As part of our ongoing updates, we are gradually changing the term "Member" to "User" and "Employee ID" to "User ID" within our help pages. If your current screen still displays "Member" or "Employee ID," please read them as "User" or "User ID" respectively while referring to this help documentation. For more details on the background of these changes, please refer to this announcement.
This page provides an overview of the Apps screen in Josys.
Overview
This page provides an overview of the Apps screen in Josys.
For instructions on how to manage apps, please refer to the following article.
Reference: About Apps
Target Audience
IT Administrators
Screen Description
This section describes the App List screen, which appears after clicking "Apps > Managed Apps,"
and the App Details screen, which opens when you click an app in the list.
App List Screen
Screen Features
The following table describes the features on the screen corresponding to the numbers in the screenshot.
| No. | Item | Description |
|---|---|---|
| ① | Provisioned Accounts | Displays the total number of provisioned accounts from both the Integrated Apps tab (⑥) and the Custom Apps tab (⑦). |
| ② | Unmanaged IDs in All Accounts | Displays the total number of unmanaged users shown in the Integrated Apps tab (⑥). |
| ③ | Total Cost | Displays the total monthly average cost from both the Integrated Apps tab (⑥) and the Custom Apps tab (⑦). |
| ④ | Sync All Button | Clicking this button imports the latest information from integrated apps into Josys. |
| ⑤ | Download Button |
Allows you to export the following information from Apps: - Account List |
| ⑥ | Integrated Apps Tab | Displays a list of integrated apps that automatically sync with Josys daily. |
| ⑦ | Custom Apps Tab |
Displays a list of apps that have been manually registered in Josys. Reference: What are Custom Apps? |
| ⑧ | Filter Shortcuts |
Clicking "All" displays all integrated apps in the list. Clicking "Integration Failed" displays only the integrated apps that have failed to sync. Clicking "License Management Supported" displays apps that support syncing license counts from the integrated app to Josys. For apps that support license management, please check the "License Management Retrieval Items" in the list below. |
| ⑨ | Search Box | Allows you to search for apps by name. |
| ⑩ | Filter | Allows you to filter the list based on specific conditions. |
Field Descriptions
The following table describes each field in Apps.
| Field Name | Description |
|---|---|
| Name | Displays the name of the app. |
| Provisioned Accounts | Displays the number of accounts provisioned in the app (including both paid and free accounts). The account count is retrieved during the daily sync. |
| Unmanaged Users | Displays the number of provisioned accounts that are not registered in User Profiles. |
| Purchased Licenses | Displays the total number of licenses, combining those synced from each app and those entered manually. |
| Active Users |
Displays the number of users whose access to the app has been detected. If the browser extension is not installed but Google Workspace or Microsoft 365 is integrated, this displays the number of users with login activity detected in the OAuth audit logs of those tools. If the browser extension is installed, this displays the number of users whose access to the app was confirmed for 180 seconds or more. |
| Cost (Monthly Average) |
Displays the total value of manually entered costs. When registering manually, you can configure the following pricing models: The monthly average cost is calculated as follows: Cost (Monthly Average) |
| Renewal Date | Displays the manually entered contract renewal date. |
| Departments |
Displays the manually registered "Departments". 💡Registering a department for apps used by specific teams makes it easier to identify who to contact during access reviews.
|
| Owner |
Displays the manually registered "Owner". 💡Registering the person in charge of the app as the "Owner" makes it easier to identify who to contact during access reviews.
|
| Last Updated | Displays the date and time when the app was last synced. |
| Notes | Displays the manually entered notes. |
App Details Screen
Screen Features
The following table describes the features on the details screen that appears when you click an app in the list, corresponding to the numbers in the screenshot.
| No. | Item | Description |
|---|---|---|
| ① | App Icon (Top Left) | For integrated apps, the app's icon is displayed automatically. |
| ② | Integration Name |
Displays the name entered when the app was integrated. 💡Entering the account ID used for integration is helpful when there are changes in personnel. |
| ③ | Owner | Allows you to register the owner of the app. Registering the person in charge of the app as the "Owner" makes it easier to identify who to contact during access reviews. |
| ④ | Departments | Registering a department for apps used by specific teams makes it easier to identify who to contact during access reviews. |
| ⑤ | Synced: ## hours ago | Displays the time elapsed since the last sync. |
| ⑥ | Sync Button | Clicking this button imports the latest information from the app into Josys. |
| ⑦ | Add License Button | Allows you to register license information contracted for the app. Once registered, this will be reflected in the monthly app cost. |
| ⑧ | Three-Dot Menu Button |
Allows you to filter "Licenses." You can also delete the app integration itself. |
| ⑨ | Tabs |
Details for each tab are described below. |
| ⑩ | Summary Information |
Provisioned Accounts: Displays the number of users shown in the list. Licenses (Sync Source): Displays the total number of licenses retrieved during synchronization. Licenses (User Input): Displays the total number of manually registered licenses. Unmanaged IDs: Displays the number of users shown in the list when "Show Unmanaged Users Only" (⑫) is set to "Yes." Cost (Monthly Average): Displays the total value of manually entered costs. |
| ⑪ | Search Box | Allows you to search for apps by name. |
| ⑫ | Show Unmanaged Users Only | Allows you to toggle whether to display only the unmanaged users associated with the app. |
| ⑬ | Add Filter Button | Clicking this button allows you to configure filters for the list. |
| ⑭ | Clear All Button | Allows you to clear all active filters. |
| ⑮ | Download Account List Button | Allows you to export the user information of the displayed list. |
| ⑯ | Display Columns Button | Allows you to select which columns to show or hide. |
| ⑰ | Vertical Three-Dot Menu |
Allows you to start an access review. Reference: Access Review |
Tab Descriptions
The "Accounts," "Licenses," "Workflows," and "Notes/Files" tabs are available.
Details for each tab are described below.
| Tab Name | Description |
|---|---|
| Accounts | Displays a list of users who hold accounts for the target app. |
| Licenses | Displays a list of licenses registered for the target app. Both manually registered and automatically retrieved licenses are displayed. Licenses are automatically registered for apps that have "User Licenses" listed under "License Management Retrieval Items" in the list below. Reference: Supported Scope by App |
| Workflows |
Displays a list of workflows configured for this app. Reference: About Workflow Features |
| Notes/Files | Allows you to register notes and files for each app. Attached files can be downloaded. |
Field Descriptions
Accounts Tab
| Field Name | Description |
|---|---|
| Name/ID | Displays the name of the user and the account ID for whom the app account is provisioned. |
| App Usage Status |
Displayed for apps where usage status can be retrieved. Apps with conditions listed under "Inactive Criteria" in the list below are automatically registered to licenses. |
| Licenses | Displays the type of license assigned to the user. Licenses are automatically registered for apps that have "User Licenses" listed under "License Management Retrieval Items" in the list below. Reference: Supported Scope by App |
| Authentication Method | Allows you to check whether SSO is configured for each user when logging into the app. Reference: Checking Apps with SSO and MFA Configured |
| MFA Status | Allows you to check whether MFA is configured for each user when logging into the app. Reference: Checking Apps with SSO and MFA Configured |
| Status |
Allows you to check the status of whether the app is being used. Displays items listed under "Account Visualization" in the list below. |
| Role |
Allows you to check the permissions assigned to each user. Displays items listed under "Retrievable Role Types" in the list below. |
| Last Used | Displays the date and time when the app was last used, if it can be retrieved by Josys. |
| Source | Displays the source data from which the last used date and time was retrieved. Example: Google OAuth logs, detection by browser extension, etc. |
| Group | Displays groups if they can be configured within the app and retrieved by Josys. |
| ID Type |
Displays the ID type if it can be configured within the app and retrieved by Josys. Example of ID Type: Displayed when the app distinguishes between "Personal Accounts" and "Company-Managed Accounts," such as in Adobe. |
| Departments | Displays the department to which the user belongs. |
| User ID | Displays the user's User ID. |
| Job Title | Displays the user's job title. |
| Notes | Displays notes registered for the user. (Can be registered from the vertical three-dot menu on the far right) |
Licenses Tab
| Field Name | Description |
|---|---|
| Plan/License Name |
Displays a list of manually registered licenses or automatically registered license information for apps that support license retrieval. Manually registered licenses display a person icon on the far left. If the text is grayed out and an exclamation mark icon is displayed, it indicates that the manually entered "Renewal Date" is in the past, or that the license contract has automatically been detected as ended. |
| Total Licenses | Displays the number of manually registered licenses or the number of contracted licenses for the target plan retrieved automatically. |
| Assigned | Displays the number of manually assigned licenses or the number of users assigned to the automatically retrieved target license. |
| Contract Start Date | Displays the manually registered date. |
| Renewal Date | Displays the manually registered date. |
| Monthly Cost |
Displays the manually registered amount. When registering manually, you can configure the following pricing models: The monthly average cost is calculated as follows: Cost (Monthly Average) |
| Vendor Contact | Displays the manually registered contact person's name. |