Add instructions and custom forms to access requests

Provide instructions to requestors

You can set instructions on each application that will be shown to users when they request new access in the web UI or in Slack.

A Super Admin or an application owner with the Application Admin role in ConductorOne must complete this task.

1. Navigate to Admin > Applications.

2. On the Managed apps tab, select an application.

3. Locate the Access requests card and click Edit.

4. Add app-specific request instructions to the Instructions field. You can format your instructions using Markdown to add emphasis, links, and structure.

5. Click Save.

That’s it! Users requesting entitlements in this app will be shown your instructions.

Collect additional information from requestors using custom forms

You can set up custom forms that require requestors to provide additional information when making an access request in the web UI. (Custom forms are not currently supported in Slack.)

Adding custom forms to your access requests allows you to collect specific, contextual information from users when they request access. This helps IT and security teams make informed decisions, automates workflows, and supports compliance efforts.

Custom fields can help with:

• Financial tracking: Require users to provide a project name or cost center so access can be accurately allocated and billed.

• Compliance and licensing: Ask for the user’s country or region to ensure they are assigned the correct software licenses and permissions in line with local regulations and licensing agreements.

• Onboarding: A manager requesting access for a new hire can provide the new employee’s start date in a custom field. This lets the IT team pre-stage accounts and resources, ensuring everything is ready for day one.

• Change management: Require a ticket number or link. This ties the access request directly to an existing change management process, providing an audit trail for all approved permissions.

Add a custom form to an entitlement

A Super Admin in ConductorOne must complete this task.

You’ll set custom fields on individual entitlements, so users are asked for information specific to the access they’re requesting. Custom forms can be reused across apps and entitlements in ConductorOne, so you don’t have to create them from scratch each time.

To add an existing custom form to an entitlement:

1. Navigate to Admin > Applications.

2. On the Managed apps tab, select an application, then click the Entitlements tab.

3. Locate and click on the name of an entitlement you want to add a custom field to.

4. On the entitlement’s details page, locate the Access requests section and click Edit.

5. In the Request form section, use the dropdown to select an existing custom field that will be applied to this entitlement. (Find instructions for creating a new custom form in the section below.)

6. Click Modify to review and alter the selected form, if needed. Click Save to exit the editing drawer.

   Note that if you make any changes to the form, the changes will be pushed to any other entitlements that are currently using the form. The count of these entitlements, if relevant, is shown in a banner at the bottom of the drawer.

7. When you’re ready, click Save to apply your chosen form to access requests for the entitlement.

That’s it! The custom form will now be shown whenever a user requests this entitlement via the Requests page or the + Request access page.

Create a new custom form

A Super Admin in ConductorOne must complete this task.

When designing and setting up custom forms, remember that each entitlement can use only one custom form at a time.

To create a new custom form:

1. Navigate to Admin > Applications.

2. On the Managed apps tab, select an application, then click the Entitlements tab.

3. Locate and click on the name of an entitlement you want to add a custom field to.

4. On the entitlement’s details page, locate the Access requests section and click Edit.

5. In the Request form section, use the dropdown to select Create new.

6. Give the new form a name and description.

   Remember that this form will be available as an option across your ConductorOne installation, so choose a name that will help your colleagues understand the form’s purpose.

7. Select the data type for your first field. The current options are:

   • Text (a single-line text field)
   • Checkbox
   • Text area (a multi-line text field)

8. Fill in the field label and provide helper text, a default value, and placeholder, as needed. The required and available elements vary by field type. Here’s an overview of how and where these elements are shown in the access request:

   

9. For text and text area fields, choose whether the field is required. A user cannot submit a request if a required field has not been filled out.

   ConductorOne will always gather required information. If a request is created without collecting the required information, the request task will be assigned to the user so they can provide the required information before the request approval process begins. This can happen when a request is created in Slack (which does not currently support custom forms), or when multiple entitlements are requested at once.

1. As needed, click Add field and repeat the steps above to add additional fields.

2. When you’re satisfied, click Save.

That’s it! The newly created form is automatically added to the entitlement where you created it. Follow the steps above to add this form to other entitlements.