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Stakeholder reviews

APM+ asks the people who own each application to confirm its details, through Jira Service Management, so the portfolio stays accurate without chasing.

How a review works

  1. APM+ raises one JSM request per Business Owner, listing their applications that are due and each one's current details (up to 25 applications per request).
  2. The owner gets JSM's approval email (and Slack or Teams notification, if you use them) with Approve and Decline.
  3. Approve: every listed application is marked reviewed, its freshness resets, and APM+ closes the request.
  4. Decline (with a comment saying what's wrong): the applications are flagged for follow-up and the request stays open for your team.

Owners can also answer per application on the request in the customer portal, where APM+ shows a review panel. Only the person the review was sent to can answer it.

Set-up

  1. In APM+ settings → Reviews (or the set-up guide), click Create review request type. APM+ creates a hidden "APM+ Application Accuracy Review" request type on your IT service desk, based on its "Service request with approvals" issue type, so approvals work straight away.
  2. Click Send me a test review to see exactly what owners receive.
  3. Turn on weekly reviews when you're ready.
Using your own request type instead? Its issue type's workflow needs an approval step on the Approvers field, and approve-from-email switched on (Project settings → Customer notifications → Approval required). Leave it out of auto-assign rules.

Who gets asked, and when

  • An application is due when it's stale (freshness below 40), has a stakeholder, is in the active portfolio, and hasn't been asked about in the last 90 days.
  • It goes to its Business Owner (or first stakeholder). Each person gets at most one request a quarter.
  • The weekly run raises up to 50 requests; any more wait for the next run.
  • Editors can ask at any time from an application's page (Ask stakeholders to confirm).

Campaigns

A campaign asks owners a set of your own questions during a time window, for example "Is this application still used by your team?". Questions can be text, number, date or multiple choice, and can update a field (such as tier or out-of-service date) when answered.

Conflicts

If someone else reviewed an application after a campaign request was sent, a differing answer doesn't overwrite it: it waits on Reviews → Conflicts for an editor to apply or reject.

The Reviews page

Lists every request with its status (not sent, sent, answered, failed, cancelled), the person asked and their answer. Editors can Retry as me for failed requests, or cancel them.

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