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

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.

Note: The current interface labels this feature as "Tenant Access Requests." This will be updated to "App Access Requests" or simply "Access Requests" in a future release. Both terms refer to the same functionality throughout this article.

1. Overview

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• Cancelled: Request withdrawn before approval/denial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

Step 2: Create New Request

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

Step 3: Monitor Request Status

• 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

Step 2: Review Request 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

Step 3: Approve or Deny Request

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)

To Deny:

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. Revision History

See Also

• Enterprise Users
• Access Types
• Enterprise Admin Overview
• Roles
• App Users
• Enterprise Users vs Access Requests