With Open as App, you can share your apps with a group of people you define, or make it public, giving everyone access to the apps you built. Public apps are great for events, app letters (instead of newsletters), product catalogs, quote calculators, ...
Sharing your apps
- Changing the release mode of the app
- Sharing apps only with defined persons
- Personalizing the invitation
- Assigning users additional rights to an app
- Make your app available to the public
- Set your app to prototype mode
- Note when working with hubs
Changing the release mode of the app
The release mode - and thus who can use your app - can be determined specifically for each app. This keeps you in full control of your data.
There are three different settings with which your app can be used. Prototype, Private, and Public. Depending on the mode, further settings are available, for example, to define the user group very precisely.
- Open your App in the Web Portal.
- Click on the tile in the left menu where the current mode of the app is displayed to get into the "share" view.
- Here you can change the mode and make other options visible, such as inviting specific people to the app.
If your app is in Private Mode, you can invite individuals to this app by simply entering their email address, and/or groups you already defined in the Team Admin Area.
If your app is in Public Mode, you make your app available to all Open as App users. Your app can be easily found via the search function within Open as App or shared via a link.
You can find a detailed article about the user administration at Open as App here: "Team, User, Groups, and Guests | User Administration".
Sharing apps only with defined persons
To share an app with defined people (or groups), change the app's mode to private. Then you can use the input line to invite individuals (and groups you have defined in the Team Admin Area) to the app.
- Open your App in the Web Portal.
- Click on the tile in the left menu where the current mode of the app is displayed to get into the "share" view.
- Change the mode to "Private" (if necessary).
- Enter the person's email address in the entry line, or select it from the list.
- Click the invite button to send out the invitations.
The persons (groups) receive an email and notification in the Open as App application.
With Groups, you can create and manage lists of users who need access to the same apps. Group members are automatically added to all shared apps and hubs for the group.
Personalizing the invitation
When an invitation to a private app is sent, the recipient receives an email that allows them to accept the invitation to the app.
The email looks like this:
In the email, we place information about the sender in many places to personalize the message. So the name and email of the sender, name of the app or team appear in the message. The app icon is also visible here, as well as the description of the app. The description is a wonderful way to get invited people in the mood for the app. Pitch your solution here! It's great that you created the app to help your team or partners. The description can be set in the app settings:
The team name can be changed in the team settings:
"Contoso" is the team name in our example. We also place this as the sender of the email. The sender address of the invitation is no-reply@openasapp.com. It is not possible to send the e-mail with the personal address as sender. However, if you reply to this e-mail, the address of the inviter is entered as the recipient.
Assigning users additional rights to an app
After you have shared the app with someone, you can specify whether the person is only allowed to use it (default), view the configuration, or perhaps manage the app completely.
Important: Additional rights can not be assigned for users with the role "Guest". If you can not change the rights for a specific user as described below, please check if he is set as at least "Team Member" in your users administration view.
- Click on the icon on the right side of the invited person
- Select one of the available permissions
- Can use the app - The person can use the app via their end device (default)
- Can see app configuration - The person can use the app via their end device and view the app's configurations in the web portal
- Can edit app - The person can use the app via their end device and edit the app's configuration in the web portal.
If the app has been shared in the "Can see app configuration" or "Can edit app" mode, the person can switch the team in the portal and view or edit the app configuration.
Make your app available to the public
Apps in public mode are available to everyone and can be used without registration on almost all mobile devices and in the Web Client. Companies set this mode for apps they use for events, customer surveys, AppLetters (instead of newsletters), product catalogs, calculators,...
- Open your App in the Web Portal.
- Click on the tile in the left menu where the current mode of the app is displayed to get into the "share" view.
- Change the mode to "Public".
- Save your changes.
Your app can now be found on the smartphones via the search function in Open as App. Users can use your app and share it with other people. Of course, only you have the "admin rights" on the app and only you have access to this app in the web portal. This keeps your source file safe and users only see what they are allowed to see.
Share your app with the world on social networks, through advertising campaigns, via QR code or email.
Set your app to prototype mode
You can switch the app to Prototype Mode at any time. This way the app will only be visible to you - as the app creator and it will be removed from the devices of all other users of the app.
After switching back to "Private" the list of assigned users and groups will be activated again.
The prototype mode can be used to temporarily deactivate an app without deleting it completely or deleting the invited users. This can be used while maintaining an app.
Note when working with Hubs
The above mentioned modes can be set for hubs and apps. Please be advised that the Hub's sharing settings are not inherited to the app's sharing settings. So it's possible to add a private app to a public hub and the app will not become publicly available. The (still) private app will be only accessible by people who have access to this particular app.
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