Governance & Sharing Enhancements
Overview
Objectives
Review Governance and Sharing enhancements included in the release.
Demonstrate the implemented functionality in the Development environment.
Provide context around requirement changes and feature evolution.
Discuss relevant user stories, acceptance criteria, and documentation.
Clarify ownership of pending release items.
Plan next steps for remaining feature demonstrations.
Feature Location
Navigate to: Administration → Org Configuration → Governance
From this section, Org Admins can configure governance settings for bot activities that require approval before execution.
Governance Settings
The Manual Approval Mandates section contains two configuration options:
Mandate Manual Approval for Public Sharing
When enabled:
Any request to publicly share a bot, application, workflow, or supported organizational asset requires approval from an authorized approver.
The item cannot be shared publicly until the approval is granted.
Helps prevent accidental exposure of organizational resources.
When disabled:
Public sharing requests are automatically approved.
Users can immediately publish or share eligible resources without additional review.
Save Governance Settings
After selecting or updating the governance policies:
Configure the required approval mandates.
Click Save Governance Settings.
The updated governance rules are applied across the organization.
Bot Share Status
A Share Status column is available to help users track the current sharing state of a bot.
Possible statuses include:
Private
The bot is not shared with anyone.
Pending Approval
A sharing request has been submitted and is awaiting admin review.
Shared
The bot has been approved and shared according to the selected scope.
Example
If a user requests to share a private bot with the organization:
The bot remains Private until approved.
The status changes to Pending Approval.
Once approved by an Org Admin, the bot becomes shared with the organization.
Public Sharing Governance
Public sharing governance applies to the following actions:
Granting public access through a web chat link
Sharing a bot across the organization
When this governance option is enabled, these actions require approval from an Org Admin before they become active.
Public Sharing Requests
When governance is enabled for public sharing:
Users are informed that administrative approval is required.
Public sharing actions cannot be completed immediately.
A review request must be submitted for approval.
When users attempt to modify public access settings, an informational message is displayed indicating that administrative approval is required.
For example:
Users must then submit a review request rather than making the change immediately.
The status changes to Approval pending
Sharing Bots with the Organization
Before Governance
Users can share a bot directly with:
Organization
Teams
The sharing action takes effect immediately.
After Governance Is Enabled
When a user selects Share and chooses Organization:
An informational message indicates that admin approval is required.
A confirmation dialog prompts the user to submit the request.
Upon submission, the request is sent to the approval queue.
The bot is not immediately shared with the organization.
Instead, the sharing request enters a Pending Approval state.
Call/Text Requests
When governance is enabled for call or text capabilities:
The Activate button is replaced with a Request Review button.
Users must submit a request explaining the intended use.
The request is routed to the approval queue for review.
Now the label which was added here got removed and this is now enabled.
Request Submission Process
Accessing the Queue
Org Admins can access the governance approval queue to review:
Public sharing requests
Call/Text activation requests
Pending governance approvals
To proceed with a governed action:
Initiate the desired action.
Provide the required justification or business reason.
Submit the request for review.
Wait for an Org Admin to approve or reject the request.
Once submitted, the request is added to the governance approval queue.
You can also view the history of the pending requests,
Visibility
Access to requests is role-based:
The Org configuration is visible to both org admin and platform admin, but the approval request can be only reviewed by org admin.
Action column is visible only to the org admin.
in some cases, the request gets approved and grant public access request auto approved due to governance flag change. You can see the comments that are added to it for clarity
Org Admin
Can view all requests across the organization
Standard-User
Can view only requests they have submitted
No Automatic Expiration
Submitted requests remain in the queue until an Org Admin takes action.
Requests do not expire automatically.
No Notifications
Currently, the platform does not send:
Email notifications
In-app notifications
Users must manually check the application to track the status of their requests.
Reviewing Requests
For each request, Org Admins can:
View bot information and request details
Review the submitted justification
Add review comments
Approve the request
Reject the request
This process ensures that bot usage aligns with organizational governance requirements.
Request Status and Outcomes
Approved Requests
When a request is approved:
The requested capability is automatically enabled.
Public sharing becomes available, or
Call/Text functionality is activated.
Rejected Requests
When a request is rejected:
The requested action remains disabled.
The request returns to its previous state.
Users must submit a new request if they wish to seek approval again.
Conclusion
The Manual Approval Governance feature enables organizations to introduce structured approval workflows for bot sharing and communication capabilities. By requiring administrative review for sensitive actions, organizations can maintain greater control, improve compliance, and ensure that bot deployments align with internal governance policies and operational standards.
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