Help Center > User Access Reviews
User Access Reviews
Squarum Knowledge Base Article
Last Updated: November 30, 2025
Overview
Key roles in an User Access Review
There are 3 built-in roles in Squarum.
Admin: Admins have full access to all features in Squarum. Admins operates using the Squarum Admin Console. Admins creates new User Access Reviews and invites the App Owners to perform the review. Admins are able to monitor the User Access Reviews. Admins are invited and managed (add/remove) from the ‘Company Settings’ page.
App Owner: App Owners performs and set up the User Access Reviews. App Owners add the users, reviewers and all required data to perform the User Access Review. When the set up is ready, the App Owner activates the review (invites the Reviewers) and monitors the progress. App Owners operates using the Squarum App Owner Portal. App Owners are added and managed by the Admins. Each app in Squarum requires an App Owner defined.
Reviewer: Reviewers are the ones who knows if a user should have access to the app being reviewed as well as knowledge of the required role/permissions to perform their tasks in the app. When an Access Review is activated, an email is sent to the Reviewers to conduct (approve/revoke) the review. Reviewers operates using the Squarum Reviewer Portal.
Basic steps of an User Access Review
The access review process consists of five major steps:
- New: when creating a new Access Review you will define the app, app owner, deadline, name, and description of the Access Review. When created, an invitation is sent to the App Owner for setting up the new Access Review.
- Setup: when the App Owner starts to set up the Access Review, the status of the Access Review is changed automatically to ‘Setup’. During the setup phase the app users, their roles/permissions and reviewers are defined. After all preparative tasks are ready, the Access Review can be activated and an invitation email is sent to the Access Reviewers.
- In progress: this is where the Access Reviewers either approve or revoke the reviewed users. The app owner and the admins are able to monitor the progress and able to send reminders to the reviewers.
- Finished: when all users are reviewed and all reviewers has clicked the “I’m ready” button for confirming that the review is finished, then the Access Review status is changed to Finished. At this stage all corrective actions should take place.
- Completed: When all corrective actions have been taken, the Access Review status can be changed to ‘Completed’.
Key elements of an User Access Review
An access review consists of four key elements:
- User: in the set up phase you have to import the list of users using the app. This typically includes data like email address, first name, and last name. Squarum provides multiple methods for importing users.
- User Role: the user’s role, or in other words, their level of access to the app, is critical information for the Access Reviewer. This is to ensure the user rights align with their current job functions.
- Access Reviewer: in the set up phase you have to define the Access Reviewer for each user. This is the person who will either approve or revoke the access to the app as well as also checking the user’s role.
- Review status: each user’s access and access level is either approved or revoked by the Access Reviewer.
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