--- title: Applications Overview description: Managing Cloud Applications and Software Solutions in the Applications Module --- [Skip to content](https://knowledge.compliancygroup.com/home/applications-overview#main-content) English - United States Show submenu for translations [Submit a Ticket](https://knowledge.compliancygroup.com/home/kb-tickets/new?hsLang=en-us) [Go To Customer Portal](https://help.compliancygroup.com/home?hsLang=en-us) ![Compliancy Group](https://knowledge.compliancygroup.com/hs-fs/hubfs/Compliancy%20Group%20Logo%20Full%20RBG-sized.png?width=300&height=54&name=Compliancy%20Group%20Logo%20Full%20RBG-sized.png) Open main navigation Close main navigation - English - United States Show submenu for translations - [Submit a Ticket](https://knowledge.compliancygroup.com/home/kb-tickets/new) - [Go To Customer Portal](https://help.compliancygroup.com/home) How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://knowledge.compliancygroup.com/home?hsLang=en-us) 2. [Risks & Assessments](https://knowledge.compliancygroup.com/home/risks-assessments?hsLang=en-us) # Applications Overview ## Managing Cloud Applications and Software Solutions in the Applications Module ### Overview The **Applications Module** allows an organization to track and manage **cloud applications and software solutions** that create, receive, maintain, or transmit **Electronic Protected Health Information (ePHI)**. Unlike device-specific inventories, this module is **org-wide** and focuses on primary **software solutions** rather than individual programs installed on each device. Examples include: - **Email Providers**: Microsoft 365, Google Workspace - **Cloud Storage Solutions**: OneDrive, Google Drive, Dropbox - **Practice Management Software, EHR Systems, Communication Platforms** ![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/wwT5jglSys581XDOQ6gLT21DGe8zViDytA.png) #### **TABLE OF CONTENTS** - [Overview](https://knowledge.compliancygroup.com/home/applications-overview#Overview) - [Adding a New Application](https://knowledge.compliancygroup.com/home/applications-overview#app2) - [Application Information Fields](https://knowledge.compliancygroup.com/home/applications-overview#app2-1) - [Security Control Fields](https://knowledge.compliancygroup.com/home/applications-overview#app2-2) - [Bulk Upload Option](https://knowledge.compliancygroup.com/home/applications-overview#app2-3) - [Viewing and Managing Applications](https://knowledge.compliancygroup.com/home/applications-overview#app3) - [Application Inventory List Display](https://knowledge.compliancygroup.com/home/applications-overview#app3-1) - [Filtering Applications](https://knowledge.compliancygroup.com/home/applications-overview#app4) - [Managing Application Status](https://knowledge.compliancygroup.com/home/applications-overview#app5) - [Bulk Status Updates](https://knowledge.compliancygroup.com/home/applications-overview#app5-1) - [Individual Status Updates](https://knowledge.compliancygroup.com/home/applications-overview#app5-2) - [Adding Evidence to Applications](https://knowledge.compliancygroup.com/home/applications-overview#app6) - [Ongoing Application Management](https://knowledge.compliancygroup.com/home/applications-overview#app7) ### Adding a New Application To add a new application: 1. Navigate to the **Applications Module**. 2. Click **+ Add Application**. 3. Enter the application details in the form fields provided. ### Application Information Fields | **Field Name** | **Description** | | --- | --- | | **Application Name** (Required) | The name of the software or solution (e.g., Microsoft 365, Google Drive). | | **Application Type** | Select the type: **Cloud Application, On-Premise Application, or Desktop Application**. | | **Location** | Specify where the application is used (Org-wide or specific sites). | | **License Type** | If applicable, enter details about the license or versioning. | | **License Number** | Accompanies the License Type field, if applicable. | | **BAA with Vendor** | Indicate whether a **Business Associate Agreement (BAA)** exists with the vendor. | | **Administrator** | Select the **primary administrator** responsible for managing the application. | | **Employee Access** | Define who has access: **Everyone, Departmental, Management, or Some Employees.** | | **Security Controls** (Required) | Identify security measures in place for the application. | | **Risk Rating** | Assess the **likelihood** and **impact** of a security risk related to the application. | | **Status** | Indicate whether the application is **Active** or **Inactive**. | | **Notes** | Add additional details or security-related considerations. |   ### Security Controls Fields | **Control** | **Description** | | --- | --- | | **Encryption** | Does the platform encrypt data at rest/in transit? | | **Antivirus/Malware Protection** | Is the application protected against malicious threats? | | **Strong Password Requirement** | Does the application require strong passwords? | | **Multi-Factor Authentication (MFA)** | Is MFA/2FA enabled for access? | | **Backups** | Does the organization back up data stored in this platform? |   \* Important: Security controls may vary depending on the vendor. Organizations should confirm directly with the vendor to ensure proper security measures are in place. ### Bulk Upload Option To add multiple applications at once: 1. Download the Bulk Upload Template. 2. Fill in all required fields. 3. Upload the completed spreadsheet into The Guard. ### Viewing and Managing Applications Once applications are added, they appear in the **application inventory list** within the **Application Module**. ### Application Inventory List Display The list displays: - **Application Name** - **Type** - **Location** - **Administrator** - **Risk Rating** - **Vulnerabilities** A **graph at the top of the page** provides a summary of: - **Total Applications** (Active, Inactive) - **Risk Analysis** - **Total Vulnerabilities** - **Secured vs. Unsecured Applications** ![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/cHoWBqGDwzhMjF3kCOM9YQwkv-Gz3jmShg.png) ### Filtering Applications Filters can be applied to refine the list by: - **Active/Inactive Status** - **MFA** - **BAA with Vendor** - **Encryption** - **Endpoint Protection** - **Risk Rating** - **Strong Password Requirement** - **Backups** - **Location** ### Managing Application Status Applications can be **set to Inactive** when no longer in use. #### **Bulk Status Updates** 1. Select the checkboxes of applications to update. 2. Click **Bulk Actions** and choose **Deactivate**. #### **Individual Status Updates** 1. Click the **ellipsis button** next to an application. 2. Select **Deactivate** from the options. ![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/y56qU0OKoPFtmeIoq53tc4IfDs5MUkeaSQ.png) ### Adding Evidence to Applications To attach supporting evidence: 1. Click the **ellipsis button** next to an application. 2. Select **Evidence Locker** to upload relevant files. ![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/as8DMjE34ciZlmwZvGbHEt_eWV_n2CP-3A.png) ### Ongoing Application Management Application inventories should be **regularly updated** to ensure compliance, security, and risk assessment remain accurate.   Modified on Mon, 28 Jul at 11:57 AM - [Getting started](https://knowledge.compliancygroup.com/home/getting-started?hsLang=en-us#main-content) - [Onboarding](https://knowledge.compliancygroup.com/home/getting-started?hsLang=en-us#onboarding) - [Product Overviews](https://knowledge.compliancygroup.com/home/getting-started?hsLang=en-us#product-overviews) - [Workforce](https://knowledge.compliancygroup.com/home/workforce?hsLang=en-us#main-content) - [Policies](https://knowledge.compliancygroup.com/home/workforce?hsLang=en-us#policies) - [Settings Module](https://knowledge.compliancygroup.com/home/workforce?hsLang=en-us#settings-module) - [3rd Party Risk](https://knowledge.compliancygroup.com/home/3rd-party-risk?hsLang=en-us) - [Incident Management](https://knowledge.compliancygroup.com/home/incident-management?hsLang=en-us) - [Risks & Assessments](https://knowledge.compliancygroup.com/home/risks-assessments?hsLang=en-us) - [Healthcare Compliance](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#main-content) - [Privacy](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#privacy) - [Data Security](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#data-security) - [OSHA Workplace Safety](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#osha-workplace-safety) - [Clinical & Quality](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#clinical-quality) - [State Requirements](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#state-requirements) - [Fraud, Waste & Abuse](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#fraud-waste-abuse) - [Compliance Operations](https://knowledge.compliancygroup.com/home/healthcare-compliance?hsLang=en-us#compliance-operations) - [Legacy Guard Features](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#main-content) - [Admin - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#admin-legacy) - [Assets - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#assets-legacy) - [Documents - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#documents-legacy) - [Incidents - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#incidents-legacy) - [My Documents - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#my-documents-legacy) - [My Tasks - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#my-tasks-legacy) - [People - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#people-legacy) - [Programs - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#programs-legacy) - [Reports - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#reports-legacy) - [The Dashboard - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#the-dashboard-legacy) - [Training - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#training-legacy) - [Vendors - Legacy](https://knowledge.compliancygroup.com/home/legacy-guard-features?hsLang=en-us#vendors-legacy) - [Account & Billing](https://knowledge.compliancygroup.com/home/account-billing?hsLang=en-us) - [The Guard Support](https://knowledge.compliancygroup.com/home/the-guard-support?hsLang=en-us#main-content) - [P&P Drafts](https://knowledge.compliancygroup.com/home/the-guard-support?hsLang=en-us#pp-drafts) - [Settings](https://knowledge.compliancygroup.com/home/the-guard-support?hsLang=en-us#settings) [![compliancy-group-logo-white](https://knowledge.compliancygroup.com/hs-fs/hubfs/compliancy-group-logo-white.png?width=200&height=37&name=compliancy-group-logo-white.png "compliancy-group-logo-white")](http://compliancy-group.com) Contact Us - [support@compliancygroup.com](mailto:support@compliancygroup.com) Copyright © 2026, Compliancy Group LLC Cookie Settings