AppStore Guide for IT Admins
Last updated: October 8, 2024
After this article...
You'll understand how the AppStore works, and how to manage or resolve common questions that come up when employees use the AppStore.
What is the AppStore?
The Lumos AppStore gives you a single catalog you can use to request access to approved software you need for your job.
Read this article to learn more about how the AppStore works:đź“„ What is the AppStore?
Requests can be submitted through Lumos or Slack.
To see the request workflow in action, check out the short articles below.
đź“„ Requesting Access to an App
đź“„ Requesting Access to an App from Slack
How does the AppStore manage approvals?
If an app has an approver in Lumos, app requests are immediately sent to the approver through email + Slack after they’re submitted.
As an approver, you can approve app requests right from Slack. This simplifies the approval process and reduces the time needed to get approvals.
To see the approval process in action, check out the article below.
đź“„ Approving Access Requests
How does the AppStore manage provisioning?
If it’s an Okta app, Lumos automatically adds the Okta tile for the requester after approval. If there are “Groups” selected, Lumos will add the employee to the Okta groups.
If Okta automatically creates an account for the requester after adding the tile (i.e. SCIM provisioning), nothing else is needed! Everything is totally automated by Lumos + Okta.
For non-automated apps (Okta or non-Okta), Lumos will notify the app admin(s) and ask them to provision the employee’s account and confirm in Slack or Lumos once it’s done.
Remember – If it’s an Okta app, Lumos will always add the Okta tile after approval.
To see how to confirm provisioning for manual apps, check out the short reference article below.
đź“„ Confirming Provisioning For Access Requests
Requesting apps
How do I request an app in the AppStore?
Follow the steps here:đź“„ Requesting Access to an App
How do I request an app from Slack?
Follow the steps here:đź“„ Requesting Access to an App from Slack
I can’t find the app I need in the AppStore. Help!
Search for the app using the search bar in the upper left-hand corner of the page!
Not all apps can be discovered by browsing, so try a partial search for the app name.
App searches are not case-sensitive or fuzzy. If you search for the app “Airbase”, the following searches will find a match:
Airbase
airbase
air
Airb
The following will not work:
Air base
Airbaseeee
Submit a Custom Request if you still can’t find the app! (Find the “Making a Custom Request” section).📄 Requesting Access to an App
How do I know if my app request was finished?
Lumos sends an automatic email or Slack message that tells you when your request is done!
What if I need to add a message for the approvers?
Leave a comment in the “Business Justification/Comments” section when you make an app request.
If you forgot to do this, you can also leave a comment in the Slack thread that was created by Lumos when you submitted your request!
How do I cancel my request?
Click the “Cancel Request” button in the Slack message that was posted when you submitted your request.
Approving app requests
How do I approve an app request?
Follow the steps here:đź“„ Approving Access Requests
A request is stuck because an approver isn’t assigned. How do we unblock it?
Lumos Admins can unblock requests without an approver assigned by going to the Task Center and reviewing the “Blocked Requests” area. As an Admin, you can approve/deny the request to move it to the next step.
An Approver is out-of-office. Can a Lumos admin overwrite a pending approval?
Yes! In the Task Center in the top right corner, you can go to view > All Tasks (it's a dropdown). There you will see everything outstanding.
Can you change the level of access being granted before approval?
Yes! Click the “Edit” button on the Slack approval request, or click on the approval request in Lumos, then change the groups to which the user requested.
You might need to do this if someone is being added to an “admin” group and shouldn’t be in that group. If the user shouldn’t have access at all, just deny the request!