Managing Software Applications
Learn how to navigate the software list, view application details, manage licenses, assign and revoke user access, use bulk actions, and export software data.
Path: /software
Understanding Software Management
The Software area shows applications discovered from your integrations (e.g., Okta, Microsoft Entra, NinjaOne) as well as applications you add manually. Open Software from the sidebar to view the list at /software. Applications are synced from your identity provider or MDM; you manage their status, licenses, user access, contracts, and custom fields in Harmony.
Navigating the Software List
The Software page displays a data table with sortable columns. Click a row to open that application's detail page. Use the toolbar for search, filters, refresh, export, and bulk actions. The table supports pagination with configurable page size.
At the top of the Applications page, a row of insight widgets gives you an at-a-glance summary of your SaaS portfolio's health. See Application Insight Widgets for details.
The Users column has been renamed to Connected Users. Where a direct integration exists, it displays the format connected/licensed users with an info icon tooltip for context.
Adding New Software
Software applications are discovered automatically from your integrations (Okta, Microsoft Entra, NinjaOne, and other MDM providers). You can also manually create applications that are not auto-detected. Click the Add manual application button on the Applications page to create one. Manually added applications are visually distinguished from discovered apps with a clear badge, and you can filter by source to view only manual applications.
Viewing Software Details
Click an application row to open its detail page at /software/$appId (or /software/v2/$appId). The page shows the header (name, icon, status, monthly cost, detected logins, end of contract), overview (description, category, vendor, source, stakeholders), licenses table, users table, contracts, compliance certifications, custom fields, and activity history.
Understanding Application Types
Applications have a category (e.g., Communication, Productivity, Security) from your integration. Use the category filter in the list to narrow results. Applications also have a source (Okta, Microsoft Entra, NinjaOne, etc.) and vendor.
Updating Software Status
On the application detail page, use the status dropdown in the header to change status. In the list, select one or more applications and use Change status in the bulk actions toolbar. Available statuses: Discovered, Under review, Approved, Rejected, Ignored, Retired.
Filtering Software by Status
Use the filter popover to filter by status. By default, the view may show Discovered and Approved. Select one or more statuses; filters combine with AND logic.
Searching for Software
Use the Search input in the toolbar. Search matches application names. Results update as you type (debounced). Search is combined with active filters.
Sorting Software Lists
Click column headers to sort. Supported sort fields include total users, monthly cost, end of contract, application name, custom field columns, and others. Toggle between ascending and descending.
Understanding Software Status
Discovered
Newly detected, not yet reviewed
Under review
Pending approval decision
Approved
Approved for use
Rejected
Rejected for use
Ignored
Excluded from tracking
Retired
No longer in use
Application Insight Widgets
A row of insight widgets appears at the top of the Applications, Instances, and Users pages, giving you an immediate summary of your SaaS portfolio's health. Available widgets include:
Inactive Apps / Instances - apps or instances with no logins from any user in the last 90 days (requires at least 1 week of data; partial-data periods are labelled accordingly)
Shadow Apps - apps detected on endpoints that have no corresponding identity provider login activity
Additional health and hygiene indicators surfaced automatically based on your connected data
Click any widget to filter the list to the relevant applications, so you can act on problem areas without manual filtering.
Live Application Health Status
You can see real-time health status for applications directly in your app catalog, powered by each app's public status page. Harmony automatically monitors over 600 supported applications and surfaces their current operational state so your team can instantly spot outages, degraded services, or maintenance windows without leaving the platform.
Color-coded health indicators are displayed on each supported application: Operational (green), Under Maintenance (blue), Degraded Performance (yellow), Partial Outage (orange), and Major Outage (red)
Status page URL is available on each application's detail page for quick reference
Filter by status in the app catalog to quickly identify which applications are currently experiencing issues
No manual configuration is required - Harmony polls status pages automatically
Multi-Instance App Visibility
When an application has more than one instance - such as separate Production and Development environments - it expands into a detailed list showing each instance individually. For each instance you can see:
Instance name and custom label (e.g., "Slack Production" tagged as Production, or "Slack Development" tagged as Staging/Development/Test)
Source identity provider (Okta, Entra ID, etc.) and last sync date
Login URL specific to that instance
User count with a full breakdown available on the instance detail page
The Instances page also includes insight widgets at the top, consistent with the Applications page.
Managing Software Licenses
Understanding Software Licenses
Licenses track seat counts, cost, billing cycle, and renewal dates for an application. Add licenses on the application detail page to record contract information. Monthly cost is derived from active licenses.
Adding Software Licenses
Open an application detail page.
In the Licenses section, click Add license.
Fill in: License type, Status, Seats (or Unlimited), Cost, Currency, Billing cycle, PO number (optional), Start date, Renewal date.
Click Add license or Save.
Editing License Details
In the Licenses table, use the row actions menu and select Edit. Update any field and save. You can also delete licenses from the row actions menu.
Tracking License Expiration
The Renewal date and Start date are stored per license. Use the Licenses table to see expiration. Licenses can have status Active, Expired, Suspended, or Cancelled.
Viewing License Usage
The Licenses table shows Seats as used/total (e.g., 45/50 or 45/Unlimited). Usage data comes from your integration when available.
Understanding License Types
License type is a custom label (e.g., Enterprise, Professional, Standard). Enter the type that matches your contract. Billing cycle options include Monthly, Quarterly, and Yearly. Seats can be a fixed number or Unlimited.
Managing App Permissions and User Access
Understanding App Permissions
App permissions control who has access to an application. User access is managed through your identity provider (e.g., Okta). Harmony shows users per application and, for Okta test tenants, supports provisioning and revoking access via workflows.
Assigning App Permissions to Users
For Okta test tenants: On the application detail page, in the Users section, click Add to open the Assign App Permissions dialog. Select an employee and confirm. The "Provision Application Access" workflow provisions access for that user across Okta instances. Refresh the page to see the updated user list.
Managing User Access to Applications
User access is controlled in your IdP (Okta, Microsoft Entra). Harmony displays detected users and their roles. For Okta test tenants, you can provision new access or revoke existing access from the application detail page.
Viewing Users Per Application
The Users section on the application detail page lists employees with access to the application. Columns include name, email, role, source, department, last login, license tier, and a 90-day usage trend sparkline. Use the toolbar to search, filter by source, role, status, employment status, license tier, or insight, and export users.
Usage trend sparklines render immediately for each user row, showing login activity over the past 90 days. Sorting by last login correctly places users who have never logged in at the bottom when sorting descending, and at the top when sorting ascending.
Richer Usage Insights Per User
Harmony automatically maps each user to a license tier (Paid, Free, or Unknown) based on data from your application inventory, sourced directly from the provider (e.g., Zoom's "licensed" or "basic" plan). You can filter and sort users by license tier to understand how seats are actually being used.
Revoking Access
For Okta test tenants: In the Users table, use the row actions menu and select Revoke access. Confirm the action. The "Revoke Application Access" workflow revokes access for that user. Refresh the page to see the updated list.
Viewing Application Usage and Activity Trends
Active Users and Usage Trends in the Application Overview
The Application Overview surfaces the following usage breakdowns:
Active users by application - the total number of distinct active users across all instances of an application
Active users by user in instance - which individual users are active within a specific application instance
Usage trend by application - login activity over time across all instances of an application
Usage trend by user in instance - how individual users' activity has changed over time
This data is available directly within the Application Overview without navigating to a separate report.
Google SSO and SAML Login Data
Harmony unifies login data across both Google SSO and Google SAML authentication methods. All login activity, user counts, and trends account for both authentication types, with users deduplicated so no one is counted twice. The login trend column in the application table reflects activity across both SAML and SSO.
Managing Contracts for Applications
Contracts Tab on Application Detail Pages
Each application detail page includes a dedicated Contracts tab. From here you can create, view, and manage all contracts associated with that application. Contracts support a rich set of attributes including:
Contract types to categorize the nature of each agreement
Contract status to track where each contract is in its lifecycle
Payment method and billing cycle settings to reflect how and when payments are structured
Line items for detailed cost breakdowns
Additional structured fields with built-in validation
Use the sortable, filterable, paginated contracts table to browse contracts. Filters and sort order are synced to the URL so your view persists when you share a link or return to the page.
Cross-Application Contracts List
A cross-application contracts view shows enriched contract data across your entire software portfolio in one place, making it easy to review agreements without opening each application individually.
Renewal Management Tab
Within the Contracts section, a dedicated Renewal Management tab gives you a complete view of upcoming software contract renewals and their associated costs. The tab includes:
Summary Widgets - aggregated annual spend broken down by category and by vendor, plus a count of total contracts split by auto-renewal vs. manual renewal
12-Month Renewals Calendar - a forward-looking calendar grouped by month, showing each month's renewal count and total value; expand any month to see individual contract details including contract name, vendor, and renewal date
Managing Compliance Certifications
On each application's overview page, you can view and manage compliance certifications. Harmony pre-populates compliance data using an AI scan of each vendor's official website, giving you a head start without manual entry. You have full control to add, edit, or delete records to reflect your organization's actual posture.
Each compliance record supports:
Framework - standard certifications such as ISO 27001, SOC 2, GDPR, HIPAA, PCI DSS, and more, each with its own identifying icon
Status - Active or Expired, with color-coded card borders for quick visual identification
Using Custom Fields for Applications
Understanding Custom Fields
You can add custom fields to applications to track any additional information that matters to your organization, keeping everything in one place. Custom fields for applications work the same way as they do for Employees and Assets.
Managing Custom Fields on Application Detail Pages
The application detail page includes a dedicated Custom Fields section where you can view, edit, add, and remove fields. Custom fields can be shared across all applications or specific to a single one.
Custom Fields in the Applications Table
Custom field columns appear alongside standard columns in the applications table, with full support for sorting and filtering - so you can slice your software inventory by any field you define.
Viewing Application Activity History
A dedicated activity history is available for every application from its detail view. Click the history or activity option to open a slide-out timeline panel showing every change made to the application. Each entry displays:
The exact UTC date and time of the change
The actor who made the change (a user, integration, or Harmony automation)
A plain-language summary of what happened
The old and new values where applicable
The activity log tracks a wide range of change types including stakeholder additions and removals, status changes, field edits, contract updates, and more.
Using Bulk Actions on Software
Selecting Multiple Software Items
In the Software list, use the checkboxes in the first column to select rows. Select individual applications or use the header checkbox to select all on the current page. Bulk actions apply only to the currently selected applications.
Bulk Updating Software Status
Select one or more applications.
Use the Change status combobox in the bulk actions toolbar.
Choose a status (Discovered, Under review, Approved, Rejected, Ignored, Retired).
The update applies to all selected applications.
Using Bulk Actions Toolbar
The bulk actions toolbar appears when you have selected applications. Available actions:
Change status - Set application status for all selected apps.
Set owner - Assign application owner(s) to selected apps. Supports partial selection (applies to apps that don't already have the owner).
Set budget approver - Assign budget approver(s) to selected apps.
Set IT approver - Assign IT approver(s) to selected apps.
Exporting Software Data
Exporting Software to CSV
Click Export in the Software toolbar. The export uses the current filters, search, and sort settings. A CSV file downloads with a name like harmony-software-export-YYYY-MM-DD.csv. Export includes all applications that match the filters.
Exporting Application Users
On an application detail page, in the Users section, click Export (the download button) in the toolbar. A CSV downloads with users for that application. The export uses your currently active filters - including search, role, status, employment status, license tier, and insight - and sort order. For instance-level pages, the exported filename includes the instance name for easy identification.
Understanding Software Export Fields
The software CSV includes columns such as Application Name, Status, Source, Connected Users, Licenses, Monthly Cost, Category, Vendor, Application owner, Budget approver, IT approver, and others. Column visibility and order from the table are respected. Extra fields include Application ID, Total Seats, Used Seats, and Contract End Date when available. Custom field columns are also included where applicable.
Unauthorized Applications Report - Direct App Links
The Unauthorized Applications report CSV includes a Link column on each row. Clicking the link takes you directly to that application's page in your Harmony portal, replacing the previous workflow of copying an app name and searching for it manually.
Filtering Software for Export
Apply filters before exporting to limit which applications are included. Supported export filters: search, status, source, category, vendor. Sort order is also applied to the export.
NinjaOne Application Data
Software and application data from NinjaOne is now fully supported as an application source in Harmony. Installed apps across your NinjaOne-managed devices are ingested, processed, and available in your application inventory alongside data from other MDM integrations. NinjaOne appears as a selectable source in filters, the same as other supported providers.
Software Catalog Quality and Coverage
Harmony's software catalog is continuously improved to give you a cleaner, more accurate picture of the applications in use across your organization:
Expanded vendor coverage - the catalog includes a broader set of recognized applications, vendor entries, and application icons, so more of the tools your team uses are automatically identified with accurate vendor attribution and up-to-date branding
Improved catalog matching - approximately 70 low-quality entries (test apps, demo submissions, browser extensions, personal/consumer websites, and garbled display names) have been removed, and around 150 duplicate and variant entries for major vendors - including Adobe, Okta, Atlassian, Microsoft, Google, and others - have been consolidated
Contract continuity - contracts associated with an application are correctly carried over when catalog entries are updated or reassigned, ensuring your contract data stays linked to the right application at all times
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