> For the complete documentation index, see [llms.txt](https://docs.userlane.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.userlane.com/best-practices/app-discovery-find-duplicate-tools-and-redirect-users.md).
# App Discovery: find duplicate tools and redirect users
How to use App Discovery and HEART data to identify unapproved or duplicate applications and redirect end users to the right ones.
[App Discovery](/visibility/app-discovery.md) shows which web applications end users visit. Combined with HEART[^1] data, it shows where end users spend time on unapproved tools or on duplicate applications that the organization already pays to replace.
## How it works
{% stepper %}
{% step %}
#### Review the applications in use
Open App Discovery in the portal to see which web applications end users visit. The browser extension[^2] detects application usage automatically by matching visited URLs against a list of common web applications. Self-developed or internal applications are not on this list and will not appear in App Discovery. See [Applications included in App Discovery](/visibility/app-discovery/applications-included-in-app-discovery.md) for the full list.
Look for two patterns:
* **Applications that pose a compliance or security risk.** AI tools not cleared by IT, file-sharing services outside the approved stack, or any application that handles sensitive data without authorization.
* **Duplicate applications.** The organization pays for a project management tool, but end users also use a free alternative. The organization has a customer relationship management (CRM) system, but some teams track contacts in a spreadsheet tool.
{% hint style="info" %}
**Confirm the approved application is set up in Userlane first.** Before creating content to redirect users, check that the approved application has at least one application URL configured in the portal (**Settings** > **Application URLs**). Without a configured application URL, the browser extension does not activate on that application, and any guides, announcements, or tooltips you publish for it will not reach end users.
{% endhint %}
{% endstep %}
{% step %}
#### Get deeper insight on flagged applications
When App Discovery surfaces a concerning application, add it to Userlane to collect HEART data. Select **Add app** on the discovered application. Once added, Userlane measures it across all active HEART dimensions.
Use [surveys](/intelligence/surveys.md) to collect qualitative context alongside the usage data:
* Why are end users using this application?
* What does it provide that the approved alternative does not?
* Would end users switch if the approved tool covered the same need?
The answers determine whether the correct response is redirection (move end users to the approved tool) or escalation (flag the application to IT for a policy decision).
{% endstep %}
{% step %}
#### Act on the data
After reviewing both usage data and qualitative feedback, choose the right response:
**If the application violates a policy,** escalate to IT. Share the App Discovery data showing how many end users visit the application and how frequently. IT decides whether to block, approve, or replace it.
**If the application duplicates an approved tool,** use Userlane content to redirect end users:
* **Announcement.** Inform end users that the organization uses a different tool for this purpose. Include a clear call to action: "We use \[approved application] for \[purpose]. Follow the link to get started." Set an end date so the announcement expires once the transition is complete.
* **Beacon.** Place a beacon on the duplicate application's login page or main navigation. Link it to a guide that walks end users through the approved alternative. The beacon persists on the page as a reminder.
* **Guide.** Build a guide on the approved application covering the workflow end users were completing on the duplicate. This gives end users a reason to switch, not just an instruction.
{% endstep %}
{% step %}
#### Monitor the change
After taking action, continue monitoring HEART data for both applications:
* **On the duplicate application:** check whether the Adoption dimension is declining. Fewer active users and lower return rates mean the redirection is working.
* **On the approved application:** check whether the Adoption and Efficiency dimensions are improving. More active users completing workflows efficiently means end users are switching.
If the duplicate application's usage does not decline after two to three weeks of active announcements and beacons, the redirection content may not be reaching the right [audience](/administration/audiences.md). Check the audience and display rule settings.
{% hint style="info" %}
**Review App Discovery every 30 days.** New applications appear as end users discover and adopt new tools. A monthly review catches new duplicates and compliance risks before they become entrenched.
{% endhint %}
{% endstep %}
{% endstepper %}
## How to know it is working
Track two outcomes:
1. **Duplicate usage declining.** The number of active users on flagged duplicate applications should decrease after redirection content is active. If it does not, check whether the content is reaching the right audience and whether the approved alternative actually covers the same use case.
2. **Approved application adoption increasing.** The approved application's HEART dimensions (Adoption, Efficiency) should improve as end users migrate. If adoption increases but efficiency does not, end users may be visiting the approved tool without completing workflows. Check whether they need guides to learn the new processes.
{% hint style="warning" %}
**Caveat.** App Discovery tracks web application visits detected by the browser extension. It does not track desktop applications, mobile applications, or web applications visited in browsers without the extension installed. If the browser extension is not deployed widely, the data will undercount usage.
{% endhint %}
## Relevant articles
{% content-ref url="/pages/rZlpzz2pdmo3sBhYdyH1" %}
[App Discovery](/visibility/app-discovery.md)
{% endcontent-ref %}
{% content-ref url="/pages/nrEHs77ozcdK7IxZs4aG" %}
[Applications included in App Discovery](/visibility/app-discovery/applications-included-in-app-discovery.md)
{% endcontent-ref %}
{% content-ref url="/pages/9TDDUjR52Lr6kGrXzXwF" %}
[Adoption](/intelligence/heart/adoption.md)
{% endcontent-ref %}
{% content-ref url="/pages/eZyCMoDQCbFnb6Z0c7g7" %}
[Surveys](/intelligence/surveys.md)
{% endcontent-ref %}
{% content-ref url="/pages/msLcBEUrbA35YGwlU0Rx" %}
[Announcements: write, target, and schedule them](/best-practices/announcements-write-target-and-schedule-them.md)
{% endcontent-ref %}
## FAQ
Does adding an application from App Discovery affect end users?
No. Adding an application starts HEART data collection in the background. End users do not see the Assistant or any content on the added application unless content is created and published for it. Data collection is passive.
Can App Discovery data be uploaded manually?
Yes. If the organization has usage data from another source (a cloud access security broker (CASB), a single sign-on (SSO) provider, or an internal audit), that data can be uploaded to supplement what the browser extension detects. This fills gaps for applications the browser extension does not cover.
How quickly does HEART data appear after adding an application?
HEART data begins collecting as soon as the application is added. Enough data for meaningful dimension scores typically takes two to four weeks, depending on the number of active users. The HEART dashboard shows a data readiness status for each dimension.
What if end users have a legitimate reason to use the duplicate application?
The survey data from step 2 should reveal this. If the approved tool does not cover a workflow the duplicate handles, redirection will not work and will frustrate end users. Escalate to IT or the tool owner to evaluate whether the approved tool needs to be extended or whether the duplicate should be formally approved.
[^1]: HEART measures application health across five dimensions: Happiness, Efficiency, Adoption, Risk, and Task Success.
[^2]: The browser extension is a Chrome or Edge extension deployed to end users by the organization's IT team. It detects which web applications end users visit and reports usage data to App Discovery. The extension must be deployed for App Discovery to work.
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