SaaS Discovery Inbox
Discovered SaaS applications are listed in the SaaS discovery inbox. Learn how to link the discovered items to fact sheets or review and reject them as needed.
Introduction
Once the integration is set up successfully, SaaS applications are automatically discovered and listed in the SaaS discovery inbox. In the inbox, you can review the SaaS applications, link them to existing fact sheets, or create and link to new fact sheets.
Accessing SaaS Discovery Inbox
You can access the SaaS discovery inbox from inventory by selecting SaaS Discovery Inbox on the right-hand side pane. By default, only admins can access it, but admins can configure permissions to grant access to other roles. For more details, see Role-Based Permissions.
List of Discovered SaaS Applications
The SaaS discovery inbox gives a tabular list of all discovered items. Selecting an item from the list opens a side panel displaying additional details about the selected SaaS. Filtering and search functions enable you to easily refine your view of the listed items.
At the top of the list, overview tiles display the number of items in the inbox in different statuses - Action needed, Linked, Rejected, and Total. These four tiles also act as quick filters. For example, clicking the Action needed tile will remove all current filters and apply the filter to only list items requiring action. Clicking the Total tile will remove all filters, and the list shows all discovered items.
Linking Discovered Applications to Fact Sheets
There are two ways to link discovered applications to fact sheets:
Automatic Linking
Automatic linking takes place in the following cases:
- The application’s name on the fact sheet identically matches the discovered SaaS item (discovered SaaS application).
- The fact sheet is already linked to a reference catalog item corresponding to the discovered SaaS item. To learn more, see Applications in the Reference Catalog.
From the Settings at the top right corner of the list, you can toggle off the Auto-linking option to disable automatic linking. If you turn auto-linking on again later, only the SaaS items that are discovered after re-enabling are automatically linked.
Note
Auto-linking option is enabled by default. If you prefer to review the discovered items before linking, disable the auto-linking option before setting up an integration.
Manual Linking
Discovered applications that are not automatically linked can be linked manually. To manually link a discovered item, do the following:
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From the list, click on the discovered item that needs to be linked. This opens the side panel with additional information about the system, along with fact sheet suggestions.
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In the side panel, review the details about the SaaS application to decide whether and to which fact sheet the item should be linked. The Details tab provides additional information you might need.
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The system suggests a matching fact sheet to link; check if it is the appropriate one. If the system has not found a suitable matching fact sheet, a new fact sheet is created upon completing the linking process.
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If you want to link the item to a different fact sheet than the suggested one:
- Hover over the suggested fact sheet.
- Click Edit.
- Search and select the desired fact sheet. You can link it to either an application or an IT component fact sheet.
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Click Link to finish establishing the link.
Note
The Details tab in the overlay gives you further details, including security-related information such as the application risk index, revised total security score, etc. The information shown is integration-specific and could also include usage adoption information, like total active users, generated traffic, etc., based on the integration. For more details on the data provided by each integration, refer to the respective integration guides.
All the details visible here can be used as a parameter for search and filtering in the discovery inbox. To learn about search and filter options, see Filtering and Searching Discovered SaaS Items.
Rejecting Discovered Items
You can ignore a discovered item if you don't want to link it to a fact sheet. Here are some reasons for rejecting a discovered SaaS item:
- It is not relevant to your organization's SaaS inventory from an enterprise architecture perspective.
- It is a duplicate instance of the same SaaS discovered by different integration sources.
- It pertains to outdated or discontinued services that are no longer in use.
- It is a test instance.
- You want to overwrite the information in the linked fact sheet. Rejecting a linked item effectively unlinks it and stops updates from the reference catalog.
To reject discovered a discovered item, follow these steps:
- From the list, click on the discovered SaaS item that needs to be rejected. This opens the side panel.
- In the side panel, click Reject.
Rejected items are then listed in the Rejected tab, allowing you to review and relink them if needed.
Linking / Rejecting Multiple Items at Once
To link or reject multiple items at once, follow these steps:
- From the list, select the discovered items by checking the box next to the items. Checking the checkbox in the title row selects all currently displayed items. To select the entire list, scroll to the bottom of the page to load all items before selecting the title row checkbox. You can also use filters (e.g., by integration source) to narrow down the list and only select those.
- At the top right corner of the list, click Link or Reject as needed.
Modifying the Established Link
You can modify the link between the discovered item and the linked fact sheet if it was linked inadvertently or if a better alternative exists.
To modify the link, do the following:
- Click on the linked item. This opens the side panel.
- Hover over the linked application fact sheet and click Edit.
- Search and select the desired fact sheet.
- Click Link to finish reestablishing the link.
Prioritization of Discovered SaaS Items
Discovered items are assigned a priority score and categorized into 3 priority levels: low, medium, and high. This helps you quickly identify and focus on the most critical and relevant discovered items in your inbox, especially when dealing with large data volumes.
Priority levels are determined by score ranges: 1-60 (low), 61-90 (medium), and 91-100 (high), with the priority score calculated based on the following criteria:
- The number of applications in the same category
- The average business criticality rating for that application across global customer workspaces
- The average functional fit rating for that application across global customer workspaces
Note
Anonymized ratings are derived from only those customer workspaces who have agreed to the derived data amendment.
Click on a discovered item to open the side panel and select the Priority tab to see the detailed breakdown of the score. If an application lacks data for one criterion, it is indicated by the Missing Data label. However, the priority score will still be calculated based on other available criteria that provide the needed information.
Filtering and Searching Discovered SaaS Items
The filter function in the inbox allows you to narrow down the list of items and helps you focus on relevant items based on specific criteria, such as integration source, priority, or other key attributes. For instance, some of the parameters include:
- Status: Filter the list based on discovered application status - linked, not linked, or rejected.
- Integration: If you have multiple integrations configured, you can narrow down the discovered items based on one or multiple integrations.
- Action by: Filter the list of applications based on particular users or the system who linked the discovered items to fact sheets.
- Many other parameters are available based on the integration you're using to discover SaaS. These may include:
- Usage adoption metrics: Such as total active users, generated traffic, and more.
- Security-related metrics: Such as application risk index, revised total security scores, and more.
Many of these parameters also allow you to set ranges for more precise filtering.
You can search for specific items from a large set of discovered SaaS applications using the search field below the filter. For example, you can search by name, external ID, Application ID, and more.
Updated 1 day ago