Licensed to be used in conjunction with basebox, only.
// admin
App Approval
What is app approval?
App approval determines who has access to your apps. As an app creator or administrator, you can decide whether apps stay private, are shared with specific people, or are made available to the entire organization.
Who can manage approvals:
- App creators (always)
- Administrators (for all apps)
Setting up app approval
Opening the approval menu:
- Open "All apps" in the navigation
- Click the menu icon (⋮) for the desired app
- Select "App approval"
Choosing an approval scope:
Private
- Only you have access
- Administrators can also see the app
- When to use: Personal apps, tests, confidential content
Specific users/groups
- Access only for selected people
- Precise control over the user base
- When to use: Team-specific apps, department tools
Organization
- All users in your organization can use the app
- Maximum reach
- When to use: General tools, company-wide apps
Adding specific users
For "Specific users/groups":
- Click "Add users or groups"
- Search for people – Enter a name or email
- Select users – Mark the desired people
- Set the permission:
- READ: Use the app only
- WRITE: Use and edit the app
- Click "Confirm selection"
- Click "Save" to finalize
Understanding permissions
READ permission (use only) – allows:
- Opening and using the app
- Asking questions and receiving answers
Not possible: changing app settings, adding/removing documents, managing approvals.
WRITE permission (edit) – allows:
- Everything READ allows
- Changing the app description
- Adding/removing documents
- Adjusting app settings
Not possible: changing approvals and deleting the app (app creator/admin only).
Practical use cases
Department app (HR tools):
- Approval: Specific users/groups
- Users: HR team with WRITE, managers with READ
- Benefit: Control over sensitive data
Customer service app:
- Approval: Organization
- Permission: Everyone READ, support team WRITE
- Benefit: Broad usage, centralized maintenance
Test app:
- Approval: Private
- Users: Only you
- Benefit: Safe experimentation
Group permissions
Benefits of groups:
- Easier administration with many users
- Automatic permissions for new group members
- Consistent rights assignment
Example: Group "Marketing Team" with READ rights → all marketing employees automatically get access.
Frequently asked questions
Can I change approvals later? Yes, you can add/remove users or adjust permissions at any time.
What happens if I change an app from "Private" to "Organization"? All users in your organization immediately gain access to the app.
Can WRITE users delete the app? No, only the app creator and administrators can delete apps.
Can others see my private apps? No, private apps are only visible to you and administrators.
Can I limit approvals to a time period? Not currently – approvals remain active until you change them.
Best practices
Security:
- Grant minimal permissions (READ instead of WRITE where possible)
- Review regularly who has access
- Keep sensitive apps private or share them very restrictively
Efficiency:
- Use groups instead of individual users
- Use clear naming for apps
- Document what each app is intended for
Important notes
- Users with WRITE rights can change app content but cannot manage approvals
- Permissions can be inherited via groups
- Administrators always have full access to all apps
Tip
Start with restrictive approvals and expand them as needed – it's easier to grant access than to revoke it.
Questions about app approvals or permissions? Contact support