Overview

Torii has an extensive application database of SaaS apps, which we compare discovered app data to, so that we can filter out data for non-SaaS applications from your environment. This makes sure that Tori is providing insights on relevant applications, and not flooding you with irrelevant data and personal or private app usage. 

If you need to add an app to Torii that isn't yet available in Torii's application database, you can easily do so by adding a custom app. This is also useful for internal tools that are unlikely to be included in Torii's application database.  You can learn more on how to do this here. 

However, creating custom apps may cause app duplications in cases where the app is later added to Torii's database. This article explains how to deal with these cases so that you can consolidate app data in Torii and easily manage your SaaS stack. 

Why consolidate app data?

Torii stores a wealth of valuable data on your organization's applications, such as:

• Number of users, their role, licenses and recent app usage
• Expenses and contracts matched to each app
• Settings such as offboarding configuration per app
• Additionally, applications and application details can be the trigger or target of various workflows. 

As such, making sure each app appears only once in Torii is crucial to keeping your data and processes organized, maintaining a single source of truth for each app, and avoiding confusion. 

How do I identify cases where app duplication exists?

Torii provides information on custom applications that we determine that may have a duplicate app native to Torii. This can be found in the Settings -> Custom Applications page, in the "Potential identical app" column. This column indicates whether Torii found a native Torii app that is suspected of being identical to the custom app (and what that app is). 

How do I deal with app duplications?

In this same page, a "Copy app data" button appears when hovering over a custom app. you can click on this button to copy app data from the custom app to another app of your choosing. Torii will automatically pre-select a recommended application if a potential identical app is found. 

Please note, at this time, additional steps must be taken for an app's data and configuration to be completely transferred to another. 

 Below is a breakdown of which features are copied using the "Copy app data" button, and which need to be manually updated or transferred:

General application info such as app name, URL, tags, or logo are never copied from the custom app to the native app. 

Best practices to transfer data from a custom app to a native Torii app

• Visit the Settings -> Custom Applications regularly to discover custom apps that Torii may have added a native app for. 

• Use the "Copy app data" button to transfer important app details, saving time and manual effort.

• Keep the "Also hide app after copying the data" toggle enabled. 

• Go to the Offboarding page, and update the offboarding settings to make sure the native app's configuration matches the custom app (or update it as needed). 

• In the Workflows page, check active workflows for:
  • Trigger configurations that include specific apps 
  • Actions taken in the custom app (these are always either custom actions or internal Torii actions such as "Update application field" or "Send application form"). 
  • Update these triggers and actions to target the native app. 
• In the Licenses page, if there's license data for both the custom and native app, copy the annual cost per license and the total license count from the custom app licenses to the native app.
• In the App Catalog page, verify that the applications to be presented in the app catalog include the native app, if relevant. 
• In the Integrations page, If the native app has a native Torii integration, connect the integration
• Next, In the Applications -> Refine page, verify that there are no apps matching to the custom app (Torii app matching favors native apps to custom apps) and make changes if needed.. Historical usage data will not be transferred, but any future usage will be recorded in the native app correctly.
• In the Expenses -> Matching rules page, Update any expense matching rules that are matching expenses to the custom app. If there are none, make any change to re-trigger the matching algorithm (you can then undo the change if you'd like). 
• In the Expenses -> All expenses page, verify that there are no apps matching to the custom app (they should have all been rematched to the native app).

FaQs

Q: Can I copy data from my custom apps to any app, or only to the app Torii recommends?

A: You can copy that data from your custom app to any native Torii app (you cannot copy data between custom apps). If Torii finds a potential identical app, we'll automatically recommend this app to transfer to, but you can certainly change the destination app. 

Q: I updated my custom app's URL, does Torii now check for potential matches again?

A: Yes. You will see any new/different/removed potential identical app matches once you refresh the page.

Q:  Are the items under "Data that will be copied" copied or trasferred? Will this create duplicate contracts, expenses etc.?
A: Some of the data is copied, while other is transferred from the source app to the destination app - to make sure we pick the common reasonable choice for each data type:

Q: You are referring to two app types: Custom apps, and native Torii apps. What are native Torii apps?

A: Native Torii apps are apps that exist in the Torii application database, and are shown automatically in your tenant when data regarding them and their users is discovered.