Initial Configuration

When you launch the App Catalog, you will first need to choose at least one IT admin for your workspace. IT Admins will own the settings & configuration of the App Catalog and will also be able to manage all workflows associated with any App. Note that IT Admins will inherit workspace admin privileges across G2 Track as well.

Before launching the App Catalog you will also have the ability to change your “Workspace Privacy Settings” and whether or not you want to “Auto Publish SSO-managed Apps”.

Workspace Privacy Settings

We recommend that you enable “Everyone in my company” to minimize the amount of work required to make sure everyone has access to the App Catalog. All employees will be Basic Members unless explicitly invited to the workspace under a different role. Basic Members will only be able to view the App Catalog & submit access and help requests. This setting can always be updated later from the “Catalog Settings > General” Page.

Auto Publish SSO-managed Apps

We recommend that you enable the “Auto Publish SSO-managed Apps” feature as it will ensure your SSO and the App Catalog stay in sync and it will also minimize the amount of upfront manual work needed to set up the App Catalog. When turned on, all SSO sourced Apps will automatically be published to the App Catalog with the IT Admin assigned as the App Admin. This can always be further customized later from the “Manage Apps” page.

App Catalog Setup

To have a fully operational App Catalog the minimum you must do is ensure you have set your desired Catalog Visibility and at least one App Admin for each App you wish to be visible in the catalog.

  • App Admin: The App Admin is always the person responsible for executing any access requests which come through the App Catalog for the Apps they own. If you create custom workflows, your App Admin(s) will always be the last step for closing out any requests.

  • Catalog Visibility: This field gives you the ability to decide what employees are able to view or not view. Publishing an App to the App Catalog will make that App visible to all members of the workspace (including Basic Members). Once viewable, employees are able to submit access requests or help requests through the Catalog.

Setting Catalog Visibility & App Admins in Bulk

We recommend that you set up App Admins and your desired Catalog Visibility in bulk to get your App Catalog up and running as seamlessly as possible. Bulk create your App Catalog following the three-step process below:

  1. Auto Publish SSO-managed Apps feature
    We recommend you enable the “Auto Publish SSO-managed Apps'' feature during initial configuration or from the “General” page. This will ensure all SSO Apps will automatically be published and the IT Admin(s) will automatically be assigned as the App Admin(s) for each App. You can always selectively turn any of these Apps back to the unpublished state or edit the App Admins on the “Manage Apps” page.

  2. Manage Apps page
    Using the multi-select capability, you are able to select the apps you want to edit, and from the edit button you can set your preferred Catalog Visibility and App Admin for each of the selected Apps. Any changes will be in effect immediately. You may notice that some Apps are missing from your “Manage Apps” page. If this is the case, please check the Needs Confirmation page.

  3. Needs Confirmation page
    Any Products which are not associated with your SSO will start on this page. There are many pieces of software that fall outside the scope of your SSO which you will not want to publish to your Catalog. Please choose the products you do want to publish to the App Catalog using the multi-select tool, and click “Publish to App Catalog”. When you do this, the IT Admins will automatically be assigned as the App Admin. You will be able to customize or update any of the data fields or workflows on the Manage Apps page.
    Learn how to make sure published Apps have unique names here.

Adding Additional Apps to the Catalog

Mapping Unrecognized Apps

You may occasionally have an App coming from your SSO which we don’t recognize, which you can find on the “Unrecognized Apps” page. If you would like these to be included in the App Catalog, you will first need to map them to their appropriate Product. This can be done by hovering over that App and selecting the pencil icon. Select an existing Product from our database or create a new one if it doesn’t exist in Track. Once mapped, this App will move to the Manage Apps page where you can complete any of the above actions mentioned.

Creating New Apps

You are always able to manually create a brand new App from scratch to publish to your App Catalog. This is often the case for multi-app Products where you want to track access requests separately for each of the sub-Apps. This can be done directly from the Manage Apps Page using the “Add App” button. If being done for a multi-App product, make sure to map all the sub-apps back to the same Product inside G2 Track.

Inviting Your Team

Once your App Catalog is created, you are ready to invite your team to G2 Track! If during configuration, you set your privacy settings to enable “Everyone in my company” then you are already set up to allow everyone to access the App Catalog as a Basic Member. Simply send out a communication to your team about how they can use the App Catalog and be sure to include a link! If you disabled this capability, now that your App Catalog is fully functioning and you are working towards inviting everyone at your company, it is the perfect time to enable this feature. Rest assured that Basic Members will only be able to view the App Catalog and will not have access to any of the other data in G2 Track. Visit the General page underneath Catalog Settings to change this setting.

If you do not wish to leverage this automated access option, then you can visit your Workspace Settings page, and invite members manually from the Members sub-page.

Learn more about customizing app approval workflows and app attributes here.

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