App states help you track every SaaS product from first discovery to retirement. By giving each app a clear status, you—and anyone else in the team—know exactly what needs attention and why.
What the states mean
State | When to use it |
Discovered | Default state. Means the app has been found the through one of your data sources. No evaluation has started yet. |
In review | The app is being reviewed for security, privacy, or other mandatory checks and reviews. |
Business evaluation | The app is being evaluated by the business to determine if it should stay, be invested into and become an accepted part of the SaaS stack. |
Disqualified | The app failed either the security or business review and it not allowed for use in the organisation. |
Sanctioned | Approved for organisation-wide use and actively in service. |
Deprecated | Previously sanctioned, but no longer to be used in day-to-day work. |
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) |
Changing an app’s state
Updating a single app state
Go to Apps
Find the app that you can change
Click the badge in the State column to change it
Alternatively, you can change the state directly from an app's detail page.
Bulk updating the state for multiple apps
Go to Apps
Select multiple apps (by checking the checkboxes next to the respective rows)
Click Actions → Set states
In the modal that opens, select the new state
Click Set to save the changes and apply the states to all selected apps.
Tips & best practices
Keep states current. Update the state as soon as reviews finish so reports stay accurate.
Use filters in views and reports. Stakeholders can quickly see which apps are blocked, approved, or ready for removal.
Archive apps that are a distraction. If there are apps that you don't want to take up space in Viio, use the Archived state to hide them completely.
You can restore Archived Apps from Settings