Setting up applications
1
Navigate to applications
Go to Settings > Applications in the left sidebar.
2
Add application
Click Add Application to create a new application entry.
3
Fill basic information
Provide the application details:
- Name: Display name for the application.
- Domain: The application’s web domain (optional).
- Details: Rich text notes about the application (optional). These notes appear in hover cards when users view the application in ticket custom fields.
- Owners: Users and user groups responsible for managing this application. Every member of a selected group acts as an owner for routing and fallback purposes.
- Approvers: Users and user groups responsible for approving access requests. Every member of a selected group is treated as an approver. If no approver is set, the application owners are used as a fallback.
- Post provisioning message: Optional rich text message sent to the requester after access is granted. Use it to share login instructions, onboarding resources, or follow-up steps. Click + in the editor to insert tokens such as the requester’s name, and type @ to mention people or user groups. An access level can override it with its own message.
- Workspaces: Select which workspaces can surface this application in request forms.
4
Configure access levels
Add access levels to define the permission tiers available for this application. See access levels.
5
Save
Click Save to create the application.
Post provisioning message tokens
Tokens personalize the post provisioning message for each request. Click + in the message editor and pick a field from the request’s ticket. Ravenna replaces it with that ticket’s value when it posts the message.The menu lists the fields of the ticket, including:A field with no value on the ticket is replaced with nothing.
Mentions in the post provisioning message
Type @ in the message editor to mention a person or a user group, the same way you would in a ticket reply. Use it to tag the people who need to act on the request after access is granted. Mentioned people get their usual mention notifications. In Slack, a user group synced from that Slack workspace is pinged as a group, and any other group appears as plain text.Synced applications
Applications can be automatically imported from your identity provider rather than created by hand.When you connect Okta, Microsoft Entra ID, JumpCloud, OneLogin, or Cloudflare, Ravenna discovers the applications in your IdP and adds them to your catalog. Each synced application shows the integration name as its Source.What syncing means in practice:- The application name and image stay in sync with the IdP. You cannot edit them directly in Ravenna.
- You cannot delete a synced application while the integration is active.
- You can set a Display Name to override the IdP name shown to users. The original name is preserved for sync purposes and appears alongside the display name in the format
Display Name (Original Name). - A synced application arrives with no access levels and shows Needs Setup until you add them. The exception is external access levels, which an integration such as Okta Identity Governance syncs for you.
Learn about the Okta, Microsoft Entra ID, Google Workspace, JumpCloud, OneLogin, and Cloudflare Access integrations
Application status
Each application shows a status badge in the Status column of the applications table and in the header of its detail page. The status tells you how far along the application’s setup is and whether members can request it yet.Hover a badge to see what it needs next. In the applications list beside an application’s detail page, the same status shows as a colored dot.Only live access levels count. Archived and disabled levels don’t, so an application whose access levels are all archived or disabled goes back to Needs Setup.Filter or group the applications table by Status to find the applications that still need work.
Access levels and provisioning
Each application needs at least one access level before anyone can request it. The access level sets the permission tier, the access policy, and the provisioning method that decides what Ravenna changes after approval.Access levels
Define permission tiers, attach access policies, and enable, archive, or sync levels.
Provisioning
What each method changes, how IdP groups relate to app accounts, and setup per identity provider.
Archiving applications
Archive applications you no longer want users to request access to. Archived applications are hidden from request forms by default, but their access levels and approval history remain intact for audit purposes.1
Open the application
Go to Settings > Applications and select the application you want to archive.
2
Archive
Use the Archive action in the application’s details. A confirmation appears before the application is archived.
Archiving does not revoke any access already provisioned through the application. To revoke previously granted access, handle the deprovisioning separately in your identity provider.
Deleting applications
Delete an application to permanently remove it from your catalog.1
Open the application
Go to Settings > Applications and select the application you want to delete.
2
Delete
Use the Delete action in the application’s details. A confirmation dialog appears before the application is permanently removed.
Deleting an application does not revoke any access already provisioned through it. Handle any deprovisioning separately in your identity provider.
Exporting to CSV
Export your application catalog to CSV for audits, reporting, or offline review. The export reflects any search, sort, or filter you have applied in the applications table.1
Open applications
Go to Settings > Applications.
2
Apply filters (optional)
Apply any filters you want included in the export. Only applications currently visible in the table are exported.
3
Export
Click Export in the toolbar. The file downloads as
applications-export-<date>.csv.Exports are capped at 10,000 applications per file. Use filters to narrow the list if your catalog exceeds that limit.