Restrict sharing of apps

Restrict the number of users an app creator can share an app with using the following governance policies:

Policy Description
Require direct sharing

Requires that access is only granted to users explicitly shared to an app in the sharing dialog. Only individual users users added directly to an app can access it, ensuring that sign-in is required and all access is explicitly managed through the sharing dialog. Restricts app access as follows:

Restrict app sharing

Restricts app sharing as follows:

  • Prevents the sharing of apps with an entire domain using the Share dialog
  • Limits the number of users that the app can be shared with using the Share dialog (defaults to 5, but can be customized)

See also: Share: The Essentials

 


For example, the following share request returns an error because the number of users in the domain exceeds the maximum number of users the app can be shared with.

Share app dialog showing the Restrict Prototype Sharing error message

Notes:
  • To fully restrict sharing, both policies must be set and active. 
  • You can  restrict sharing of all, prototype, or deployed apps by adjusting the Target setting to All Apps, Prototype Apps, or Deployed Apps, respectively.
  • Existing apps will continue to function for users until they attempt an activity that is in violation of the policy. For example, if a user attempts to save an app that has been shared with more than 5 users, they will need to reduce the number of shared users (to 5 or below) in the Share dialog before they can save the app. 

To restrict sharing of apps:

  1. Access the Policies page by selecting one of the following:
    • Admin > Policies in the top navigation 
    • Policies from the account profile drop-down
  2. Select the scope, Team or Account.
  3. Click + Account Policy or + Team Policy to add an account or team policy, respectively.
  4. Select Require direct sharing from the Policy Template drop-down.
  5. Click Next.
  6. The policy is preconfigured for you. You can modify any of the field values. See Add a predefined policy for a description of each field. 
    Important: If you modify the Condition field, ensure that you retain the functionality defined below:
    AND([AuthRequired] = true, [DomainAuthRequired] = false, [AllowAllSignedInUsers] = false)
     
  7. Click Save.
  8. Click + Account Policy or + Team Policy to add an account or team policy, respectively.
  9. Select Restrict app sharing from the Policy Template drop-down.
  10. Click Next.
  11. The policy is preconfigured for you. You can modify any of the field values. See Add a predefined policy for a description of each field. 
    Important: If you modify the Condition field, ensure that you retain the functionality defined below:
    AND(COUNT([Users]) <= 5, COUNT([AllowListDomains]) = 0)
     
  12. Click Save.

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