A Typical Approval Process
The following table steps through a typical application approval process.
|Step||For instructions, see...|
Select approval workflow groups.
Before you can send any applications on an approval process, you need to assign an EASE user group to each of the approval workflows (QA Testing and Security Review). Members of these groups will have access to the application in the App Catalog while the workflows are in progress.
|Select Approval Workflow Groups|
Add a native application to EASE.
When you add an application to EASE, you specify the groups that can access the app when it is enabled. When an application is enabled—or "published"—members of those specified groups will have access to the app from the App Catalog. The groups selected for publishing the app are different than the groups assigned to review apps during a workflow. When you start an app on a workflow, users in the group assigned to that workflow (in the previous step) can access the app from the App Catalog—whether the app is disabled or enabled. For more on user access during workflows, see User Access During an Approval Process.
Before you send the app on a workflow, you may want to perform other tasks such as applying application policies. You can perform these tasks before you start a workflow, or after the approval process is complete; this depends on your internal processes and what you want reviewers to look at during a workflow.
Start one or both workflows.
Depending on the application, you may need to send it on just one workflow or you may need to send it on both. EASE supports simultaneous and sequential workflows. You can start an application on the QA Testing and Security Review workflows at the same time, or you can wait until one workflow is complete before starting the other. To alert a group of reviewers that an app is available in the App Catalog for their review, you can use the group notification feature.
Change workflow status.
Based on feedback from reviewers, you should change the status of the workflow to Pass or Fail. If any of the reviewers are also EASE administrators, they can log in to the EASE Portal to change the status themselves.
Throughout the approval process, you can view a log to monitor the progress of each workflow. With Security Review Pass/Fail log entries, you can link to an inspection report if one is available. You can also quickly identify workflow status for all apps by scanning the Applications list.
(If needed) Update the application version and restart the approval process.
If an application fails a workflow, it will need to be updated to address the issues identified during the workflow. When a new version of the app is available, you can upload it to EASE and resend it on one or both of the workflows.
Change workflow status and enable the application.
Once an application passes all workflows, you can publish to the App Catalog for your end users. When an app has passed all workflows, EASE prompts you to automatically enable the app. You can enable it at that time, or you can enable it later if there are other tasks you want to perform before publishing it.
User Access During an Approval Process
During an application's approval process, users in the group assigned to each in-progress workflow have access to the app in the App Catalog. These groups are selected on the Settings page for your organization, and are used to determine who sees any app that is going through a workflow. Access during an approval workflow is separate from the group access specified when an app is added to EASE. When you add or edit an application in EASE, you select groups in the Groups section to identify which users will have access to that particular app in the App Catalog when the app is published ("Enabled").
You should not publish applications to the same groups that you assign to workflows. To avoid confusion, you can create groups used only for workflows. For example, create a "QA Workflow" group for the QA Testing workflow and a "Security Workflow" group for the Security Review workflow. Members of these workflow groups may also be members of other groups that you will select for publishing. For more information on selecting workflow groups, see Select Approval Workflow Groups.
EASE does not block you from enabling an app while it is in an approval process, but that is not a typical use case. Most likely, you will not want to publish an app to your end users until it has successfully completed the approval process.