> 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/visibility/portfolio-overview.md).
# Portfolio Overview
One screen rolling up adoption, cost, and risk across every application in the estate, showing which decisions to make and how to add cost and ownership data.
Portfolio Overview is a single dashboard that rolls up adoption, cost, and risk data across every application Userlane tracks. It is built for portfolio owners, chief information officers (CIOs), and anyone making decisions across applications. It sits above the per-application HEART[^1] views as the executive view in Visibility.
A HEART scorecard shows how one application is performing. Portfolio Overview shows how the entire tracked estate is performing. It answers three questions: where the organization spends money on software nobody uses, where newly discovered applications create risk, and which applications need attention based on their HEART scores.
Portfolio Overview groups the estate by the decision each area supports.
## What the page shows
Portfolio Overview organizes data into three groups, each framed around a decision.
**Cost and savings.** Shows potential savings from unused licenses. For each application, Userlane compares the number of active users against the number of expected users and multiplies the difference by the estimated license cost per user. The total potential savings appears at the top, and the per-application breakdown is in the table below. This depends on uploaded cost data (see [Adding cost and ownership data](#adding-cost-and-ownership-data)), because Userlane does not pull license costs automatically.
**Risk and compliance.** Highlights newly discovered applications that nobody has reviewed yet. App Discovery[^2] detects applications in use across the estate, and Portfolio Overview shows how many of those are new or flagged. This is the starting point for finding unauthorized tools or ungoverned AI services.
**Value optimization.** Groups applications by their HEART performance. Applications with strong scores are labeled as performing well, and those below a threshold are flagged as needing attention. You get a quick read on where to focus improvement effort without opening each application.
## Where the data comes from
Three sources feed Portfolio Overview, and each updates on its own schedule.
HEART scores are calculated automatically. They follow the five-dimension model described in [HEART](/intelligence/heart.md) and update as the underlying data changes.
Application data comes from App Discovery, which detects the applications in use through browser[^3] activity, or from applications added manually as tracked properties in the portal. Both types appear in the Portfolio Overview table.
Cost and ownership data is uploaded manually as a comma-separated values (CSV) file. There is no automatic integration with license management or procurement tools. Without an uploaded CSV file, the cost and savings group has nothing to calculate from, and potential savings are not shown.
## Adding cost and ownership data
Cost data reaches Portfolio Overview through a CSV file upload. This is the only way to add license costs, expected user counts, application owners, and renewal dates.
{% stepper %}
{% step %}
#### Prepare the CSV file
The file must follow the template structure. Each row represents one application. The key fields are the application name, the expected number of users, the estimated annual license cost per user, the application owner, and the renewal date. The application name must match an application already tracked or discovered in Userlane.
{% endstep %}
{% step %}
#### Upload the file
In Portfolio Overview, select the option to upload application data and choose the prepared CSV file. Userlane matches each row to an existing application by name and skips rows that do not match.
{% endstep %}
{% step %}
#### Review and re-upload when data changes
The uploaded data is a snapshot, not a live feed. When license costs change, headcount shifts, or renewal dates approach, prepare an updated CSV file and upload it again. Re-uploading replaces the previous data for each matched application.
{% endstep %}
{% endstepper %}
{% hint style="warning" %}
**Cost data is manual.** Potential savings are only as current as the last CSV upload. Userlane does not pull license costs from procurement systems, so plan a regular upload cadence, particularly around renewal cycles.
{% endhint %}
## Relevant articles
{% content-ref url="/pages/lVitXEqBKM8HoK5zj5yq" %}
[What Intelligence measures](/intelligence/what-intelligence-measures.md)
{% endcontent-ref %}
{% content-ref url="/pages/TBF4QYHDMWQghy26u8xI" %}
[HEART](/intelligence/heart.md)
{% endcontent-ref %}
{% content-ref url="/pages/9TDDUjR52Lr6kGrXzXwF" %}
[Adoption](/intelligence/heart/adoption.md)
{% endcontent-ref %}
{% content-ref url="/pages/rZlpzz2pdmo3sBhYdyH1" %}
[App Discovery](/visibility/app-discovery.md)
{% endcontent-ref %}
{% content-ref url="/pages/fsN54CJn1Adx0IhuudPQ" %}
[Set up the application URL](/getting-started/first-steps-in-the-portal/set-up-the-application-url.md)
{% endcontent-ref %}
## FAQ
What applications appear in Portfolio Overview?
All applications that App Discovery has detected, plus any applications added manually as tracked properties in the portal. Both types appear in the same table.
Does Portfolio Overview include desktop applications?
No. Userlane measures browser-based applications only. Desktop applications, native mobile applications, and anything outside the browser are not included.
How is cost data added?
Through a CSV file upload in Portfolio Overview. There is no automatic integration with license management or procurement tools. The file must follow the template structure, and the application name in each row must match an existing application in Userlane.
How often do HEART scores update on this page?
On the same schedule as the per-application HEART views. Portfolio Overview adds no extra delay.
[^1]: HEART is the five-dimension model Userlane uses to score how well an application is performing. The five dimensions are Happiness, Efficiency, Adoption, Risk, and Task Success.
[^2]: App Discovery maps which applications are in use across the estate, including license utilization, shadow IT, and AI services.
[^3]: The browser extension is the Chrome or Edge extension that delivers Userlane to end users and collects usage data from browser-based applications.
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