Monitoring SaaS Applications usage

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Table of Contents

Overview SaaS Applications Table Default Columns Additional Columns Filter Data Saas Applications Preview Use the Context Menu

Overview

The Applications section under SaaS provides a centralized overview of all discovered SaaS applications in your environment, along with associated user activity.

SaaS Applications Table

The SaaS Applications table allows you to monitor users and usage data for each application.

Default Columns

The following columns are available in the table by default.

Column Description
Active Users The number of users who used a SaaS application in the last 60 days at least once.
Application The name of the SaaS application (for example Photoshop, Jira)
Category

Functional classification of the application. For example:

  • HR & People
  • Project & Work Management
  • ustomer Support
Last Used The date of the most recent user activity for an application
Portfolio Type

The type of portfolio the application is part of:

  • Empty field, if the application is not part of a portfolio
  • Core: use this type for essential applications;
  • Differentiation: use this type for applications that make you stand out in the market.
  • Innovation: use this type for new or experimental applications;
  • Cut: use this type for applications you want to remove.

Read more on Portfolio Types.
Sources The source for the imported information for a SaaS application.
Status

The current lifecycle status of the application. The available status values are as follows:

  • Discovered: Default state. Means the app has been found through one of your data sources. No evaluation has started yet.
  • Archived: Historical record only; archived apps are hidden from view in Viio (you can find them in Settings, in case you want to bring an app back)
  • Business Evaluation: The app is being evaluated by the business to determine if it should stay, be invested in, and become an accepted part of the SaaS stack.
  • Deprecated: Previously sanctioned, but no longer to be used in day-to-day work.
  • Disqualified: The app failed either the security or business review, and it is not allowed for use in the organisation.
  • In Review: The app is being reviewed for security, privacy, or other mandatory checks and reviews.
  • Sanctioned: Approved for organisation-wide use and actively in service.

Additional Columns

Optionally, you can also enable these columns to view additional data.

Column Description
Discovered The date when the SaaS application was first identified by the system, via either browser plugin, SSO, or other data sources
Publisher The SaaS application publisher
Sync Date The date of the most recent synchronization for an application
Users The total number of users for a SaaS application

Filter Data

To quickly navigate through available subscriptions and highlight specific data from the table, you can use various filtering methods:

  • At the top of the table, use the Newly discovered, Sanctioned, or Discovered predefined filters.
  • Expand the Filters toolbar on the left side of the table to view the Newly discovered, Sanctioned, Discovered, Disqualified, Shadow IT, Used in the last 60 days, and AI predefined filters. Optionally, you can create custom filters. 
  • Additionally, you can sort entries by column, alphabetically, and more, by clicking on column headers and picking an option from the context menu.

Saas Applications Preview

The SaaS Application preview displays data for each application, as well as assigned users and usage

All newly imported SaaS applications are assigned the Discovered status. This status can be changed manually by using the Edit action.

Read more on application statuses.

To change the status or portfolio type of an application, follow the steps below:

  1. In the SaaS Applications list, click an application to open it.
  2. On the application preview panel, click Edit.
  3. From the drop-down lists, select a new status or portfolio type.
  4. Click Edit to save.

Use the Context Menu

You can right-click on an item in the table to display a context menu. The menu contains additional tools for managing details for an application:

  • Edit. Lets you change the Status and Portfolio Type for the selected application.
  • Change Ownership. Lets you change the Organizational Unit, Cost Center, and Location for the selected application.
  • Export. Lets you export data for the selected application.

You can select multiple applications, and manage their details in bulk.

 

These options are also available at the top of the table when you select multiple applications, as well as in the preview panel for individual applications.

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