Getting Started
The Apps filter bar appears at the top of your applications list. You can use multiple filters at the same time to narrow down your results and find exactly what you're looking for.
Understanding the Filter Interface
Always-visible filters: Some important filters are always shown for quick access
Additional filters: Click the "+ Add filter" button to access more specialized filters
Active filters: Filters with values applied show their current criteria at a glance
Clear filters: Click the "×" icon on any filter to remove it, or use "Clear all" to start fresh
Available Filters
Application Name - Search for apps by name. You can search for exact matches, partial matches, or exclude certain terms.
Common uses:
Find all Microsoft products by searching for "Microsoft"
Search for a specific app by entering part of its name
Exclude beta or test versions from your results
Application Category - Filter by app categories like Communication, Productivity, or Design.
Common uses:
Review all communication tools in one view
Audit productivity apps across your organization
Combine multiple categories to see related tools
States - Filter by where apps are in your approval workflow (Discovered, In Review, Sanctioned, etc.).
Common uses:
See all newly discovered apps that need review
View your approved software portfolio
Identify deprecated apps for offboarding
Portfolio Type - Classify apps by strategic importance (Core, Differentiation, Innovation, Cut).
Common uses:
Focus on core business applications
Review innovation experiments
Identify apps marked for removal
Contract Type - Filter by billing cycle (Monthly, Yearly, Custom).
Common uses:
Find month-to-month subscriptions you can cancel anytime
Review annual contracts before renewal season
Identify custom contract terms that need attention
Sources - Filter by how apps were discovered (Browser Extension, Finance, Manual, etc.).
Common uses:
Identify shadow IT through browser and desktop detection
Review apps added manually for data quality
Track which apps came from expense reports
Owners - Filter by the person responsible for each app. Includes options to find apps without an assigned owner.
Common uses:
Review apps you're responsible for
Find apps that need an owner assigned
See all apps owned by a departing employee
View combined portfolios for team reviews
Departments - Filter by department usage. Find apps used by specific departments or apps without department assignment.
Common uses:
Department-specific software reviews
Identify cross-department tools
Find apps that need department tagging
Groups - Filter by employee groups like teams or business units.
Common uses:
Review tools used by specific teams
Audit software across multiple related groups
Identify apps without group associations
Tags - Filter using your custom tags for flexible categorization.
Common uses:
Track apps by custom criteria (e.g., "High Priority", "Security Review")
Organize apps by projects or initiatives
Find apps that haven't been tagged yet
Annual Cost - Filter by yearly license costs. Search for apps above or below certain amounts, within ranges, or missing cost data.
Common uses:
Identify high-cost software (e.g., over $10,000/year)
Find small subscriptions that may be redundant
Locate apps missing cost information
Budget reviews within specific spending ranges
Discovered Date - Filter by when apps were first found. Use quick options like "Last 30 days" or set specific date ranges.
Common uses:
Weekly or monthly reviews of new discoveries
Historical analysis of when apps entered your environment
Quarterly audit of specific time periods
Last Used - Filter by when apps were last accessed. Great for identifying inactive software.
Common uses:
Find apps unused for 90+ days
Identify actively used software
Locate apps missing usage data
Renewal Date - Filter by upcoming contract renewals. Use options like "Next 30 days" to prepare for renewals.
Common uses:
Track renewals coming up in the next 30-90 days
Quarterly budget planning for contract renewals
Find apps without renewal information
Annual forecasting for the next 12 months
Tips for Effective Filtering
Best Practices
Start specific: Begin with your most restrictive filter to narrow results quickly
Find gaps: Use "is empty" options to identify missing data
Use date shortcuts: Relative dates like "Last 30 days" save time over specific dates
Save your work: Your filters are automatically saved when you leave the page
Managing Filters
Clear one: Click the "×" on any filter to remove it
Clear all: Use "Clear all" to start fresh
Auto-save: Your last filter settings are remembered for next time
Common Use Cases
Here are some real-world scenarios to help you get started:
Quarterly Cost Review
Look for cost-saving opportunities by finding expensive apps that aren't being used.
Filter by high annual costs (e.g., over $5,000)
Filter by apps not used recently (e.g., 90+ days)
Review the list for cancellation or downgrade opportunities
Employee Offboarding
When someone leaves, quickly identify all apps that need reassignment.
Filter by the departing employee as owner
Review sanctioned apps that need new owners
Ensure continuity for critical applications
Renewal Planning
Prepare for contract negotiations by tracking upcoming renewals.
Filter by renewal dates in the next 30-90 days
Combine with cost filters to prioritize high-value contracts
Review with enough time to negotiate or cancel
Shadow IT Audit
Find unapproved apps discovered through browser or desktop monitoring.
Filter by discovery sources (Browser Extension, Desktop)
Look at newly discovered apps
Filter by your department to focus your review
Data Quality Checks
Identify apps with missing information that needs attention.
Find apps without owners
Locate apps missing cost data
Identify untagged or uncategorized apps
Department Budget Analysis
Review all software spending for your team or department.
Filter by your department
Look at sanctioned apps only
Filter to apps with cost data for accurate budgeting