How To Prevent Shadow IT with CloudEagle.ai's Self-Service App Catalog?

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Prevention is better than cure, especially when it comes to shadow IT. Failing to prevent shadow IT, you risk losing valuable resources within your organization without even realizing it. Gartner has found that shadow IT can account for 30 to 40% of IT spending in large enterprises.

Traditional methods often fall short in preventing shadow IT due to outdated practices and slow adaptation to new technologies. Manual tracking creates visibility gaps and doesn’t fully address unauthorized application use, exposing the organization to risks.

Here’s where CloudEagle.ai’s self-service app catalog offers an effective solution for preventing shadow IT. It provides a centralized platform where employees can discover, request, and access IT-approved applications, helping organizations manage their SaaS portfolio more effectively.

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TL;DR

• CloudEagle.ai’s self-service app catalog helps prevent shadow IT by centralizing access to approved SaaS applications.
• Employees can easily request new apps through a simple process and get quick approvals via Slack.
• Regular updates and analytics allow IT teams to track app usage, optimize spending, and reduce redundant software.
• The catalog enhances user experience by providing a user-friendly interface for discovering and requesting applications.
• CloudEagle.ai’s catalog improves security, compliance, and operational efficiency by eliminating unauthorized apps and streamlining workflows.

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How to prevent shadow IT and optimize your SaaS stack?

To effectively manage your SaaS portfolio and eliminate shadow IT, follow these steps:

1. Set clear guidelines: Clearly define approved apps for your organization and set up a simple request process. Educate employees about these guidelines so they know which apps are permitted and how to request new ones.

2. Keep the catalog updated: Regularly update the app catalog by adding new software and updating existing apps to their latest versions. Removing outdated apps keeps the catalog relevant and ensures employees can always access the most up-to-date tools and features.

3. Use analytics: Utilize built-in analytics to monitor how apps are used across the organization. To cut costs, review software usage, and eliminate underused or redundant programs. This data-driven approach helps you optimize spending and find savings.

4. Promote employee awareness: Educate employees on the advantages of using the self-service app catalog. Emphasize how the catalog makes getting quick approvals for new software easy, ensuring everything is secure and approved.

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Benefits of using CloudEagle.ai’s self-service app catalog for shadow IT prevention

With CloudEagle.ai’s self-service app catalog, you can effectively manage shadow IT and keep your IT environment secure and cost-efficient.

1. Clear visibility: The catalog provides detailed insights into which apps are being used and how frequently. This gives a clear view of software utilization across the organization. This transparency helps identify unauthorized or unapproved apps quickly and informs decisions about software purchases and renewals.

2. Cost savings: By tracking which apps are used and which are not, the catalog helps prevent purchasing redundant or unused software. Insights into app usage allow for better management of software licenses and subscriptions, avoiding overpayment.

3. Reduced shadow IT risk: Using CloudEagle.ai’s app catalog lowers the likelihood of employees using unauthorized applications, helping protect the company from shadow IT risks. The tool offers a centralized location for all approved apps, minimizing the need for employees to find software on their own.

Check out this inspiring success story about how a customer got complete SaaS visibility with CloudEagle.ai's Workday integration, eliminating 100% of shadow IT in the organization.

4. Enhanced user experience: CloudEagle.ai’s app catalog provides a user-friendly way for employees to find and request the needed applications. This improves their experience by reducing frustration and making it easier to get the tools they need to do their jobs well.

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How does CloudEagle.ai’s self-service app catalog help prevent shadow IT?

CloudEagle.ai's self-service app catalog helps withL

1. Streamlined application discovery: The catalog makes finding and accessing approved apps easy for employees. It reduces the risk of using unapproved or insecure software.

2. Simplified requests: Employees can easily search for and request new apps directly from the catalog. It minimizes the temptation to use unauthorized software.

3. Quicker approvals on Slack: Employees can request new software and get fast approvals through Slack. It speeds up the process and ensuring timely access to needed tools.

4. Real-time monitoring: IT teams can track app usage in real-time, quickly identifying and addressing any unauthorized software.

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A step-by-step guide to using the self-service app catalog

Here's a step-by-step guide to help you use the self-service app catalog for all your SaaS application needs.

Process 1: Using the CloudEagle.ai Platform

Step 1: Configuring the intake request & workflow

Access workflow settings: Log into CloudEagle.ai, navigate to the “Admin module,” and click “Workflow Settings” to set up the workflow for handling access requests.

Create a new workflow template: Within the “Workflow Settings,” create a new workflow template. This template will outline the approval process for access requests.

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Assign a descriptive name to this template and specify the Access Permissions to define who can view or participate in this workflow. Customize the template by adding steps and tasks that align with your organization’s current approval process.

Design the approval process: Configure the template with specific steps like manager approval, app admin review, and final confirmation.

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Step 2: Creating an intake form

Add an intake form: Proceed to the “Forms Library” section to create an intake form. Include mandatory questions in the form to gather all necessary information and save it once set up.

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Step 3: Linking the workflow template with the intake request

Link the workflow template: Go to “Intake Settings” and find the category for "Request Access." Link the newly created workflow template to this intake request category.

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This ensures the workflow template activates with each access request. Verify its activity and assign a workflow owner and watchers to oversee and monitor it.

Step 4: Requesting access from the platform

Navigate to the app access module: Go to the “App Access” module within CloudEagle.ai. This section displays a comprehensive list of all applications available in your organization, allowing you to browse them.

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Search for the application: Utilize the search bar to find the specific application you need access to. If there are similar applications already in use within your organization, they will appear in the search results.

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This helps you compare the new application with existing options, avoiding shadow IT and ensuring you choose the most suitable and approved application.

Initiate access request: After identifying the desired application, click "Request Access." You'll need to answer several questions to help the application admin understand the purpose and necessity of your request.

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Submit request and confirm: After filling in the reason for your request, click the "Request" button to submit it.  You’ll get a confirmation message, and the application admin will be notified via email to review and process your request.

Process 2: Requesting access from Slack

Step 1: Connect Slack integration

To request access via Slack, first integrate Slack with CloudEagle.ai. Go to the "Messaging" tab in the Integrations section of the Admin module and connect Slack to your workspace.

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Step 2: Raise access request

Employees can then type the "/Application Request" command in any Slack channel.

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They will be prompted to select the application they need access to and complete the intake form.

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Step 3: Submit and confirm

After filling out the form, submit the request. The Slack bot will confirm receipt of the request and provide a link to track its progress.

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Step 4: Approvals on Slack

Manager approval: Once the request is submitted, a workflow is created based on the template. The manager receives a notification via the Slack bot and can approve or reject the request directly from the message.

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License assignment: Following manager approval, the app admin receives a notification to assign the license. The admin can mark the request as assigned once access is provided.

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Final notification: After the app admin completes the license assignment, the requester receives a final message indicating whether their request was approved or rejected. If any step in the workflow is rejected, the entire process is canceled, and the requester will be notified accordingly.

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By following these steps, you can efficiently configure and manage the process for handling access requests using CloudEagle.ai, ensuring smooth workflow operations and effective application use.

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Maximize the benefits of the self-service app catalog

To effectively prevent shadow IT, use CloudEagle.ai’s self-service app catalog. This tool lets employees quickly request and access the SaaS tools they need within minutes, all from Slack.

CloudEagle.ai’s catalog speeds up onboarding and offboarding while IT teams handle approvals directly through Slack, avoiding the need for numerous tickets. This ensures employees start using approved tools immediately, with all actions tracked in systems like ServiceNow or JIRA.

The catalog also enhances helpdesk operations and reduces costs with features like time-based access for temporary workers and automatic license revocation. It recommends existing apps over new ones to prevent redundant purchases and control shadow IT.

Ready to eliminate shadow IT and boost operational efficiency? Schedule a demo with CloudEagle.ai to learn more about its self-service app catalog.

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