What are my options for discovered apps?
Who can do this? |
When reviewing your list of Discovered apps (also known as Shadow IT), we recommend that you contact the admins of these apps to get additional details about whether the app is still in use and the kind of data it contains. How to review discovered apps
You can manage your users' requests for apps, and prevent them from signing up for new apps, on these eligible app plans:
Confluence Enterprise
Jira Enterprise
Jira Service Management Enterprise
Teamwork Collection Enterprise (excluding Loom)
Trello – only if you have any of the Enterprise plans listed above
Bitbucket Premium
Learn more about app requests settings
Join as an admin
When you need to see the apps managed accounts use outside of your organization, you can join discovered apps as an admin. When you become an organization admin for an app, you’re able to manage any other apps under the same organization. You’ll also receive access to billing details for the organization. We suggest reaching out to the admin of that app to combine the data with an app you already manage before deleting it.
To make yourself an admin of the discovered app:
Go to Atlassian Administration. Select your organization if you have more than one.
Select Security > Discovered apps
Select Actions (•••) > Join as admin
If your managed accounts are removed as organization admins, the app remains a discovered app, but you won’t see any contact information for them in the View organization admins window. You also won’t be able to Join as admin for this app.
Talk to the admins
When you contact admins, you may encounter one of the following situations:
You find out the admin is currently using the app with their team. You can have a further discussion about the kind of data the app contains. You may allow them to keep using the app or ask that they consolidate its data with an app you already administer.
The employee responds that they forgot that the app exists or that they're no longer actively using the app. You can ask them to delete the app or make you an organization admin so you can delete it.
The employee may not respond, which means that you’ll need to spend more time tracking down their team or manager. If you don’t hear anything, it’s possible that the employee has left the company. If so, you can reactivate and take over their Atlassian account.
Decide what to do about the app
You have the following options for discovered apps. What you decide to do depends on your organization and how you want to manage apps. Most of these options require you to be an organization admin.
Delete the app
You may decide to join a discovered app and see how the employee is using the app. If you choose this option, you can manage any other apps under the same organization, and delete apps to consolidate. You may want to let the employee consolidate their data with an app you already administer before deleting the discovered app.
If you determine that an app isn’t useful, you can permanently delete it. To delete the app, you need to cancel its subscription:
Open the organization you want to cancel, go to the Billing page for the organization and select Manage for each app.
In the Subscription details page, select the ••• and select Cancel subscription. Follow the prompts on the screen to cancel subscriptions for the app.
Do nothing and allow apps to remain separate
Depending on your company size or how employees are using the app, you may decide to do nothing about a discovered app. If you chose this option, these apps will remain in the Discovered apps list, and users will continue managing them separately.
Allow users to keep using apps after you transfer them
If you prefer to manage all apps from the same place, transfer the app to your company’s organization. After the transfer, you can give its users an app admin role so that they can continue to manage the app. Transfer all apps to another organization
Transferring apps won’t work if you have the centralized user management.
Go to Atlassian Administration for your organization and check if the Users list and Groups list are under the Directory tab. If they are, you have centralized user management, so transferring apps is disabled. Contact support to transfer your apps to another organization. More on centralized user management
Ask users to start using apps that already exist
Your users may not be aware that your organization has already set up apps that meet their needs. To avoid duplicate costs, you may want employees to use apps that already exist within your organization. This may require you to grant them access to apps that already exist.
If they don’t want to lose the Jira issues or Confluence spaces they were already using, you can import issues and individual spaces to your existing apps.
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