Pillar: Data risk
Outcome: Each data category consolidated onto an approved, governed tool.
Data governance fails quietly—one category at a time. Files end up in personal Dropboxes, PII lands in unsanctioned note apps. This campaign fixes it the same way it breaks: category by category.
Work files → approved storage
Signed docs → approved e-sign tool
Customer data → approved CRM
Is this the right campaign for you?
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Where you are today | You've sent at least one campaign and have a defined approved-app catalog. |
Best for teams that | Need to enforce data residency, classification, or governance category-by-category. |
Time commitment | About 6 weeks, across 3–5 app categories. |
Prerequisites | An approved app per category. No catalog yet? Build it first, or run Campaign 01 to surface ownership. |
The nudges you'll use
Template | What it does |
Provide alternative app option | Sends users to your approved tool with a one-click migration prompt. |
Unapproved app usage | A polite in-browser nudge for users still on the unsanctioned tool. |
Request clarification of use | Closes the long tail—captures legitimate, documented exceptions. |
Your six-week sequence
When | Nudge | What to do |
Weeks 1–2 | Map the categories | Find the 3–5 categories where unsanctioned alternatives are most active. Confirm the approved app for each. |
Week 3 | Provide alternative app | Send users on each unsanctioned tool to the approved one, with a short migration tip. |
Week 4 | Unapproved app usage | Nudge non-migrators. Tone: helpful, not punitive. |
Weeks 5–6 | Request clarification | For the long tail, capture legitimate exceptions and document them. |
Every step can run as an automatic rule—new accounts in a governed category get steered the moment they appear.
What your users see
The migration nudge leads with social proof, not a warning:
One tap to switch, or flag a real blocker—you capture both outcomes.
How you'll measure success
Target | Metric |
≥50% | Users migrated per category |
≥40% | Drop in unsanctioned accounts on targeted categories |
100% | Long-tail exceptions documented with a clear use case |
<10% | New unsanctioned accounts re-emerging within 30 days |
Watch-outs
Don't run without an approved app per category. The whole campaign falls apart without it.
Avoid migrations during peak workflow periods (quarter-end, customer-facing pushes).
Watch for executive exceptions. Catch them before the campaign goes out, not after.
Reporting your results up
Talking points to adapt for your next leadership update or QBR (example numbers shown):
"Migrated 120 users from unsanctioned to approved tools across 4 categories."
"Reduced shadow-data exposure surface by 45%."
"Documented 9 exceptions with clear business justifications—clean audit trail."
What's next
Not sure which categories to target? Most teams underestimate how many "small" shadow categories they have—support or your account team can share a category-mapping worksheet to help you scope.