Unused Application Discovery
Surfaces applications with low or no usage so IT can reclaim licenses and reduce SaaS spend.
- Runs periodic usage analysis across all connected SaaS applications
- Identifies licenses with no activity beyond the configured threshold
- Distinguishes newly unused licenses from those already being tracked
- Notifies managers to confirm whether licenses should be reclaimed
- Compiles a report highlighting potential cost savings
- Creates a ticket with license reclamation recommendations
What Unused Application Discovery does
Unused Application Discovery is Harmony's automated monitoring workflow for identifying IdP-integrated applications that are sitting idle - no user logins within a configurable window, or fewer assigned users than a minimum threshold. Running weekly, Harmony scans Okta, Microsoft Entra, and Google Workspace for low-activity applications, filters out recently-reported ones to avoid repeat tickets on the same apps, generates a CSV report, and creates an IT desk ticket. IT can then clean up, retire, or investigate each flagged application.
Who Unused Application Discovery Is For
IT and software asset management teams responsible for application catalog hygiene and license optimization.
Organizations accumulate applications over time - pilot tools that were never adopted, integrations that fell out of use, or apps that the whole team moved away from. Without monitoring, unused applications sit in the IdP indefinitely, consuming licenses, expanding the attack surface, and cluttering the catalog. This workflow surfaces them automatically so IT can take action.
How Unused Application Discovery Works
A cron schedule fires (default: weekly, Monday at 8 AM UTC). Schedule and timezone are configurable per tenant.
- Query unused IdP applications
The workflow queries all application instances in the configured IdPs for those meeting one or more unused criteria: no user login in the last N days (default: 90), or fewer than the minimum user count (default: 0). New vs. previously-seen status is tracked per application.
- Frequency filter
Applications already reported within the re-reporting window (default: 7 days) are filtered out to avoid duplicate tickets on the same apps.
- CSV report
All newly-flagged applications are serialized into a CSV report (
idp_unused_apps_report).
A ticket titled "IDP Applications With No Recent Activity Detected" is created with the CSV attached.
Capabilities
- Dual detection criteria - Flags applications based on inactivity (no user login in the last N days) OR low user count (fewer than a configured minimum), or both - catching different types of underused apps.
- Cross-IdP scan - Queries Okta, Microsoft Entra, and Google Workspace simultaneously for unused application instances.
- New vs. existing tracking - Marks applications as "NEW" in the report if they've never been flagged before, and as existing if they've been previously reported - helping IT prioritize fresh findings.
- Frequency-gated re-reporting - Suppresses apps already reported within the configured window (default: 7 days) to keep ticket noise low.
- CSV export - Produces a structured
idp_unused_apps_report.csvfor review and action. - Configurable thresholds - Both the inactivity window (days without login) and the minimum user count threshold are configurable per tenant.
- Configurable schedule - Cron schedule and timezone are fully configurable per tenant (default: weekly).
Main use cases
Quarterly Application Catalog Cleanup - IT wants to identify all applications that haven't had a single user login in the last 90 days, as candidates for retirement. The workflow flags all IdP-integrated apps with no logins in 90 days, generates the CSV, and creates a ticket. IT uses the report to initiate retirement or investigation for each flagged app.
License Optimization Audit - IT suspects some licensed applications have very few actual users and could be downgraded or cancelled. The minimum user count threshold can be set to a meaningful number (such as flag apps with fewer than 5 users), producing a list of apps with low adoption that could be candidates for license reduction.
Post-Merger Application Hygiene - Following a company merger, the combined catalog contains dozens of applications from both organizations. Many may be duplicates or unused. The weekly scan surfaces apps from all connected IdPs that have gone idle since the merger, giving IT a data-driven list to rationalize the combined catalog.
Integrations
| Integration | Role in the agent flow |
|---|---|
| Okta | Queried for application instances and their last login activity and user counts |
| Microsoft Entra | Queried for application instances and their last login activity and user counts |
| Google Workspace | Queried for application instances and their last login activity and user counts |
| Service Desk (internal) | Ticket created with CSV report; tracked by IT for cleanup and retirement actions |
FAQ
It's a scheduled Harmony workflow, not an interactive chatbot. It runs on a cron schedule (default: weekly) and creates a ticket if idle applications are found. No user conversation is needed.
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