (App Administrators)

Step 1: Navigate to Access Requests

1. Navigate to your application's Access Control section
2. Select Access Requests (or Tenant Access Requests)
3. Review existing requests and their statuses

1. Click the + (Add) button
2. Complete the request form:
   • Requested For User Email (required): Email address of user needing access
   • Tenant (required): Pre-filled with your application
   • Request Reason (required): Clear business justification with specific details
3. Optionally specify a role for automatic assignment upon approval
4. Click + (Submit) to create the request

• Request enters Pending status
• Enterprise Administrators receive email notification
• Request expires automatically in 5 days if not reviewed
• You receive email notification when request is approved or denied

Reviewing & Approving Requests (Enterprise Administrators)

Step 1: Navigate to Access Requests

1. Navigate to System → Access Control → Access Requests
2. Filter by Tenant Access Request Status = Pending
3. Select a pending request to review details

• Request User: Verify user email, name, and domain (Fuuz team vs. external)
• Request Reason: Review business justification
• Requested Access: Review tenant, existing access status, expiration dates, and requested role
• Finalize Request Panel: Review what will happen upon approval

To Approve:

1. Click APPROVE REQUEST (green button)
2. Confirm the approval in the dialog
3. System creates/updates user record and grants access
4. User receives email notification (password setup link for new users)

1. Click REJECT REQUEST (red button)
2. Enter required Rejection Reason with clear explanation
3. Submit the denial
4. User and App Admin receive email notification with rejection reason

Post-Approval Actions

For New Users:

• Enterprise User record created
• Email sent with password setup link (expires in 7 days)
• User sets password and logs in
• App Admin assigns additional roles if needed via App Users interface

For Existing Users:

• App access added to existing Enterprise User record
• Email notification sent
• New app appears in user's app list after page refresh or next login
• App Admin assigns additional roles if needed via App Users interface

4. Configuration Reference

Request Form Fields

Automatic Settings

5. Best Practices

For Application Administrators

• Provide Detailed Justifications: Clear, specific reasons help Enterprise Admins approve quickly and create proper audit trails
• Use Role Pre-Assignment: Specify access type or role when creating requests to streamline provisioning
• Track Multiple App Needs: Note in Request Reason if user needs access to multiple applications
• Verify Email Addresses: Double-check email addresses to avoid delays from typos
• Assign Additional Roles Promptly: After approval, immediately assign any additional roles needed via App Users interface

For Enterprise Administrators

• Review Requests Daily: Check pending requests at least once per day to avoid expiration
• Verify Business Need: Ensure Request Reason provides adequate justification before approving
• Check for Existing Access: Review "Existing User Account" field to avoid duplicate access errors
• Provide Clear Denial Reasons: Give specific explanations and guidance for resubmission
• Monitor External Access: Pay special attention to requests for users with non-company email domains

Multi-Application Access

Organizations should document their preferred approach for users needing access to multiple applications:

• Separate Request Per App: Required for organizations with strict audit trail requirements; provides individual justification for each app
• Note in Request Reason: For less stringent requirements; App Admin indicates multiple apps needed; Enterprise Admin grants additional access directly

6. Troubleshooting

7. Related Resources

• Managing Enterprise Users: Complete guide for Enterprise Administrators on creating and managing user accounts
• Managing App Users: Guide for Application Administrators on managing users within applications and assigning roles
• Access Control Overview: Comprehensive overview of Fuuz access control model
• Roles and Permissions: Detailed guide to configuring role-based access control
• Access Types Explained: Deep dive into Administrator, Developer, Web Access, Gateway Access, and API Access types

8. Revision History