Discovery

Porcia combines provider-based discovery, email signals, browser signals, and manual records to build an application inventory. The sources available to your workspace depend on the integrations and controls you enable.

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Where discovery results appear

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Discovery sources

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Multi-source context

When the same application appears in more than one source, Porcia can combine the available context into one application view. For example:

• A mailbox signal can add vendor or renewal context.
• A provider connection can add users, groups, assignments, or OAuth context.
• Browser signals can add usage or Shadow AI context.

The result helps teams compare what exists, who has access, and what appears to be used without requiring every source to expose private content.

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Review states

Application review states and controls depend on workspace permissions and the enabled application workflow. Use the Apps and Shadow Apps views to review the current state and record an authorized decision. An application being discovered does not by itself mean it is unauthorized or unsafe. Porcia provides signals and context for the workspace team to review.

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Apps to review

When Porcia has seen too little of an app to tell it’s in use, it holds the app for review instead of adding it to Apps. A held app counts in no total, check, or dashboard until someone decides it. Typical reasons: account emails reached only one person, no email shows that anyone holds an account, or Porcia can’t tell whose app it is. Where to find them. Open Assets → Apps and choose Needs review. The tab shows how many apps are held. Anyone who can open Apps sees the tab and the number. It has three lists:

• Held lists the apps held for review.
• Not on Apps lists detections Porcia counts in your totals that no app on the list matches yet.
• Set aside lists detections set aside as Not an app or Out of scope.

When you’re told. After a sync leaves new apps held, admins who can manage organization settings get one notification for that sync. The first one is also emailed. The notification opens Needs review. Each row on the Held list shows:

• who the app was found for, by name when your directory has it;
• how many people that is;
• the evidence in its own unit: distinct emails, with the searches that found them, or sign-ins;
• why it’s held.

Deciding. From the row or the app’s page:

• Confirm adds the app to Apps at once, or links it to the app you already have.
• Set aside records it as Not an app or Out of scope. New mail and sign-ins keep it out. Set-aside apps are listed under Needs review → Set aside, where Confirm reverses the decision.
• Ask sends the person it was found for a short question, by email or Slack, about what Porcia found in their own mailbox or sign-ins. You can only ask someone the app was found for, and only once at a time.

Their answer decides the app. When an app was found for several people, Personal use only and I don’t recognize it decide it only once everyone has answered one of the two. The admin who asked is notified of each answer. An answer about an app someone already decided changes nothing. Confirming, setting aside, and asking need the Manage organization settings permission. Asking also needs permission to send pulses. Each decision is recorded in the Audit Trail.

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Next steps