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Application for New App

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APPLICATION FOR NEW APP

Parties and Contact Information

Applicant Name:

Recitals

WHEREAS, Applicant desires to develop, publish and/or commercially release a software application described herein and seeks review, acceptance and contractual engagement with the Company; and

WHEREAS, Company is engaged in services including application development support, review, platform publication assistance and commercial partnership, and is willing to consider Applicant's submission under the terms set forth in this Agreement; and

WHEREAS, the parties intend that this Application for New App, once accepted and countersigned by Company, will constitute a binding agreement establishing the scope, payment, confidentiality and other material terms governing the parties' relationship.

Application Summary and Scope of Work

iOS Android Web Other:

Intellectual Property and Licenses

Applicant represents that Applicant is the sole owner or has the right to grant the licenses described herein for all code, artwork, content and third-party components included in the App. Applicant hereby grants Company a non-exclusive, worldwide, royalty-free license to use, reproduce and display submitted materials solely for the purpose of review, testing and publication under this Agreement.

Assignment of Newly Created Work: Applicant agrees that any work-for-hire deliverables produced by Company pursuant to accepted Scope of Work shall be owned by Company unless otherwise agreed in writing.

Applicant acknowledges that inclusion of third-party libraries or services in the App must be disclosed and licensed appropriately; Applicant will indemnify Company for claims arising from Applicant's failure to obtain such rights.

Payment Terms

All payments are due in U.S. dollars unless otherwise stated. Invoices not paid within the period specified in the Payment Schedule shall accrue the Late Payment Fee and any reasonable collection costs incurred by the non-defaulting party.

Term and Termination

Term Start Date:     Term End Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within the notice period specified above after receipt of written notice. Termination shall not relieve Applicant of payment obligations accrued prior to termination nor affect provisions that by their nature survive termination.

Confidentiality

Each party agrees to treat as confidential all non-public information and materials marked confidential or that reasonably should be understood to be confidential given their nature and the circumstances of disclosure ("Confidential Information"). Confidential Information shall not include information that is (a) publicly known through no fault of the receiving party, (b) rightfully received from a third party without restriction, or (c) independently developed without use of the disclosing party's Confidential Information.

The receiving party shall use Confidential Information solely for performance under this Agreement and shall not disclose it to any third party except to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations no less protective than those herein.

Representations, Warranties and Indemnity

Applicant represents and warrants that (i) Applicant has full power and authority to enter this Agreement, (ii) the information provided in this Application is true and correct to the best of Applicant's knowledge, and (iii) Applicant's submission does not infringe third-party intellectual property rights. Applicant agrees to indemnify and hold Company harmless from any claims, liabilities or expenses arising from Applicant's breach of these representations.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified below without regard to its conflict of law principles.

Entire Agreement and Amendments

This Application for New App, together with any schedules or exhibits executed by the parties, constitutes the entire agreement between the parties relating to its subject matter and supersedes all prior or contemporaneous oral or written agreements. No amendment or waiver shall be effective unless in writing and signed by authorized representatives of both parties.

Certifications and Additional Information

By signing below Applicant certifies that the information in this Application is true and accurate, that Applicant has authority to submit the Application and bind Applicant to the terms herein, and that Applicant will comply with applicable laws and third-party platform requirements.

Applicant:

By:

Date:

Company:

By:

Date:

Enter text✕

What the Application for New App Is

The Application for New App is a standardized request form organizations use to propose, document, and obtain approval for a new software application or digital service. It captures the project name, business owner, technical scope, data access and storage needs, security and compliance requirements, expected user base, and deployment timeline. The form creates an auditable record of approvals and dependencies so IT, security, legal, procurement, and business stakeholders can evaluate technical fit, budget impact, and regulatory obligations before development or deployment begins.

Why a Formal Application Matters

A formal application centralizes information, speeds cross‑team reviews, and reduces rework by documenting requirements, approvals, and compliance checks. It helps enforce consistent security and data privacy assessments and creates a traceable approval trail useful for audits and governance.

Why a Formal Application Matters

Teams That Typically Complete or Review the Application

The Application for New App is completed by business owners and reviewed by IT, security, legal, and procurement teams to confirm requirements and readiness before work proceeds.

  • Product or program managers who define scope and business justification and coordinate approvals across departments.
  • IT operations and architecture teams that verify hosting, integrations, and support model suitability.
  • Security and compliance teams that assess data classification, controls, and regulatory obligations.

Collaboration across these roles reduces rework and ensures the application meets technical, legal, and operational requirements before resources are committed.

Essential Sections to Include in a Professional Application

A professional application is concise but complete: it explains who owns the app, what it will do, how it handles data, required integrations, security controls, and the approval path required to move forward.

Project Summary

Clear one‑paragraph description of the app, primary users, business objectives, and measurable success criteria for approval decisions.

Ownership

Named business owner and technical owner with contact details, escalation contacts, and who signs off on budget and operations.

Technical Scope

High‑level architecture, third‑party dependencies, hosting location, expected integrations, and required APIs or data feeds.

Data Handling

Data types collected or processed, retention requirements, encryption expectations, and any PHI/PII considerations for compliance.

Security Controls

Authentication model, access controls, logging and monitoring, vulnerability scanning, and required penetration testing or assessments.

Approval Workflow

List of required approvers (legal, security, procurement), expected review order, and any conditional approvals tied to budgets or compliance.

Required Fields and Core Data Elements

App Name: Exact product name
Business Owner: Full contact details
Technical Owner: Team and lead contact
Data Types: PII/PHI/financial flags
Hosting Location: Cloud region or on‑prem
Compliance Needs: HIPAA/SOX/FISMA flags

Step‑by‑Step: Filling Out the Application

Complete the application in the order below to ensure reviewers receive required information and attachments in a single submission.

  • 01
    Prepare Materials: Gather diagrams, SOW, and vendor contracts first.
  • 02
    Complete Fields: Enter required fields and double‑check formats.
  • 03
    Attach Documents: Upload data flow and privacy assessment PDFs.
  • 04
    Submit for Review: Route to approvers per defined workflow.

How to Configure an Online Approval Workflow

When using an online form, set up conditional routing and signer order to match your organization's approval policy and reduce manual handoffs.

Field Configuration
Approval Order Business → Security → Legal
Conditional Routing Add security review if PHI flagged
Notifications Email alerts for pending tasks
Escalations Auto‑escalate after 5 business days

Where to Submit and How Routing Works

Use the listed destinations and routing options so each reviewer receives the correct version and attachments automatically.

  • Internal Portal: Primary submission point for intake
  • Security Queue: Automatically receives PHI flagged apps
  • Legal Review: Receives apps with third‑party vendors
  • Procurement: Receives budgeted requests only

Digital Submission and Signing Requirements

Specify accepted file formats and eSignature methods to ensure electronic submissions are usable by all reviewers and auditable.

  • Accepted Formats: PDF, DOCX
  • eSignature Type: Audit‑trail eSignatures
  • Integrations: SSO and cloud storage

Ensure the platform supports audit trails, TLS/AES encryption, and role‑based access so signed records are admissible and retained securely.

Typical Review Timelines and Processing Expectations

Set expectations for each review stage; adjust SLAs based on regulatory needs and resource availability.

Initial Intake Review:

2–5 business days for completeness check

Security Assessment:

5–10 business days depending on complexity

Legal Review:

3–7 business days for vendor and contract checks

Procurement Approval:

7–14 business days for budgeted requests

Provisioning:

Up to 30 calendar days for production access

Common Mistakes to Avoid

  • Submitting incomplete data flow diagrams or omitting data classification, which forces rework and delays security review.
  • Listing an incorrect or generic owner contact, causing routing failures and stalled approval cycles across teams.
  • Failing to attach required third‑party agreements or BAAs when regulated data is involved, triggering legal holds.
  • Using vague timelines or budgets that prevent procurement from scheduling vendor onboarding or licensing negotiations.

Risks and Potential Consequences of Inaccurate Submissions

Approval Delays: Project pause
Security Exposure: Increased breach risk
Contract Rejection: Procurement denial
Regulatory Noncompliance: Fines or remediation
Access Revocation: Account and data disabled
Budget Overruns: Unplanned costs

eSignature Provider Pricing and Capabilities

Comparison of common eSignature criteria relevant to submitting and signing an Application for New App. signNow appears first per table rules.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7‑day free trial, no card Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Examples: How Organizations Use a New App Application

Real deployments show how a structured application reduces friction, speeds approvals, and documents compliance decisions.

Optica Ventures

The interface is simple and easy‑to‑use for our team; more importantly, it is just as easy for our customers.

  • Intake standardization reduced review cycles by consolidating attachments and approvals.
  • The standardized application enabled faster handoffs between product and security, reducing clarifications and shortening time to provisioning.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built‑in security.

  • Mobile and offline signing supported field work.
  • The application form plus auditable signing allowed property teams to onboard tenant‑facing apps without in‑person meetings or paper trails.

Who Can Legally Sign or Approve the Application

Product Manager

The product manager typically attests to business need and scope, and signs to authorize budget requests and production readiness. Their signature confirms requirements and acceptance criteria necessary for downstream engineering and procurement steps.

CISO

The Chief Information Security Officer or delegated security approver signs to confirm that the app meets organizational security standards and that any required mitigations or assessments are documented prior to provisioning or public release.

Practical Tips for Accurate and Efficient Submission

Follow these best practices to minimize review delays and reduce the need for follow‑up requests from reviewers.

Assemble attachments before starting the form
Collect architecture diagrams, data flow maps, vendor contracts, and privacy impact assessments in advance to avoid submission gaps and reduce back‑and‑forth with reviewers.
Use precise dates and formats
Enter all dates in MM/DD/YYYY format, clarify time zones, and avoid vague milestone ranges to enable accurate scheduling and resource planning.
Flag regulated data early
If PHI, PCI, or other regulated data will be processed, mark the data classification field so security and legal receive automatic routing and can prioritize their assessments.
Confirm signatory authority ahead of submission
Verify that the named approver has signature authority for budget and compliance sign‑offs to prevent rejections and re‑routing delays.

How to Update or Revise a Submitted Application

Use the controlled amendment process so reviewers see changes and previous approvals remain auditable during modifications.

01

Open Original:

Retrieve the submitted record from the archive
02

Create Revision:

Select 'Submit Revision' and note change reason
03

Attach New Docs:

Include updated diagrams or contracts
04

Notify Reviewers:

Send change notification to approvers
05

Track Version:

Ensure version number is updated
06

Record Approval:

Capture signatures and date of approval

FAQs and Troubleshooting for the Application for New App

Answers to frequent questions about submission errors, signature requirements, attachments, and routing to help resolve common issues quickly.


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