> For the complete documentation index, see [llms.txt](https://docs.ixhello.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ixhello.com/ixhc/governance-and-sharing-enhancements.md). # 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:
| Status | Description | | ---------------- | --------------------------------------------------------------------- | | 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: {% hint style="info" %} Enabling or modifying public access requires Org Admin approval before the change can take effect. {% endhint %}
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: 1. Initiate the desired action. 2. Provide the required justification or business reason. 3. Submit the request for review. 4. 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 | Role | Visibility | | ------------- | --------------------------------------------- | | 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. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://docs.ixhello.com/ixhc/governance-and-sharing-enhancements.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.