In short: Workflows let you enroll your applications in multi-stage processes (qualification, security review, contract renewal...). Each application moves from column to column in a Kanban view, with specific tasks at each stage.
Prerequisites
Creating and configuring paths is restricted to Admin and Super Admin roles (Admin settings > Platform > Workflows).
All users can then view the Kanban, move applications, collaborate with their peers and validate tasks.
Paths
A path is an ordered sequence of stages that reflects your operating model: for example Backlog → Evaluation → Decision. Your Admin defines a list of tasks for each stage (optional description included).
Create as many paths as you have processes to manage: shadow IT qualification, security review, contract renewal...
An application can live in several paths in parallel.
A path can be duplicated, renamed and archived from the Admin settings.
Free stages and stages linked to a property
A stage of a path can be linked to a value of a platform field.
Example: in a "Portfolio Strategy" path, the "Eliminate" column is linked to the Eliminate value of the Portfolio Strategy field.
Linked stage: dropping an application into the column applies the corresponding value to the application. Synchronization works both ways: if the property is changed elsewhere on the platform (from the Product Sheet for example), the card automatically moves to the matching column of the Kanban.
Free stage (not linked): dropping an application into this column clears the value of the property linked to the path. If the value is cleared from somewhere else on the platform, the application returns to its current stage.
A single path can mix both types of columns. The icon at the top of each column indicates on hover whether the stage is linked or free, and to which value.
If a platform field is associated with a path, the path cannot end with a free stage. This guarantees that every application completing the path sets a value for that field (no null values).
The Kanban view
The Kanban is accessible from the navigation bar. Each column represents a stage of the selected path, each card an application.
Drag and drop a card to move the application from one stage to another. Every action is recorded in the Product Sheet's collaboration feed.
The toolbar gives direct access to the controls: Visible stages (hide columns), Group (group cards by attribute), Displayed fields, Sort and Filters. Sorting, grouping and filtering follow the same mechanisms as Apps Inventory.
Cards display up to 5 properties, chosen from all the product's properties.
Customize the color of each column to tell your stages apart at a glance.
Enrolling applications
You can enroll applications in a path from several places on the platform:
Apps Inventory, Dimension sheets and the tables attached to the matrices: individually or in bulk through multi-selection.
Product Sheet: individual enrollment of the application you are viewing.
Kanban: the "+ Add a product" button in each column enrolls directly at the desired stage.
You choose the destination stage: all applications in the batch join the same column. Applications already present in the path that are selected again will be moved according to your manual action. Removing an application from a path does not delete it from the platform: it keeps its usage metrics and its other paths.
Multi-selection and bulk actions
Select several cards directly in the Kanban to act on a whole batch of applications:
Move several applications to another stage in a single action.
Launch a Guidance campaign on the selected applications: for example, a redirection campaign to the standard once the decision has been made on redundant applications. You prioritize, you decide in the Kanban, then you activate the decision without switching modules.
The card side panel
Clicking a card opens a side panel with a lightweight view of the Product Sheet in two tabs: Usage and Tasks and Activity & Collaboration.
Validate the tasks of the current stage as you progress, with an optional comment. An unvalidated task never blocks moving the card.
The collaboration and activity feed traces the history of actions (stage transitions, validations) and lets you discuss the application directly with your peers.
Concrete example
A Domain Owner enrolls 12 critical shadow applications in the "Portfolio Strategy" path, at the Backlog stage. After evaluation, they drop the duplicates into the linked "Eliminate" column: the Eliminate Portfolio Strategy is automatically applied to these applications and becomes visible everywhere on the platform.
They then select these cards and launch a Guidance campaign to redirect users to the standard.
→ To learn more: [Settings] - How to configure a Workflow