Approving Applications in Microsoft Intune Environment

Streamlining Security and Change Management for App Deployments

intune administration interface and app deployment

Highlights

Multi-Admin Approval (MAA) provides an essential multi-layer security workflow for app deployments.
Access Policies are the foundation, ensuring that only authorized admin groups can approve changes.
Step-by-step Workflow guides you through reviewing, approving, and deploying apps with comprehensive controls.

Introduction to App Approvals in Intune

Microsoft Intune is widely adopted for managing endpoints, applications, and ensuring security across corporate environments. One of the critical functionalities of Intune is its capability to govern and approve app deployments using a structured, multi-layered administrative approval process. This approval process not only fortifies the deployment chain but also minimizes risks related to accidental or unauthorized changes.

In modern IT infrastructures, where the stakes are high regarding data security and system integrity, an app approval workflow serves as both a preventive measure and a change management strategy. Administrators must carefully verify changes to app configurations, minimize vulnerabilities, and ensure only trusted applications are allowed into the environment. The Multi-Admin Approval (MAA) process is at the heart of this strategy.

Multi-Admin Approval (MAA) Overview

What is Multi-Admin Approval?

Multi-Admin Approval (MAA) is a security feature in Microsoft Intune designed to enforce an additional layer of verifications for deploying or modifying applications and scripts. MAA requires that when a change is initiated by one administrator, it must be reviewed and approved by at least one other admin before being executed. The goal of this process is to add an extra safeguard, ensuring that any change, especially those impacting critical infrastructures, goes through a rigorous approval workflow.

Key Features of MAA

The Multi-Admin Approval system offers several notable features that make it indispensable in a secure Intune environment:

Added Security Layer: Only approved changes are realized, reducing the chance of errors or malicious modifications.
Defined Access Policies: Admins define which resources (such as apps or scripts) are protected, allowing only specific groups to approve changes.
Change Management: It reinforces structured change management by requiring a second set of eyes to validate modifications.
Transparency in Workflow: Both the requestor and the designated approver have visibility into each request, including the option to add explanatory notes during review.
Status Tracking: App or configuration changes go through defined statuses such as pending approval, approved, completed, or rejected, which helps in monitoring the workflow.

Setting Up Multi-Admin Approval in Intune

Configuring the Environment

To implement the MAA functionality in Microsoft Intune, administrators need to follow a series of configuration steps. These procedures ensure that the proper security settings and access policies are in place before any app approval can be initiated.

Creating an Access Policy

An access policy in an Intune environment defines the scope of change protection. Administrators specify whether the policy applies to applications, scripts, or other configuration items. The steps are as follows:

Sign in to the Microsoft Intune admin center with credentials that include the Intune Service Administrator or Azure Global Administrator roles.
Navigate to Tenant administration in the sidebar.
Select Multi Admin Administration and then click on Access policies.
Click on “Create” to formulate a new policy. Provide a descriptive name and a clear description for easy reference.
Specify the resource type that the policy is protecting, such as “Apps” for application deployments.
Add the security groups that include the designated approvers. These groups must consist of trusted administrator accounts.
Save the policy settings. Now, any alterations to the designated resource type will trigger the approval workflow.

Workflow for Approving App Deployments

With the access policy in place, here is the detailed workflow for approving an app in the Intune environment:

Step	Description	Outcome
Initiation	An admin proposes a change by deploying or modifying an app.	Request status is set to Pending Approval.
Review	The approval request is visible in the Received requests section under Tenant Administration.	Designated approvers review details and business justification.
Approval or Rejection	The approver can add notes and choose to approve or reject the modification.	If approved, the request moves to the processing phase; if rejected, the change is halted with comments for clarity.
Completion	When approved, the request is finalized by clicking Complete after the successful checks.	The configuration or app deployment is completed and becomes active.

This detailed procedure ensures that any application change within the Intune setup is well-documented and scrutinized by multiple admin accounts before it affects the overall system.

Operational Workflow: A Detailed Breakdown

Step 1: Accessing the Admin Center

The first step in the process involves logging into the Microsoft Endpoint Manager admin center using appropriate administrative credentials. This portal is the hub for all configuration and deployment activities. Once logged in, navigate to the “Tenant Administration” section where various management options are available.

Navigating to Multi Admin Administration

Under Tenant Administration, select the "Multi Admin Administration" portion. In this section, you can view all pending requests, active access policies, and overall approval history. This centralized dashboard provides administrators with comprehensive oversight over app approval workflows.

It is here that incoming app or script change requests appear. Having access to this page ensures that multiple layers of review are not overlooked and that the current status of each request is transparent to all stakeholders.

Step 2: Reviewing the Approval Request

Once a change request is initiated, a corresponding entry is created in the “Received requests” list. It is crucial for the approving admin to thoroughly review the details provided in the request. The following aspects are usually included:

Business Justification: The rationale behind the deployment or modification, explaining its necessity.
Detailed Change Description: Specific information on what changes are intended, including modifications to app settings or configurations.
Tools and Resources: The app type involved—be it Win32, Microsoft Store, web-based, or Line-of-business (LOB) app.
User Impact: Potential effects on the end-user experience and any necessary shift in workflows.

The ability to add approver notes is particularly important since it provides context for both the approving party and the initial requester. These notes can also be referenced in future audits or troubleshooting sessions.

Step 3: Approving or Rejecting the Request

After reviewing the app request, the administrator can either approve or reject it. Approval signifies that the change is safe and compliant with the organization’s policies, while rejection requires that the request be sent back with clarificatory notes or additional requirements.

The process is designed to ensure that both the requestor and the approver are in synchrony. The approver is prompted to add relevant notes or comments explaining the rationale behind the decision, which fosters an environment of accountability and clarity.

Step 4: Post-Approval Processing and Monitoring

Once an app change request is approved, the next crucial step is the post-approval processing. After the decision is finalized, the owner of the change must manually click on the “Complete” button within the Intune admin console to set the request in motion. This serves as a final confirmation that the approved change is ready to be implemented.

The status then transitions from “Approved” to “Completed,” indicating that Intune has successfully executed the modification or deployment. Administrators can monitor the overall deployment progress via console notifications and detailed logs available in the “My Requests” section. It is advisable to consult these logs regularly to ensure the deployment has not encountered any errors.

Additional Considerations in App Approvals

Ensuring Compliance and Security

The app approval process within an Intune environment is not merely a mechanical workflow—it is central to the overall security framework of the organization. By employing a controlled change management approach, companies can mitigate risks such as unauthorized modifications, potential security gaps, and non-compliance with regulatory standards.

Employing MAA enhances a company’s internal controls and provides an audit trail of all modifications. This can be critical during compliance audits as it shows that each change was reviewed by multiple administrators. Additionally, robust access policies ensure that only those administrators with proper credentials and responsibilities participate in the approval process.

Managing Different App Types

Microsoft Intune supports multiple app types, ranging from Win32 applications to web apps and everything in between. Each type might have specific configuration requirements or deployment environments. The approval workflow is flexible enough to accommodate these variations:

Win32 Apps: Typically require more detailed configurations, especially for in-house developed software. The approval process is paramount to check compatibility and security considerations.
Microsoft Store and Winget Apps: Often managed through conditional access, where the client app must satisfy Intune’s app protection policies.
Line-of-Business (LOB) Apps: Custom enterprise apps that require a rigorous approval process to ensure they meet internal standards.
Web Apps: These can be managed and deployed with simple configurations but still need approval to ensure that external links and integrations do not jeopardize security.

By understanding the different app types and their related deployment risks, administrators can tailor the approval workflow to ensure every app is deployed safely and effectively.

Custom Approval Workflows and Integration

Although the built-in MAA system in Intune is comprehensive, some organizations employ additional custom workflows using platforms like Power Automate. These custom workflows may integrate with external systems or notification services, creating a more robust multi-step approval chain that can handle high-priority deployments.

Custom workflows allow organizations to define additional steps, such as pre-deployment testing or integration reviews. These additional layers can further enhance the security and reliability of app deployments in large and complex IT environments.

Real-World Application and Best Practices

Implementing Best Practices for App Approvals

When implementing app approval workflows in an Intune environment, adherence to best practices is essential. These practices not only ensure security but also optimize the change management process:

Regular Policy Review: Periodically review access policies and update the list of authorized approvers to reflect organizational changes.
Training: Ensure that all administrators understand the MAA process, including how to properly review, approve, or reject requests with clear documentation.
Audit and Logging: Maintain meticulous records of all app approval activities. This history is useful during internal audits and helps identify potential weaknesses in the process.
Notification Procedures: While Intune may not automatically send notifications for every change, organizations should establish internal notification systems to alert administrators when a new approval request is received.

Adopting these best practices will help organizations consistently enforce their app deployment policies and ensure that every change is scrutinized appropriately.

Sample Use Case

Consider an enterprise that is rolling out a critical business application across multiple departments. The IT team creates an approval request in Intune, which is then reviewed and approved by a designated team lead responsible for security compliance. Following approval, the application is deployed to user groups based on departmental affiliation. As the rollout proceeds, logs and status indicators within the Intune console are continuously monitored to ensure that the deployment finalizes successfully. In case of any issues, the clear audit trail provided by the MAA system facilitates rapid troubleshooting.

This sample use case underscores the effectiveness of a well-implemented approval workflow in managing complex deployments with minimal risk.

Conclusion and Final Thoughts

In summary, approving an app in the Microsoft Intune environment is a well-structured process that significantly enhances security and ensures robust change management. The Multi-Admin Approval (MAA) system is at the core of this process, requiring that changes to app configurations or deployments be verified and approved by multiple administrators. This not only minimizes the risk of unauthorized deployments but also creates a reliable audit trail that can be indispensable during internal and external reviews.

From the initial steps of accessing the admin center to setting up access policies and finally reviewing and approving app requests, each phase is designed with security and clarity in mind. By following the detailed workflow and adhering to best practices, organizations can streamline operations while safeguarding their IT environments. Moreover, employing custom workflows enhances this process further by integrating with broader enterprise systems to cater to specific business requirements.

Ultimately, a well-orchestrated app approval process in an Intune environment not only secures app deployments but also contributes to overall organizational efficiency, compliance, and risk management. Administrators leveraging this process are well-equipped to handle today's dynamic security challenges while ensuring seamless operation in a multi-admin environment.