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

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Software general

Run this workflow in Tallyfy with people, AI, and conditions

Software We Use Run #2,481 Running now

Status	Step	Assignee
Status: Completed	1. Software 1	TM Team member
Status: Active	2. Software 2	Claude AI agent
Status: Waiting	3. Document all approved software	TM Team member
Status: Conditional	4. Categorize by function	Claude AI agent
+ 3 more steps below

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Tallyfy is the accountability layer that lets this template mix people, AI agents, and conditions in one auditable flow

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

[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]

Document all approved software

1 day from previous step

task

List every tool your company officially uses. Include its purpose, who owns it, and what type of license you're on. This is your single source of truth - if a tool isn't listed here, it hasn't been approved. Shadow IT creates real security and compliance risks, so don't let unofficial tools slip through.

Categorize by function

1 day from previous step

task

Group your tools by what they do - communication, project management, finance, design, and so on. It helps people find what they need quickly and gives you a clear picture of where you've got overlap or where there are gaps. You'd be surprised how many teams are paying for two tools that do the same thing.

Provide access instructions

1 day from previous step

task

Explain how someone actually gets access to each tool. Who do they ask? Is there a request form they need to fill out, or an IT contact to reach? Make it easy for new hires to hit the ground running - don't make them guess how to get what they need on day one.

Track costs and renewals

1 day from previous step

task

Know what each tool costs and when its license renews. You don't want a surprise bill or a service going down at the worst moment. Cancel subscriptions you're not using - most companies are paying for tools nobody's touched in months. It's an easy win if you stay on top of it.

Review and update regularly

1 day from previous step

task

Software doesn't stay the same - and neither should this list. Go through it every quarter. Remove tools you've stopped using and add anything new that's been approved. If you keep it current, it'll actually be useful. Let it get stale and it becomes just another document nobody trusts.