With Josys, you can create a portal site for your employees. This page provides an overview and information about the Employee Portal.
Overview
Eligible Customers
This feature is available to customers subscribed to the Access Management Plan.
What You Can Do with the Employee Portal
The Employee Portal allows you to perform the following actions:
- Accept account provisioning requests from employees based on the apps registered in Josys's Apps.
- Accept requests regarding currently assigned devices or requests for new devices.
- Access apps with a single click.
- Accept requests to change app permissions or licenses.
- Allow app administrators (app owners) to perform approval tasks.
Menu List in the Employee Portal
The Employee Portal features the following four menus:
| No. | Menu Name | Description |
|---|---|---|
| 1 | Home | The home screen displayed immediately after logging in. It lists the apps for which the logged-in user has accounts. Clicking an app opens it in a new tab, allowing the user to access it. |
| 2 | App Catalog | A list of apps managed under "Apps > Managed Apps" in Josys. You can control which apps are displayed here through the settings. |
| 3 | Requests | Allows the logged-in user to view a list of requests they have submitted. |
| 4 | Approvals | Allows the logged-in user to view a list of requests that require their approval. |
Employee Portal View After Logging In
The page displayed immediately after logging in shows the apps integrated into the Apps. You can select which apps to display from the settings screen.
Employees can submit app account provisioning requests from the Employee Portal. When creating a request, they can submit it for themselves or on behalf of other users. Apps can be selected from a dropdown menu.
How to Set Up the Employee Portal
Setting Up a Subdomain
- Click "Settings > Employee Portal" in the left sidebar of the Josys admin panel.
- Click "Set up Employee Portal."
- A pop-up will appear. Enter your desired subdomain name.
- Click "Enable Employee Portal" in the bottom right.
Configuring Features in the Employee Portal
To publish the Employee Portal, please configure the following four settings:
- App Catalog
- User Management
- Notifications
- Custom Branding
① App Catalog
On this screen, you can select which apps employees can request account provisioning for through the Employee Portal.
| Option | Description |
|---|---|
| All Integrated Apps | Displays all apps in the Apps to users. |
| User's Apps | Displays only the apps that have already been assigned to the user. |
| Select Apps to Display | Displays only the specific apps you select from the Apps. |
② User Management
On this screen, you can select which users are allowed to access the Employee Portal.
| Option | Description |
|---|---|
| All Users | All users in the User Profiles can access the portal. |
| Custom |
Allows you to specify conditions. The configurable conditions are "User Type" and "Status." |
③ Notifications
On this screen, you can configure how to notify administrators of employee requests submitted via the Employee Portal, and how to notify approvers of pending approvals.
- Email: Enabled by default and cannot be disabled.
- Slack: Available if the integration is set up. Notifications will be sent as direct messages (DMs) to the target users.
- Teams: Available if the integration is set up. Notifications will be sent as direct messages (DMs) to the target users.
④ Custom Branding
You can upload your brand logo and a login page image. Only the following special characters are allowed in the file names: "_", "-", and "."
The brand logo will be displayed in the top-left corner of the login page.
The login page image will be displayed on the right side of the login page.
Handling Requests from the Employee Portal
When an employee submits a request through the Employee Portal, the system behaves as follows if no workflows are configured:
- The employee submits a request via the Employee Portal.
- A task is registered under "My Tasks" in Josys for all users with IT Admin privileges. An email notification is also sent.
- After addressing the request, the administrator updates the task status in "My Tasks" to complete it.
If you want to route requests to the employee's manager for approval or automate account provisioning upon request, please configure a workflow. For details on how to set this up, please refer to the following article:
Reference: Template: How to Create a Workflow Using App Access Requests
Sharing the Employee Portal with Employees
Please share the Employee Portal URL with your employees.
Frequently Asked Questions
Q1. What can employees do once the Employee Portal is enabled?
A: Employees can perform the following actions from their personalized portal:
- View PCs, mobile devices, and SaaS accounts assigned to them.
- Submit requests for new software or devices (via workflows).
- Use self-service features such as password resets.
Q2. Will employees be able to view all SaaS applications on their own?
A: No. IT administrators can restrict the scope of apps and information displayed to employees through the "Employee Portal" settings. This ensures that only necessary information is visible.
Q3. Where are notifications sent when an employee submits a request?
A: In addition to checking requests on the Josys admin panel, administrators can receive notifications via email or integrated chat tools (such as Slack) depending on the settings. This helps prevent missed approvals.