Overview

The Application Owner Engagement Process plugin is a purpose-built feedback and ownership validation tool designed to gather up-to-date information from Application Owners. It streamlines the process of verifying details such as licence status, compliance posture, and upgrade readiness for each application, ensuring critical data remains current and accurate.

By automating outreach and providing an intuitive self-service interface, this plugin empowers App Owners to take responsibility for their application data—while giving administrators visibility, control, and auditability.

Key Features

1. Engage App Owners with automated email prompts
   • Collect structured feedback on licensing, compliance, and upgrades.
   • Option to delegate ownership.  

   • Sends periodic reminders (refresh interval is customisable).

2. Customisable Contact Roles

   • Define which contact types count as App Owners.

   • Option to specify a contact type for former App Owners.

3. Process Filtering

   • Include only specific application processes or all processes.

4. Weekly Change Reports

   • Optional report showing changes to application contacts.

   • Configurable report day and recipients.

Prerequisites

Portal Authentication

This Portal requires Portal authentication. It's recommended that either Azure or Active Directory Single Sign-On are configured for this purpose, although One Time Password authentication is also supported. More information on setting up Portal Authentication can be found here: Single Sign-On (SSO) - Active Directory or Azure

Configuration Guide

This guide explains how to configure the Plugin to manage automated reminder emails, define contact roles, and control reporting options.

1. Set the App Refresh Reminder Interval

Setting: AppRefreshEveryXDays
Specify how often App Owners should receive email reminders to review and refresh their application information.

Example: 180 → Sends a reminder every 180 days (approximately every 6 months).

2. Enable or Disable Emails for Contacts With No Previous Update

Setting: EmailAppOwnersWithNoRefreshDate
Control whether reminder emails are sent to contacts who have never completed a refresh.

Options:

• True → Send reminders even if the contact has never refreshed their status.

• False → Exclude these contacts from reminder emails.

3. Define Which Contact Types Count as App Owners

Setting: AppOwnerContactTypes
Specify which contact types should be treated as App Owners for reminder purposes.

Examples:

• Requester → Treats anyone listed as a Requester as an App Owner.

• Requester, Business Owner → Multiple contact types can be included by separating them with commas.

4. Define a Contact Type for Former App Owners

Setting: FormerAppOwnerContactType
Use this setting to identify users who were previously App Owners.

Example:
Former App Owner

Note:
This contact type must first be created manually in
Administration → Applications → Menu Items → ContactType.
Leave this field blank if you do not want to assign a type.

5. Filter Which App Processes Are in Scope

Setting: AppProcessFilter
Limit which application processes are included in the plugin’s refresh cycle.

Examples:

• 7. Live → Only includes applications in the “7. Live” process.

• * → Includes all processes.

6. Control Refresh Request Emails

Setting: SendAppOwnerRefreshRequestEmail
Determine whether reminder emails are sent automatically.

Options:

• True → Emails are sent based on the interval set in AppRefreshEveryXDays.

• False → Emails are disabled (useful for testing or setup validation).

7. Configure the App Owner Change Report

Generate a weekly report that shows any updates or changes to application contacts.

Setting: SendAppOwnerChagnedReportEmail
Action: Specify the day of the week to send the report.

Examples:

• Friday → Sends the report every Friday.

• OFF → Disables the report.

8. Set Report Recipients

Setting: SendAppOwnerChagnedReportEmailTo
Enter one or more email addresses to receive the change report.

Example:
appteam@mycorp.com; abc@mycorp.com

Separate multiple addresses with semicolons.

9. Schedule the Plugin to Run

It’s recommended to run the plugin daily to ensure that reminders and reports remain up to date.
You can schedule this at any convenient time of day.

Screenshots

Download

Plugin Version: 3.5

ManagementStudio Version: 2025.15.11.96