Custom Apps - Admin Guide

Purpose

This guide is for account administrators who configure and operate Custom Apps. It covers app setup, authentication choices, domain and media management, user access, tasks, export operations, and common troubleshooting.

What You Can Manage

As an administrator, you can manage the following areas in Custom Apps:

1. Create, edit, and delete custom apps
2. Set authentication mode (Public, Basic Auth, Entra ID)
3. Manage app icon, description, and tag metadata
4. Configure custom domains and primary domain routing
5. Upload and organize media assets
6. Manage app users and roles
7. Manage app tasks, priorities, statuses, and task types
8. Export app packages after deployment

Access And Permissions

Open Custom Apps from Settings -> Custom Apps or go to /settings/custom-apps.

Administrator role is required for privileged actions. In normal operation, the following are administrator-only:

1. Creating and deleting apps
2. Uploading media in settings
3. Creating, deleting, and promoting domains
4. Overriding pending domain verification

App Lifecycle

App lifecycle operations include creation, updates, and decommissioning. Use step-by-step actions only for these direct UI tasks.

Create A New App

To create a new app, follow the below-mentioned steps:

1. Open Settings -> Custom Apps.
2. Select New Custom App.
3. Enter the app details: Name, Description, Auth Type, Tag, and Icon (SVG).
4. Select Create.

What happens after creation:

1. The app is attached to your account.
2. A unique subdomain is generated.
3. Provisioning starts automatically.
4. Provisioning status is tracked (pending, active, failed).

Update App Settings

To update app settings, follow the below-mentioned steps:

1. Open the app from the list.
2. In General, edit fields like name, auth type, description, and icon.
3. Select Save.

Recommended admin checks after update:

1. Confirm app row reflects updated metadata.
2. Verify active auth mode in app details.
3. Validate icon rendering if changed.

Delete An App

To delete an app, follow the below-mentioned steps:

1. Open the app actions menu from list/settings.
2. Select delete.
3. Confirm deletion in the modal.

Before deleting, verify:

1. No active business workflow still depends on the app.
2. Required export/archive is completed.

Authentication Management

Public

Use for open-access app experiences where login is not required.

Basic Auth

Use for username/password access patterns. This is suitable for controlled internal or partner use where managed users are created in app user management.

Entra ID

Use for Microsoft identity federation. Ensure provider credentials are configured for the app domain and confirm callback flow before production cutover.

Pre-cutover checklist for Entra ID:

1. Provider secret exists and is valid.
2. Callback route resolves correctly.
3. Test user can sign in and is app-registered.

Domain Management

Custom domain support allows branded entry points with verification state tracking.

Add A Domain

To add a custom domain, follow the below-mentioned steps:

1. Open app Custom Domains.
2. Select New Custom Domain.
3. Enter domain name and create.

Each domain maintains:

1. Domain name
2. Verification status (pending or verified)
3. Verification token

Make Primary

To make a domain primary, follow the below-mentioned steps:

1. In domain list, select Make Primary on the target domain.
2. Confirm that it appears as primary in the UI.

Override Verification

Use only in controlled test scenarios: To override verification, follow the below-mentioned steps:

1. Select Override Verification for a pending domain.
2. Confirm domain status changes to verified.

Delete A Domain

To delete a domain, follow the below-mentioned steps:

1. Select the trash action for the domain.
2. Confirm deletion.

Domain routing behavior:

1. Verified custom domains are resolved first.
2. Subdomain fallback is used if no verified domain match is found.

Media Management In Settings

Media library supports upload, listing, filtering, and search.

Supported formats:

1. .png
2. .svg
3. .jpeg
4. .jpg
5. .mp4
6. .pdf
7. .docx

Upload constraints:

1. Maximum 25 MB per file.

Upload Media

To upload media, follow the below-mentioned steps:

1. Open app settings Media section.
2. Drag/drop or choose file.
3. Wait for upload completion.

Organize Media

To organize media, follow the below-mentioned steps:

1. Use Filter options (View all, Videos, Photos, Docs) to narrow the media set.
2. Use search to locate assets by filename.
3. Review media list entries before embedding them in templates.

User And Role Management

User management supports creation, update, deletion, search, pagination, and app-role assignment.

Invite Or Add User

To invite or add a user, follow the below-mentioned steps:

1. Open /users in app context.
2. Create user with name and email.
3. Assign app role during registration.

Update User

To update a user, follow the below-mentioned steps:

1. Open user details.
2. Update profile fields and role as needed.
3. Save and confirm success flash message.

Remove User

To remove a user, follow the below-mentioned steps:

1. Open user record.
2. Select delete.
3. Confirm redirect and success state.

Identity and onboarding capabilities include:

1. Confirmation email initiation
2. Verification-code confirmation step
3. Password reset token flow

Task Management

Custom Apps includes tenant-scoped task operations.

Supported task capabilities:

1. List tasks with pagination and filtering
2. Create, update, and delete tasks
3. Assign and unassign users
4. Manage task types, priorities, and statuses

Create A Task

To create a task, follow the below-mentioned steps:

1. Open /tasks.
2. Select new task.
3. Set title, description, status, priority, and type.
4. Add assignees.
5. Save.

Export Operations

You can export deployable app packages when a deployed tag exists.

Export From Settings UI

To export an app package from settings, follow the below-mentioned steps:

1. Open app settings.
2. Confirm at least one tag is deployed.
3. Select Export App.
4. Download generated ZIP.

Export failures to watch for:

1. No deployed tag found
2. App ownership or not-found errors
3. Internal packaging errors

Operational Checklists

Pre-Production Cutover

1. App provisioning status is active.
2. Target domain is verified and set primary.
3. Authentication flow tested for all required roles.
4. Media assets uploaded and validated.
5. Required task and user roles configured.
6. Deployment tag selected and active.
7. Export ZIP generated successfully.

Ongoing Administration

1. Review app auth mode changes.
2. Audit domains and verification state.
3. Remove stale users and obsolete roles.
4. Clean up unused media.
5. Track task backlog health.

Troubleshooting

New Custom App Button Missing

1. Verify signed-in user is account administrator.

Media Section Missing

1. Verify media-library feature/config is enabled.

Upload Rejected

1. Check extension and 25 MB limit.

Domain Not Serving Traffic

1. Confirm domain exists and is verified.
2. Confirm target domain is set primary if required.

Export Disabled Or Failing

1. Deploy at least one tag.
2. Verify app ownership in the selected account.

User Cannot Access App

1. Confirm user registration exists for the app.
2. Confirm authentication mode and identity provider configuration.