What is Self-Service App Catalog and How Does It Prevent Shadow IT?

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Shadow IT is no longer a future problem—it’s a now issue quietly impacting security and budgets across organizations. Modern enterprises use an average of 270-364 SaaS applications today, and an estimated 52% of these include unsanctioned apps.

The risks are continuously rising. These unapproved tools slip into daily workflows, creating data vulnerabilities, increasing hidden costs, and straining IT resources.

That’s where self-service app catalogs come to the rescue. They centralize access to pre-approved apps to help IT maintain control while employees get quick, safe access to the necessary tools.

Curious how this catalog work? Here in the article, we’ve covered what self-service app catalogs are and how they can help your organization from shadow IT.

TL;DR

• Shadow IT is an increasing issue, with many unsanctioned applications impacting security and budgets.
• A self-service app catalog allows employees to access approved access independently.
• These catalogs streamline access, improve compliance, and encourage using authorized applications.
• CloudEagle.ai offers an intuitive platform for easy access and software management.
• Implementing a self-service catalog enhances security and efficiency in software management.

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What is a Self-Service App Catalog?

A self-service app is a digital solution that allows users to find, request, and access approved applications independently, reducing dependency on IT support.

Think of it as an app store, but instead of countless options, it’s filled only with tools that fit your organization’s needs – pre-approved, secure, and ready for immediate use.

A self-service app catalog provides this curated library of essential apps and software hand-picked by IT professionals, designed to streamline employee access to the necessary tools.

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With the app catalog, users do not wait for approvals or fill out lengthy forms. For example, a marketing team can access tools like Google Analytics or Canva directly from the catalog without extra steps.

Everything they need is there, simplifying their workflow without risking the organization’s security.

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How Self-Service App Catalogs Help Prevent Shadow IT?

Shadow IT – the use of unapproved software – can be a real security threat for companies, from data breaches to compliance failures. A self-service app catalog helps tackle this issue by offering employees a simple, compliant way to access tools that meet company standards.

When employees can find the tools they need in a secure, sanctioned environment, they’re less likely to look for unauthorized alternatives.

Here’s how these catalogs prevent Shadow IT while giving employees easy access to essential tools:

Protects data with IT-approved apps

When IT teams control and approve the software, the company reduces the chance of risky or unassessed tools entering their systems. Pre-approved apps ensure employees work within secure boundaries and with software that meets company standards.

Improved app visibility and transparency

A centralized catalog gives IT a clear view of the employees’ software stack and enhances user access management. This transparency helps prevent hidden software costs, reduce redundancy, and keep the company’s app ecosystem under control.

Tools like CloudEagle gives complete visibility on free apps that your team uses. Here’s how it helped Rec Room by providing centralized management.

Get faster access to important apps

Employees often need new tools quickly; self-service catalogs let them skip lengthy approval processes. It provides readily accessible apps so employees can quickly get what they need. This on-demand access helps improve productivity and reduces the temptation to find unsanctioned tools elsewhere.

Track licenses for better compliance

With a catalog, your team can easily track and manage SaaS licenses. This oversight prevents over-licensing, saves costs, and ensures compliance with both legal issues and operational standards.

Encourage the use of sanctioned apps only

When employees have easy access to all the tools they need in one place, they’re less likely to explore unauthorized options. This consistency reduces non-compliant software usage and strengthens security across the organization.

Marcel Schwates, who is writing for Inc., warns restricting access to preferred collaboration tools can lead to “frustration and neglect that lead to low morale, burnout, inefficient operations, and turnover.” However, when IT is open and supportive, employees feel comfortable raising concerns, making it easier to keep software use secure and compliant.

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CloudEagle.ai’s Self-Service App Catalog: Your Solution to Shadow IT

Data security is an increasing concern for organizations today. With 79% of IT leaders expressing concern that shadow IT puts company data at risk, the need for a secure solution has never been clear.

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Unapproved platforms can’t ensure data protection, exposing organizations to potential threats. CloudEagle.ai’s self-service app catalog address these challenges by offering an easy-to-navigate, secure platform for employees to access approved SaaS tools.

Here’s how it helps:

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Here’s how each features plays a different role:

Quick & easier approvals on Slack

CloudEagle.ai’s approval automation on Slack ensures that employees can request and receive approval for applications directly through Slack. When an employee submits an app request, CloudEagle routes it to the relevant decision-makers in real-time, allowing for swift approvals without switching platforms.

This integration with Slack keeps the workflow seamless and reduces potential bottlenecks and improves response times, making it easy for employees to access the tools they need quickly.

Automation of app requests for faster responses

CloudEagle.ai eliminates manual processing delays by automating each request and routing approvals to the right team members for rapid responses.

When an employee requests access to a tool, the employee productivity tool routes the request to the right people, speeding up the response time and reducing bottlenecks.

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Time-based access for project-specific needs

CloudEagle.ai makes it easy to grant temporary access to tools that employees need for a specific project.

This time-based access lets the team use apps as needed but removes access automatically when no longer necessary, minimizing potential risks of shadow IT and saving money.

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Track app usage to optimize resources

Keeping track of which tools your employees use regularly helps prevent overspend. CloudEagle.ai’s app catalog continuously monitors app usage and generates insights that help IT teams make smarter decisions.

If the team no longer uses a tool, you can reassign or discontinue the license, optimizing costs and reducing unused software.

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Proactively detect unauthorized apps

CloudEagle.ai doesn’t just provide access; it actively monitors unauthorized apps. Its advanced SaaS discovery feature identifies unauthorized applications on employees’ devices. This detection system helps IT leaders quickly address any potential risks.

The catalog also sends proactive alerts for unsanctioned app usage, guiding employees toward approved tools within the catalog when needed. This simplifies software procurement for employees by giving them a catalog of secure, sanctioned apps - reducing the temptation to search for alternatives outside the system.

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Key Benefits of Implementing a Self-Service App Catalog

Keep software access organized and secure

A self-service catalog acts as a central hub, allowing employees to find approved software quickly and easily. This approach organizes software access and ensures employees always use secure tools rather than potentially risky alternatives.

Save costs by avoiding costly purchases

When all approved apps are accessible in one place, it’s easier to prevent overspending on duplicate tools. The catalog reduces unnecessary purchases by informing employees of available resources helping IT teams manage SaaS licenses more effectively.

Boost productivity with quicker app access

With a self-service app catalog, employees no longer wait for approval processes to get the necessary tools. Faster access to pre-approved software means they can focus on work rather than jumping through administrative hoops.

Strengthen security through approved tools

The catalog only offers apps that meet the organization’s security standards. By limiting choices to compliant tools, the catalog reduces security risks tied to unauthorized software, reinforcing data protection and safety.

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Challenges of Managing Shadow IT without a Self-Service App Catalog

Struggle to track unauthorized software use

Without a centralized catalog, employees may download and use apps independently. Manually managing everything makes it challenging for IT to keep track of unauthorized software usage, leaving potential blind spots in app monitoring.

Face hidden costs and inefficiencies

Employees who look for their tools may purchase redundant or overlapping applications. These hidden costs increase quickly, as there’s no straightforward process to verify whether a requested app exists within the organization’s resources.

Increased security risks from unknown tools

Unknown and approved apps introduce potential security vulnerabilities. These unsanctioned tools often lack thorough access and SaaS compliance checks, increasing the risk of data breaches and non-compliance.

Higher IT workload with constant app requests

When there is no self-service app catalog, IT teams have to manually review and approve app requests. This workload becomes overwhelming, slowing down response times and reducing IT’s ability to focus on higher-priority tasks.

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Secure and Streamline Your Software Access with a Self-Service App Catalog

A self-service app catalog makes software access faster, easier, and safer for your organization. With a curated list of secure, pre-approved tools, employees can skip the wait and start working with the applications they need, ensuring efficiency without compromising security.

CloudEagle.ai takes self-service app catalogs to the next level. Its intuitive platform lets users easily access approved tools, track usage, and manage licenses – all while preventing Shadow IT risks. Make software access seamless and secure with CloudEagle.ai’s innovative app catalog solution.

Interested in knowing more?

Discover how CloudEagle.ai can transform your software access, and book a demo today!