> For the complete documentation index, see [llms.txt](https://oten.gitbook.io/identity-support/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://oten.gitbook.io/identity-support/user-guide/oten-workspace/applications/guide-to-manage-applications.md).

# Guide to manage applications

The **Applications** section allows Workspace owners/administrators to manage applications available in their workspace. You can:

* View applications available to your workspace.
* Add applications to your workspace.
* Configure application access for workspace members.
* Remove applications that are no longer needed.
* Review application details and usage information.

> **Note:** Only applications enabled by your Organization Administrator can be added to a workspace.

***

## 1. View available applications

Navigate to: **Workspace → Apps → Management**

The application list displays all applications available to your workspace. You can view detailed information about an application.

**Application status**:

| Status     | Description                                                                                              |
| ---------- | -------------------------------------------------------------------------------------------------------- |
| Available  | The application is available and can be added to the workspace → CTA "App app"                           |
| Added      | The application has already been added to the workspace → CTA "Remove app"                               |
| Restricted | The application is not available for this workspace based on organization policies → CTA "Contact admin" |

***

## 2. Add an application to your workspace

If an application is available, you can add it to your workspace.

#### Steps

1. Open **Workspace → Apps → Management**
2. Find the application you want to use & review the application information.
3. Click **Add App.**
4. Quick configure access settings for workspace member, You can choose one of two options:
   1. Members can use all privileges of this app
   2. Members can use selected privileges of this app
5. Click **Confirm**.

#### What happens next?

After the application is added:

* The application becomes available within the workspace.
* Workspace members can access the application according to assigned permissions.
* Workspace owners/administrators can further configure access rights.

**See instruction video to get information you need:**

{% embed url="<https://app.supademo.com/demo/cmq69qv6w44pkqm6ui4thdfjs?utm_source=link>" %}

***

## 3. Configure application access

After adding an application, Workspace Owners/Administrators can define who can access the application.

**Access Configuration Options:**

* In addition to the workspace member role, you can configure this app's privileges for specific roles
* Then you may grant access to:
  * Individual users
  * Specific groups
  * Specific organizational units (OUs)

#### Recommended Practice

Grant access through roles whenever possible. This simplifies permission management as your workspace grows.

***

## 4. Remove an application

Applications that are no longer required can be removed from the workspace.

#### Steps

1. Open the application detail page.
2. Click **Remove App**.
3. Review the impact.
4. Click confirm **Remove**.

#### Important

Removing an application will:

* Remove workspace access to the application.
* Remove application permissions previously assigned within the workspace.
* Prevent members from launching the application from the workspace.

> Existing data stored within the application may not be deleted automatically. Refer to the application's documentation for data retention policies.

***

## 5. Application access policy

Application availability is controlled at two levels:

### Organization level

Organization Administrators determine:

* Which applications are available to workspaces.
* Whether an application is enabled or disabled across the organization.
* Workspace-specific exceptions.

### Workspace level

Workspace Administrators determine:

* Whether to add an available application.
* Who can access the application.
* How permissions are assigned inside the workspace.

***

## 6. Best practices

#### Review before adding

Before adding an application:

* Verify business requirements.
* Review permissions requested by the application.
* Confirm compliance with organizational policies.

#### Use role-based access control

Instead of assigning permissions directly to users:

* Create roles.
* Assign application privileges to roles.
* Manage access through role membership.

#### Remove unused applications

Periodically review installed applications and remove those that are no longer needed to maintain a clean and secure workspace environment.

***

## 7. FAQs

#### Why can't I add an application?

The application may:

* Not be enabled by your Organization Administrator.
* Be restricted by organization policy.

#### Who can add or remove applications?

Typically, only Workspace Owners can manage applications.

#### Does removing an application delete data?

Not necessarily.

Data retention depends on the application's implementation and policies. Always review application documentation before removing an application.