Applications

Applications is your central registry for documenting the IT application landscape. It covers business applications, productivity tools, infrastructure services, and everything in between. Use it to track ownership, deployments, integrations, financial relations, and compliance information across your entire portfolio.

Application categories

Every application or service belongs to a category that describes its primary purpose. This classification helps different stakeholders filter and focus on what matters to them.

Category	Description	Examples
Line-of-business	Core business applications that support specific business processes	SAP, Salesforce, Workday, custom ERP
Productivity	End-user tools for daily work, including utilities and collaboration	Office 365, Acrobat Reader, Teams, Slack, Chrome
Security	Tools for protecting systems, data, and access	CrowdStrike, Okta, SIEM platforms, firewalls
Analytics	Reporting, business intelligence, and data warehouse tools	Power BI, Tableau, Snowflake
Development	Tools used by developers and DevOps teams	Python, Git, Jenkins, VS Code, Docker
Integration	Platforms that connect systems and move data	MuleSoft, Kafka, API gateways, ETL tools
Infrastructure	Foundational services that other systems depend on	PostgreSQL, Redis, Kubernetes, storage systems

Tips for classification: - Choose based on the application's primary purpose, not who manages it - When in doubt, ask: "What is this tool mainly used for?" - Categories can be customized in IT Landscape > Settings to match your organization's terminology

Filtering by stakeholder

Different teams can use categories to focus on their area of responsibility:

Stakeholder	Suggested filter
Cybersecurity	Security category, or high criticality across all categories
Service Desk	Productivity + Line-of-business (user-facing applications)
Infrastructure	Infrastructure + Integration
Enterprise Architecture	All categories

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Getting started

Navigate to IT Landscape > Applications to see your list. Click New App / Service to create your first entry.

Required fields: - Name: A recognizable name for the application or service - Category: The primary purpose of this application (see categories above) - Lifecycle: Current status (Active, Proposed, Deprecated, Retired, or any custom code defined in Settings)

Strongly recommended: - Supplier: The supplier providing the software (links to your Suppliers master data) - Publisher: The software publisher (e.g., Microsoft, SAP, Oracle) - Description: What this application does

Classification fields are optional when you create an application. Business criticality, cyber criticality, data confidentiality and recovery wave are chosen among the levels your organization defined in IT Landscape > Settings; each option shows the level's definition. Values remain unset until you choose them.

Optional but useful: - Version: Current version identifier (free text, e.g., "4.2.1", "2023", "Q1 2024") - Go live: When this version went or will go live - End of support: When vendor support ends for this version - Retired date: When this version was actually decommissioned - Licensing: License terms and notes - Notes: Free-form internal notes - Can have child apps: Enable to use this application as a "suite" that groups other applications

Once you save, the workspace unlocks all tabs for detailed documentation.

Tip: Start by documenting your most critical applications. Use the Deployments tab to capture which environments exist (Prod, QA, Dev) and which servers run them, then link interfaces, contracts and budget items as you go.

Permissions: - View: applications:reader - Create / edit: applications:manager (also called member) - Import / Export / Delete: applications:admin

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Working with the list

The Applications grid provides a comprehensive view of your application portfolio.

Top scope filter (Show): - My apps (default): shows apps where you are listed in the properties drawer as either a Business owner or IT owner. Multi-owner entries are supported. - My team's apps: shows apps where any member of your Portfolio team is listed as Business owner or IT owner. Your own ownership is also included in this scope. Disabled if you are not assigned to a Portfolio team. - All apps: shows the full Applications grid with the standard default lifecycle filter behavior. - Your selection is remembered across sessions -- returning to the page restores your last choice.

Default columns: - Name: Application name with category caption and an "Included in: {suite}" badge for components of a suite - Category: The application's primary purpose - Environments: Coloured chips showing active environments (Prod, Pre-prod, QA, Test, Dev, Sandbox). Hover for the base URL and lifecycle. - Lifecycle: Current status - Criticality: Business importance level - Publisher: Software publisher - Derived Users (Y): Calculated user count for the current year (based on the audience set in the properties drawer) - Created: When the record was created

Default sort: Name ascending (A to Z).

Additional columns (via column chooser): - Suites: Parent suites this application belongs to - Supplier: Linked supplier name - Business Owners / IT Owners: Assigned owners (truncated, hover or click to see all) - Hosting: Derived from server locations assigned to app deployments - External Facing: Whether the app is internet-accessible - SSO Enabled / MFA Enabled: Authentication features - Data Integration / ETL: Whether the app participates in data integrations - OPEX Items / CAPEX Items / Contracts: Linked spend and contracts - Components: Child applications (if this is a suite) - Data Class / Contains PII / Data Residency: Compliance information - Cyber criticality, Recovery wave, RTO, RPO, Review state/date: Classification and continuity fields

Classification progress: the Compliance tile on your dashboard shows how many applications you can see are reviewed, need a review, or still have classification fields to complete, plus the points that call for action. Each figure opens the applications list filtered accordingly. See My dashboard.

Filtering: - Quick search: matches name and editor/publisher - Criticality, cyber criticality, data class and recovery wave filters list their values in catalog order (most critical first, waves in restoration order). - Most columns use checkbox set filters showing only values present in the current result set; the floating filter shows All, None, or N selected with an x to clear. - Retired applications are hidden by default; use the Lifecycle filter to include Retired.

Actions: - New App / Service: Create a new entry (applications:manager) - Import CSV: Bulk import from CSV file (applications:admin) - Export CSV: Export the list to CSV (applications:admin). Catalog-backed columns (category, lifecycle, criticality, cyber criticality, recovery wave, data class, access methods) are exported as their names; the import accepts a name or the internal code. - Copy item: Duplicate a selected application with all its core relations (applications:manager). See Copying applications for what is and is not copied. - Delete Selected: Remove selected applications (applications:admin)

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The Applications workspace

Click any row to open the workspace. The workspace has a header with quick metadata, a properties drawer on the right (the application's identity card -- always visible), and a content area in the centre that switches with each tab.

Header

The header shows: - Application name (editable in place) - Reference: short identifier you can copy - Lifecycle chip: click to change - Business criticality chip: shows the level and opens a menu of the organization's levels - Version chip (if a version is set): click to copy - Go live date - Send link: copy a shareable link to this workspace - Create new version: launch the version migration wizard (see Version management) - Delete (applications:admin) - Previous / Next: walk through the filtered list without returning to the grid

Properties drawer (right panel)

The drawer is the application's identity card. It is shown on every tab and edited inline -- changes save automatically.

Identity: - Category, Supplier, Publisher

Lifecycle dates: - Go live, End of support, Retired date

Owners: - Business owners: business stakeholders accountable for this application (multi-select) - IT owners: IT team members responsible for technical support (multi-select)

Audience: - Add Company / Departments rows to record who uses this application. Pick a company and optionally restrict to specific departments. - A live Users count is shown. - Calculation method: Derived (computed from the audience based on master-data IT Users / Headcount metrics) or Manual (a single override number you type in).

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Overview

The Overview tab is the application's narrative. It contains:

Description: A rich-text description of the application. The editor autosaves as you type.

Connections: A read-only summary built from the application's interfaces. For non-middleware apps it shows two rows: Receives from and Sends to. For ETL/middleware apps it shows a single Connected to row. Each entry is a clickable pill that opens the related application; "+ N more in Interfaces" jumps to the Interfaces tab.

Knowledge: Linked knowledge articles. If you have knowledge:member, you can create new articles directly from this section.

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Deployments

The Deployments tab documents where the application actually runs -- one block per environment, with the servers attached to each.

Environments: Production, Pre-prod, QA, Test, Dev, Sandbox.

For each deployment you can capture: - Lifecycle: per-environment status (Active, Proposed, Deprecated, Retired, etc.) - Base URL: the access URL for this environment - SSO enabled / MFA supported - Notes

Add deployment opens a dialog where you set environment, lifecycle, base URL, SSO/MFA flags and notes. Each environment can only be added once. The lifecycle chip on a deployment header can also be changed inline from a popup menu.

Servers per deployment: Each deployment block shows a table of assigned servers:

Column	What it shows
Server	Asset name (clickable)
Role	e.g., Web, Database, Application (from the server role list in Settings)
Hosting	Derived from the asset's location
Since	Date the server was assigned to this deployment

Click Add server on the deployment header to attach an asset. Cluster assets are excluded -- assign cluster member hosts instead.

Tip: Document servers in IT Landscape > Assets first, then link them here. The asset's Overview tab will show the same assignments in reverse.

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Interfaces

The Interfaces tab shows all integrations this application participates in -- as source, target, or middleware. The tab badge shows the total count.

Interfaces are grouped by environment (PROD, PRE_PROD, QA, ...). Within each environment they are split into:

• Inbound -- this application receives data
• Outbound -- this application sends data
• Routed -- this application is the middleware/ETL for a flow between two other apps

Each row shows the interface name, the counterpart application, and a Via middleware indicator. Click the row to open the interface workspace; click the counterpart to open the other application.

Tip: Interfaces are managed from the Interfaces page. This tab is a convenience read-only view, but it is the fastest way to navigate between connected applications.

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Operations

The Operations tab captures how users access the application and who supports it.

Technical: - Access methods (multi-select): how users access this application. Options are configurable in IT Landscape Settings. Defaults include Web, Locally installed application, Mobile application, Proprietary HMI (industrial interface), Terminal / CLI, VDI / Remote Desktop, Kiosk. - External facing: whether the application is accessible from the internet - Data integration / ETL: whether the application participates in data integration pipelines (also flips this app into "middleware" mode for the Interfaces and Connections views) - Can have child apps: turn this application into a Suite that groups other applications

Support: - A table of support contacts pulled from your Contacts master data. Each row shows the contact name, email, phone, and a free-text role (e.g., Account Manager, L1 Support). - Add contact opens a dialog to pick a contact and set a role. - Support notes: free-form text for support arrangements (SLA, escalation paths, on-call info).

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Compliance

The Compliance tab captures data protection and regulatory information.

What you can edit: - Data class: confidentiality level (Public, Internal, Confidential, Restricted, or any custom code defined in Settings) - Last DR test: date of the most recent disaster recovery test - Contains PII: whether the application stores personally identifiable information - Data residency: countries where data is stored (multi-select, ISO codes + names)

Tip: Data Classes are configurable in IT Landscape > Settings. Customize them to match your organization's data classification policy.

Classification and continuity

The Compliance area also records the application's continuity and classification decisions. Missing values are shown as Not set; KANAP does not substitute a default level.

The tab is organized in four blocks, in the order of a business impact analysis.

Criticality: - Business criticality is chosen among the levels defined by your organization. Each option shows the level's definition, typically the interruption the activity can tolerate. The level is a stable reference: renaming a level, changing its definition or reordering the catalog in Settings never moves an application to another level. - Cyber criticality is selected independently. The picker shows each level's description; use the level whose plausible consequences are highest. Do not confuse cyber criticality with the level of risk.

Data: - Data confidentiality uses the organization's data-class catalog. - Contains personal data and Data residency complete the data picture.

Continuity and recovery: - Recovery wave identifies the order in which the application is restored. It does not imply a duration or severity. - RTO is the target time to restore service. RPO is the acceptable data-loss duration and may be zero. If the RTO reaches the maximum tolerable downtime defined on the chosen business level, KANAP shows a warning but keeps both values. - Under the wave, KANAP lists the interfaces that link this application to an application planned in a later wave ("Exchanges with CRM, planned in V3"), with a link to each interface. Both applications must be up for the flow to work; the recovery plan owner decides. Retired interfaces are ignored, and users with a restricted Business Contributor scope do not see this list. - Last recovery test records the most recent test date. A link opened from this area uses the single existing Knowledge section in Overview; it does not create a duplicate record. Older URL links remain available under Relations.

Two discreet hints may appear: data at the highest confidentiality level combined with the lowest cyber criticality, and an application at the most critical business level without a recovery test in the last twelve months. They never block anything.

Review: - Justification records the reasoning behind the levels and what the recovery plan relies on. - The review is a timestamp: Mark as reviewed records who reviewed the classification and when. It is available once business criticality, cyber criticality, data confidentiality, recovery wave and the justification are present. - The review date and reviewer stay visible afterwards. When a classification value, a recovery reference or the data residency changes after the review, the tab shows Changed since review and the list shows Review needed. Editing the application name or publisher does not affect it. Changing the catalog in Settings never invalidates a review.

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Relations

The Relations tab links this application to your financial, contract, project and task records. The tab badge counts all linked items. Changes save automatically.

Components (only when "Can have child apps" is enabled): a table listing the child applications of this Suite, with their lifecycle and criticality. Click a row to open the child workspace.

Relations: - OPEX items: recurring costs associated with this application - CAPEX items: capital expenditure projects - Contracts: vendor contracts - Projects: portfolio projects linked to this application - Tasks: tasks linked to this application. This list is read-only here -- tasks gain or lose this link when you set the App / Service field on a task in the Tasks page.

Relevant websites: add URLs with optional names -- useful for vendor portals, monitoring dashboards, or documentation links. Add URL opens a dialog; existing entries can be edited or deleted.

Attachments: Drag and drop files or click Select files to upload. Click an attachment chip to download it. Delete is available to managers.

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Version management

KANAP offers two ways to manage application versions, depending on how your organization handles upgrades:

Approach	Best for	What happens
Simple	Most applications	Update the version fields in the properties drawer or in the create form -- same record, new version number
Sophisticated	Major migrations	Use Create new version to create a new application record with lineage tracking -- run old and new versions side by side

Simple version tracking (in-place updates)

For most applications -- where you upgrade and the old version simply goes away -- update Version, Go live, End of support and Retired date in the create form or the properties drawer. The header version chip and the Go live metadata reflect what you set.

This approach keeps everything in a single record. When you upgrade, update the version fields and you're done. History is tracked in the audit log.

Use this when: upgrades happen in place with no overlap -- one version replaces another.

Creating a new version (parallel migrations)

For major application upgrades where you need to run old and new versions in parallel across different environments (e.g., SAP S/4HANA 1909 in Prod while 2023 is in QA), use Create new version in the workspace header.

The wizard has three steps:

1. Version details -- new application name, version label, Go live and End of support dates.
2. Copy options -- choose what to copy from the source. Defaults shown below.
3. Interfaces -- pick which interfaces to migrate to the new version.

The new version is created as a separate application with: - A Proposed lifecycle (ready to configure before go-live) - A link to its predecessor (used by the version timeline) - Copied data based on your selections - Duplicated interfaces pointing to the new version

Classification and continuity values are copied, but the new version starts with a reset review and no copied last recovery test.

What gets copied

Option	Default
Owners (business and IT)	On
Companies (audience)	On
Departments	On
Data residency	On
Links	On
Support contacts	On
Budget items (OPEX + CAPEX, paired)	On
Contracts	On
Deployments	Off
Deployment bindings	Off (only available when Deployments is selected)

Not copied (must be set up fresh): suite membership, attachments, server assignments.

Interface migration

During version creation, the wizard shows all interfaces where this application is source, target, or middleware (when ETL is enabled). Selected interfaces are duplicated with their references updated to the new version. Each migrated interface includes its legs, owners, companies, key identifiers, links, and data residency. Migrated interfaces start with a Proposed lifecycle. The original interfaces stay linked to the old version.

Copying bindings: If you select both Deployments and Deployment bindings, interface bindings are also copied. Bindings are mapped to the new application's deployments (matched by environment); environment-specific details (endpoints, authentication, job names) are cleared, and binding status is reset to Proposed.

ETL/Middleware applications: If the application has Data integration / ETL enabled, the wizard also shows interfaces that flow through this application as middleware. These are interfaces where another source sends data to another target via your ETL. Copying them creates new interface definitions for the upgraded ETL with middleware references properly updated.

Tip: Use this when upgrading your ERP or ETL: migrate the critical interfaces and optionally copy bindings to get a head start on environment configuration.

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Copying applications

There are two ways to copy an application in KANAP:

Copy item (from the Applications grid)

Use this when you want to create an independent duplicate of an application -- typically to create a similar application entry without version lineage.

1. Select an application in the grid
2. Click Copy item
3. The system creates a copy with " (copy)" appended to the name
4. You're navigated to the new application to make changes

What gets copied: All core fields (except last DR test date), including classification and continuity values, owners, companies, departments, suites, OPEX/CAPEX items, contracts, links, data residency, and support contacts. The copied application's review is reset.

What does NOT get copied: Deployments, interfaces, server assignments, attachments, version fields (version, go-live date, end of support).

Comparison: Copy item vs Create new version

Aspect	Copy item	Create new version
Purpose	Independent duplicate	Versioned successor with lineage
User options	None (automatic)	3-step wizard
Lineage	No predecessor link	Sets predecessor
Lifecycle	Preserved	Reset to Proposed
Name	"(copy)" suffix	User-specified

Relations:

Relation	Copy item	Create new version
Owners (business and IT)	Yes	Optional (default: yes)
Companies (audience)	Yes	Optional (default: yes)
Departments	Yes	Optional (default: yes)
Data residency	Yes	Optional (default: yes)
Links	Yes	Optional (default: yes)
Support contacts	Yes	Optional (default: yes)
Suites (membership)	Yes	No
OPEX items	Yes	Optional (default: yes)
CAPEX items	Yes	Optional (default: yes)
Contracts	Yes	Optional (default: yes)
Deployments	No	Optional (default: no)
Bindings	No	Optional (default: no)
Interfaces	No	User-selected
Server assignments	No	No
Attachments	No	No

Core fields:

Field	Copy item	Create new version
Description	Yes	Yes
ETL enabled	Yes	Yes
Support notes	Yes	Yes
Last DR test	No	No
Version fields	No	User-specified
Users override	Yes	Reset to null
Users year	Yes	Reset to current year

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CSV import/export

Maintain your application inventory at scale using CSV import and export. This feature supports bulk operations for initial data loading, periodic updates from external systems, and data extraction for reporting.

Accessing CSV features

From the Applications list: - Export CSV: Download applications to a CSV file - Import CSV: Upload a CSV file to create or update applications - Download Template (from inside the import dialog): Get a blank CSV with correct headers

Permissions required: applications:admin for import/export operations.

Export options

Presets:

Preset	Description
Full Export	All exportable fields including computed/read-only data (timestamps, data residency, user metrics)
Data Enrichment	Only importable fields -- ideal for round-trip editing workflows

Template export: Downloads headers only -- useful for preparing import files with the correct structure. The template includes all importable fields.

Custom selection: Choose specific fields to include in your export.

Import workflow

1. Prepare your file: Use UTF-8 encoding with semicolon (;) separators. Download a template to ensure correct headers.

2. Choose import settings:

3. Mode:
   • Enrich (default): Empty cells preserve existing values -- only update what you specify
   • Replace: Supplied fields are replaced; blank classification cells preserve their values and __CLEAR__ explicitly clears them

4. Operation:

   • Upsert (default): Create new applications or update existing ones
   • Update only: Only modify existing applications, skip new ones
   • Insert only: Only create new applications, skip existing ones

5. Validate first: Click Preflight to validate your file without making changes. Review errors and warnings.

6. Apply changes: If validation passes, click Import to commit changes.

Field reference

Overview fields:

CSV Column	Description	Required	Notes
id	Application UUID	No	For updates; leave blank for new applications
name	Application name	Yes	Used as unique identifier for matching
description	What the application does	No
category	Primary purpose	No	Accepts code or label from Settings
supplier_name	Vendor name	No	Must match existing supplier
editor	Software publisher	No	Free text (e.g., Microsoft, SAP)
criticality	Business criticality	No	Accepts code or label from Settings; __CLEAR__ clears it
lifecycle	Current status	No	Accepts code or label from Settings
is_suite	Can have child apps	No	true or false
status	Enabled/disabled	No	enabled or disabled

Version fields:

CSV Column	Description	Notes
version	Current version	Free text
go_live_date	When version went live	Date format: YYYY-MM-DD
end_of_support_date	Vendor support end date	Date format: YYYY-MM-DD
retired_date	Decommission date	Date format: YYYY-MM-DD

Technical fields:

CSV Column	Description	Notes
access_methods	How users access	Comma-separated codes or labels from Settings (e.g., web,mobile,vdi)
external_facing	Internet accessible	true or false
etl_enabled	Data integration	true or false
support_notes	Support information	Free text
licensing	License terms	Free text
notes	Internal notes	Free text

Compliance fields:

CSV Column	Description	Notes
data_class	Data classification	Accepts code or label from Settings
last_dr_test	Last DR test date	Date format: YYYY-MM-DD
contains_pii	Stores personal data	true or false
data_residency	Data storage countries	Export only (ISO codes)

Classification fields:

CSV Column	Description	Notes
criticality	Business criticality level	Tenant catalog code or unambiguous label
cyber_criticality	Cyber consequence level	Tenant catalog code or unambiguous label
recovery_wave	Recovery order	Tenant catalog code or unambiguous label
rto_minutes / rpo_minutes	Recovery objectives	Whole minutes; RPO may be zero
classification_justification	Classification reasoning	Free text

A blank classification cell preserves the existing value in both Enrich and Replace modes; use the literal __CLEAR__ to clear a classification.

Owner fields:

CSV Column	Description	Notes
business_owner_email_1 through _4	Business owner emails	Must match existing users by email
it_owner_email_1 through _4	IT owner emails	Must match existing users by email

Export-only fields (included in Full Export but not importable):

CSV Column	Description
data_residency	Data storage countries (ISO codes, comma-separated)
users_mode	User count method (manual, it_users, headcount)
users_year	Reference year for user calculations
users_override	Manual user count override
created_at	Record creation timestamp
updated_at	Last modification timestamp

Label and code acceptance

For fields configured in IT Landscape > Settings, you can use either the internal code or the display label:

Field	Example codes	Example labels
Category	lob, productivity, security	Line-of-business, Productivity, Security
Lifecycle	active, proposed, deprecated	Active, Proposed, Deprecated
Data Class	public, internal, confidential	Public, Internal, Confidential

The system automatically normalizes values during import, so Line-of-business, line-of-business, and lob all resolve to the same category.

Matching and updates

Applications are matched by name (case-insensitive). When a match is found: - With Enrich mode: Only non-empty CSV values update the application - With Replace mode: All supplied fields are updated; blank classification cells preserve existing classifications, and __CLEAR__ explicitly clears them

If you include the id column with a valid UUID, matching uses ID first, then falls back to name.

Limitations

• Deployments not included: Environment deployments (Prod, QA, Dev) require workspace configuration
• Server assignments excluded: Server bindings must be set up in the Deployments tab
• Interfaces excluded: Integration definitions are not part of CSV import/export
• Maximum 4 owners per type: Up to 4 business owners and 4 IT owners can be imported/exported
• User metrics are export-only: Audience and user count fields (users_mode, users_year, users_override) are managed in the workspace
• Data residency is export-only: Country selections must be managed in the Compliance tab

Troubleshooting

"File isn't properly formatted" error: This usually indicates an encoding issue. Ensure your CSV is saved as UTF-8:

• In LibreOffice: When opening a CSV, select UTF-8 in the Character set dropdown (not "Japanese (Macintosh)" or other encodings). When saving, check "Edit filter settings" and choose UTF-8.
• In Excel: Save As > CSV UTF-8 (Comma delimited), then open in a text editor to change commas to semicolons.
• General tip: If you see garbled characters (?¿, ) at the start of your file, the encoding is incorrect.

Example CSV

name;category;supplier_name;criticality;lifecycle;go_live_date;external_facing
Salesforce CRM;Line-of-business;Salesforce Inc;Critical;Active;2020-01-15;true
Microsoft 365;Productivity;Microsoft;high;active;2019-06-01;false
Custom ERP;lob;;Moderate;Active;2018-03-20;false

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Tips

• Start with critical apps: Document your business-critical applications first, then work down the criticality levels.
• Use Suites for grouping: Enable "Can have child apps" in the Operations tab to mark an application as a Suite that groups related components (e.g., SAP modules under an SAP Suite).
• Link to spend early: Connect OPEX, CAPEX and contracts in the Relations tab to see the full cost picture for each application.
• Keep deployments current: The Deployments tab drives the environment chips in the list -- keep it updated for accurate visibility.
• Document the audience: Set company and department audiences in the properties drawer; the user count is then derived automatically and used in reports.
• Leverage category filtering: Use the Category column filter to focus on specific application types (e.g., show only Line-of-business apps, or exclude Productivity tools).
• Attach knowledge early: Link runbooks and architecture documents from the Overview tab so the team knows where to look during incidents.
• Tasks come from the Tasks page: To attach a task to an application, set the App / Service field on the task itself; it will then appear under Relations > Tasks.