Application creation permission for all? Any Guidelines?

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I manage a large Quickbase account (over 9,000 users). We had been allowing anyone to create apps, but our account has grown so big that this is becoming difficult to manage. App owners invite 'vendors' but forget to notify me when those vendor accounts should be deactivated. I don't want to own every app, but I need to find a way to control the sprawl. 

Does anyone have any  guidelines for granting app creation permission to users?
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Patti Dornacker

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Posted 2 years ago

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QuickBasePros_IDS, Champion

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For one Account, I have a "centralized" Application where Users are populated and assigned to territories which controls their access.  A secondary function of this is that Application Owners can access this application and enter fields to tell me when those individuals should no longer have QuickBase access.  I get an automated email when this happens and then I just add the User to the Deny List.  You could remove Users individually from the Apps, but the Deny List is a good immediate stop-solution.  Cleaning out Denied Users from a User List can then be app-by-app as you come across them or the App owners can manage that independently.
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QuickBaseCoach App Dev./Training, Champion

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Congratulations Laura.  I see that you got 10 points for your answer.
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QuickBaseCoach App Dev./Training, Champion

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Actually, I think that what that tag means under your name is that you have 10 points in total so far.
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Patti Dornacker

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I assume that your centralized application is cross linked to other apps to control permissions, and the you need to add people as users in the app first and then add them to a 'Resources' table in the application. How do you stop the owners of the other applications from just adding users to their own applications?
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QuickBasePros_IDS, Champion

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Patti - they are; but that's not really necessary.  I was simply describing how the app is used to connect/control access permissions to other apps.  It's always been a challenge with this situation because HR departments don't share their Leavers-Lists with the QuickBase admin; and departments seem to forget that when a Leaver needs their email shut down; they also need to protect their QuickBase too.  Just sharing the experience from one client account.

I can't stop the App Owners from adding users to their Applications; but the way I built the App is that I list all the Apps and the Roles in those Apps; and ask the "admins" to identify which Apps the User needs access to and in what Roles - I then get an email to "add" the new User to all the cross apps; and I update the record to tell the Record Owner that the new User has been added.

It's really down to a training/process flow.
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Sybil S, Employee

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Hi Patti --

Is the issue that you want to restrict app creation rights to a small subset of your customers, or that you want employees but not vendors to create apps? 
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Patti Dornacker

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I just need a way to manage my accounts better. I'd rather not restrict app creation rights for my employees, but it has gotten out of control. I don't know when someone has added a non-employee to an application (creating a new QB account which costs us money) and I don't know when that non-employee no longer needs the account. I don't have any admin tool that lets me see all of the applications that a user has been specifically invited to, who invited them and what date they were invited. If I click a user name on the Manage Billing Account screen I can see all the apps they can access and their last access date, but I have to look up each individual account to see that and there are no creation dates. I would love a report that could show me all apps that every account can access. Dates could help me determine their need. (For employees I have a similar issue where I can see all apps they can access, including by @domain group, but not just the ones they have been specifically invited to.)
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Adam Shain

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Hi Patti,

We're working on solving some of those problems for you!

If you want to allow app creation but maintain more control of who gets added to application, there is a relatively new option that allows you to authorize building without sharing. That way you can continue to let your users manage and evolve their applications without worrying that they will increase your costs.

-Adam
Product Manager, QuickBase