Before
Reviewers compared the application catalog, usage data, prior decisions, and the existing review index across separate sources. They then rebuilt the monthly candidate list, checked which applications were due for reassessment, updated records, and prepared a team summary manually.
How it works
- Collect the catalog, usage summary, prior decisions, and review index, then normalize the data by application.
- Automatically filter and prioritize applications using catalog status, prior decisions, review age, usage changes, and configured volume thresholds before calling the qualification workflow.
- Merge the results into the index and monthly report, preserve skipped or deferred items, and send the resulting summary to the review team.
Workflow details
- Trigger and data collection: The workflow starts from an on-demand webhook, with a documented monthly schedule of the first day of each month at 06:00 Europe/Paris. It reads the application catalog, the existing Shadow IT index, team decision history, and a 30-day usage summary.
- Discovery filtering: Usage is aggregated by application, including users, activity, outbound bytes, application classes, URL categories, and departments. Configured thresholds identify relevant discoveries, while sanctioned or tolerated catalog entries, recent reviews, unchanged usage, and existing team decisions can be skipped.
- Qualification: Applications that need review are prioritized by users and outbound data, capped at 60 applications per run, and sent to the qualification workflow with up to three concurrent evaluations. The process preserves deferred and skipped applications with the reason for each disposition.
- Record maintenance: Results are merged with the prior index and used to create or update the monthly report, including qualification outcomes, risk information, decisions, alternatives, notified users, deferred items, and catalog exceptions.
- Team handoff: The workflow builds a summary containing review counts and actionable applications, then sends it to the Shadow IT review team through the configured team messaging and notification path. In the supplied demonstration, external connector reads and writes are replayed with synthetic responses.
What changed
The monthly review queue is assembled automatically from the relevant sources, with eligibility checks, prioritization, reassessment limits, and deferral reasons applied before human review. The updated index, report, and team handoff are generated as part of the same workflow instead of being prepared through separate manual steps.
Work removed
Reassembling the monthly application list, deduplicating catalog and usage records, checking prior decisions and reassessment timing, prioritizing candidates, copying qualification results into the index and report, and manually preparing the team summary.
Expected outcome
A current, prioritized review queue covering up to 60 applications per run, with skipped and deferred items explained and the resulting monthly records and team summary produced consistently.
