Apps & Services¶
Apps & Services is your central registry for documenting the IT application landscape. It covers both business applications (CRM, ERP, HR systems) and infrastructure services (databases, middleware, authentication platforms). Use it to track ownership, environments, integrations, and compliance information across your entire portfolio.
Getting started¶
Navigate to IT Operations → Apps & Services to see your list. Click New App / Service to create your first entry.
Required fields: - Name: A recognizable name for the application or service - Type: Application (business software) or Infrastructure Service (platform/middleware)
Strongly recommended: - Vendor: The supplier providing the software (links to your Suppliers master data) - Criticality: How important this is to your business (Business critical, High, Medium, Low) - Lifecycle: Current status (Active, Proposed, Deprecated, Retired)
Optional but useful: - Publisher: The software publisher (e.g., Microsoft, SAP, Oracle) - Description: What this application does - Purchase Date / Retired Date: Lifecycle tracking - Licensing: License terms and notes - Notes: Free-form internal notes
Once you save, the workspace unlocks all tabs for detailed documentation.
Tip: Start by documenting your most critical applications. Use the Instances tab to capture which environments exist (Prod, QA, Dev), then link servers and interfaces as you go.
Working with the list¶
The Apps & Services grid provides a comprehensive view of your application portfolio.
Default columns: - Name: Application name with type badge and suite membership - Type: Application or Infrastructure Service - Environments: Chips showing active environments (Prod, Pre-prod, QA, Test, Dev, Sandbox) - Suites: Parent suites this application belongs to - Lifecycle: Current status - Criticality: Business importance level - Publisher: Software publisher - Derived Users (Y): Calculated user count for the current year - Created: When the record was created
Additional columns (via column chooser): - Vendor: Linked supplier name - Business Owners / IT Owners: Assigned owners - Hosting Model: On premise, SaaS, Public cloud, Private cloud - External Facing: Whether the app is internet-accessible - SSO Enabled / MFA Enabled: Authentication features - Data Integration / ETL: Whether the app participates in data integrations - OPEX Items / CAPEX Items / Contracts: Linked spend and contracts - Components: Child applications (if this is a suite) - Data Class / Contains PII / Data Residency: Compliance information
Type filter: Use the toolbar toggle to show All, Applications only, or Infrastructure Services only.
Default filter: Retired applications are hidden by default. Use the Lifecycle column filter to show them.
Actions: - New App / Service: Create a new entry (requires manager permission) - Import CSV: Bulk import from CSV file (requires admin permission) - Export CSV: Export the list to CSV (requires admin permission) - Copy item: Duplicate a selected application with all its relations (requires manager permission) - Delete Selected: Remove selected applications (requires admin permission)
The Apps & Services workspace¶
Click any row in the list to open the workspace. It has eight tabs:
Overview¶
The Overview tab captures the core identity of your application.
What you can edit: - Name: The application's display name - Description: What this application does - Type: Application or Infrastructure Service - Vendor: Link to a supplier from your master data - Publisher: The software publisher - Criticality: Business critical, High, Medium, or Low - Lifecycle: Current status (configurable in IT Operations Settings) - Can have child apps: Enable this to use this application as a "suite" that groups other applications - Purchase Date / Retired Date: Key lifecycle dates - Licensing: License terms and notes - Notes: Free-form notes
Suite membership: If an application belongs to a suite, you'll see the suite badge in the list. The "Can have child apps" toggle becomes disabled when an application belongs to a parent suite—remove the suite relationship first to re-enable it.
Instances¶
The Instances tab documents where your application runs across different environments.
Environments (in order): Production, Pre-prod, QA, Test, Dev, Sandbox
For each instance you can capture: - Base URL: The access URL for this environment - Region / Zone: Geographic deployment information - Lifecycle: Instance-specific status (Active, Deprecated, etc.) - SSO Enabled / MFA Supported: Authentication capabilities - Status: Enabled or Disabled - Notes: Environment-specific notes
Bulk actions: - Copy from Prod: Quickly create instances for other environments based on your Production setup - Bulk Apply: Apply changes to multiple environments at once
Tip: Instance changes save immediately—no need to click the main Save button.
Servers¶
The Servers tab shows which infrastructure supports each application instance.
How it works: - Select an environment to see its server assignments - Add servers using the Add Server button - Each assignment captures the Server, Role (e.g., Web, Database, Application), and optional Notes - Click a server name to navigate to the Server workspace
Tip: Ensure your servers are documented in the Servers page first, then link them here.
Interfaces¶
The Interfaces tab shows all integrations where this application participates—either as source, target, or middleware.
What you'll see: - Interfaces grouped by environment (Prod, Pre-prod, QA, etc.) - For each interface: Name, Source Application, Target Application, and Via Middleware indicator - Click any interface or application name to navigate to its workspace
Tip: Interfaces are managed from the Interfaces page. This tab provides a convenient read-only view of all integrations involving this application.
Ownership & Audience¶
The Ownership & Audience tab documents who's responsible and who uses this application.
Business Owners: The business stakeholders accountable for this application - Add multiple owners; each shows their job title
IT Owners: The IT team members responsible for technical support - Add multiple owners; each shows their job title
Audience: Which parts of your organization use this application - Select a Company and optionally a Department - The system calculates the number of users based on your master data metrics (IT Users or Headcount) - Add multiple rows to capture all audiences
Number of Users: Choose between: - Derived: Automatically calculated from the Audience selections - Manual: Override with a specific number
Technical & Support¶
The Technical & Support tab captures technical details and support contacts.
Technical information: - Suites: Parent suites this application belongs to - Last DR Test: Date of the most recent disaster recovery test - External Facing: Whether the application is accessible from the internet - Data Integration / ETL: Whether the application participates in data integration pipelines
Support information: - Add support contacts with their Role (e.g., Account Manager, Technical Support) - Contacts are linked from your Contacts master data - Each contact shows their Email, Phone, and Mobile - Support notes: Free-form notes about support arrangements
Relations¶
The Relations tab links this application to your financial and contract data.
Available links: - OPEX Items: Recurring costs associated with this application - CAPEX Items: Capital expenditure projects - Contracts: Vendor contracts - URLs: External links and documentation
If this is a Suite: - You'll also see a Components section listing child applications - Manage child applications by enabling "Can have child apps" in the Overview tab
Compliance¶
The Compliance tab captures data protection and regulatory information.
What you can edit: - Data Class: Sensitivity level (Public, Internal, Confidential, Restricted) - Contains PII: Whether the application stores personally identifiable information - Data Residency: Countries where data is stored (multi-select)
Tip: Data Classes are configurable in IT Operations → Settings. Customize them to match your organization's data classification policy.
CSV import/export¶
Keep your application inventory in sync with external systems using CSV.
Export: - Export CSV: Downloads all applications with their core fields
Import: - Start with Preflight to validate your file - If Preflight passes, Load applies the changes
Notes: - Use UTF-8 encoding and semicolons as separators - Import creates new applications or updates existing ones (matched by name) - Relations (owners, instances, servers) are not included in CSV—manage those in the workspace
Tips¶
- Start with critical apps: Document your business-critical applications first, then work down the criticality levels.
- Use Suites for grouping: Mark an application as a Suite to group related components (e.g., SAP modules under an SAP Suite).
- Link to spend early: Connect OPEX and CAPEX items in the Relations tab to see the full cost picture.
- Keep environments current: The Instances tab drives the environment chips in the list—keep it updated for accurate visibility.
- Leverage the type filter: Use the All/Applications/Infrastructure Services toggle to focus on the category you're documenting.