[Notice of UI Terminology Change]
With recent updates, the term "Member" on the screens is gradually being changed to "User." If you still see "Member" in some parts of this help documentation, please read it as "User." For more details on this change, please refer to this announcement.
With recent updates, the term "Member" on the screens is gradually being changed to "User." If you still see "Member" in some parts of this help documentation, please read it as "User." For more details on this change, please refer to this announcement.
Note: The screenshots in this article are currently taken from the Japanese version of the product. Some labels in the images may differ from the English interface.
Overview
In Josys, you can send confirmation emails directly from Josys to users who are using high-risk apps, such as managed apps or discovered apps. This page explains how to use the email sending feature.
Key Features
You can compose and send confirmation emails to each account of integrated apps or discovered apps.
Using this feature, IT administrators can perform the following actions:
-
Employee Notification or Communication
IT administrators can use the "Email" option to notify employees or request additional information.
Example 1: Notify employees not to use "high-risk" apps.
Example 2: If an unused license is identified, confirm whether the employee still needs access to the app. -
Ticket Creation
IT administrators can use the "Email" option to create tickets for tasks that cannot be completed directly within Josys. Most ticketing systems allow you to create a ticket by sending an email to a designated email address.
Example: Create a "Jira ticket" to verify and delete shadow users identified in the integrated app "Figma," where the deletion feature is not available directly in Josys.
Target Audience
- Available to all users.
- Please note that emails cannot be sent if there is no data for apps, devices, or discovered apps.
Common Use Cases
This feature is commonly used when accounts are detected by the Shadow IT detection feature.
- Notify users to stop using high-risk apps when they are detected.
- Confirm on an account-by-account basis whether the user needs to continue using the app.
How to Use
The sections where you can send emails are listed at the bottom of this help page. Click on any of them and follow the steps below to send an email.
- The detected apps are displayed. Click the target discovered app to open its details screen.
- Click the "︙" icon on the user row, and select the "Send Email" button.
- You can check whether the email transmission is complete from Scheduled Tasks.
💡 Emails will be sent from "noreply@josys.it".