IT documentation workflow for Tallyfy

Know every tool your company actually uses

Shadow IT creates security risks and wasted spend. This workflow documents approved software with owner and license type, categorizes by function, provides access instructions, tracks costs and renewals, and schedules quarterly reviews.

7 steps

Import into Tallyfy Preview steps

Software general

Run this workflow in Tallyfy

Import this template into Tallyfy and assign to your IT administrator to document each approved tool with website, login info, description, and use cases

Configure Tallyfy steps to organize tools by category (communication, project management, finance, design) and capture who approves access for each tool

Track license costs and renewal dates in Tallyfy with quarterly review reminders to remove unused tools and add newly approved ones to the registry

Import this template into Tallyfy

Process steps

Software 1

5 days from previous step

task

[logo, gif, video] Website: [insert the website, appstore download location, etc.] Login Information: Username: Password: Description: [include a brief description of what the tool is and how it brings value to your business.] What we use it for:[use 1] [use 2] [use 3]

Software 2

5 days from previous step

task

Document all approved software

1 day from previous step

task

List every tool the company officially uses. Include purpose, owner, and license type. This is your single source of truth. Shadow IT creates security and compliance risks.

Categorize by function

1 day from previous step

task

Group tools by what they do - communication, project management, finance, design, etc. This helps people find what they need and shows where you have overlap or gaps.

Provide access instructions

1 day from previous step

task

How does someone get access to each tool? Who approves it? Include links to request forms or IT contacts. Make it easy for new hires to get what they need.

Track costs and renewals

1 day from previous step

task

Know how much each tool costs and when licenses renew. Avoid surprise bills or service interruptions. Cancel unused subscriptions - most companies waste money on forgotten tools.

Review and update regularly

1 day from previous step

task

Software changes constantly. Review the list quarterly. Remove tools no longer in use. Add new ones that have been approved. Keep the documentation current.