With recent updates, the term "Member" is being updated to "User," and "Employee ID" is being updated to "User ID" across our help pages. If your screen still displays "Member" or "Employee ID," please mentally replace them with the new terms while using this guide. For more details on the background of this change, please check this announcement.
Overview
Josys AI Data Refinery is a suite of AI-powered features designed to dramatically streamline your data management workflows.
By eliminating manual data entry and extraction, it enables more accurate and efficient management of IT assets and users.
Key Features
Josys AI Data Refinery includes the following four key features:
| Feature Name | Description |
|---|---|
| 1. Magic Import |
Simply drag and drop Excel/CSV files in non-Josys formats. The AI interprets the content and automatically imports user profiles and device inventory into Josys. |
| 2. SaaS Contract Manager |
When you upload SaaS contracts or invoices in PDF format, the AI automatically extracts key details such as contract periods, costs, and plan details, structuring the data for management. |
| 3. Duplicate Account Merger |
The AI identifies accounts likely belonging to the same user in User Profiles within Josys, and recommends merging them into a single ID. |
| 4. Automatic User Categorization |
Automatically categorizes user profiles into three categories: Human (Internal), Human (External), and System Accounts. |
Prerequisites
Please note the following requirements and limitations when using each feature.
| Feature | Requirements & Limitations |
|---|---|
| Magic Import |
* File Formats: Supports .xlsx, .xls, and .csv only. * Record Limit: Supports up to 1,000 records per file. Records exceeding 1,000 will be ignored. * Excel Files: Only the primary sheet (first sheet) will be uploaded. |
| SaaS Contract Manager | * File Formats: Supports SaaS contracts and invoices in PDF format only. |
| General | * Appropriate access permissions (admin privileges) are required to use Josys AI features. |
How to Use
Refer to the links below for instructions on using each feature.
4. Automatic User Categorization
Important Notes
- AI mapping may occasionally result in mismatches when matching user-specific IDs.
- Ensuring uniqueness in device identification information is critical.
- Rows with missing or incorrectly matched information may be discarded.
-
Josys AI utilizes standard CSV file import functionality, converting file formats to align with system requirements.
For example, if a file contains an "Employment Status" column, it will be mapped to "Status" for importing into Josys.Because it relies on CSV file import functionality as described above,
files uploaded to Josys AI must include required fields defined in Josys's user and device profiles.Below are the required details for user profiles and devices respectively:
a) User Profiles
- User ID or Email Address
- Status
- Last Name
-
Any other fields set as required in Custom Fields
b) Devices
- Asset Number
- Any other fields set as required in Custom Fields
Upcoming Updates
-
License Information Import
- Support for documents with multiple licenses under the same name
- If there are "Figma Enterprise 500 accounts" and "Figma Enterprise 100 accounts (additional purchase),"
they will be treated separately and imported with labels such as Figma Enterprise (1) and Figma Enterprise (2).
- If there are "Figma Enterprise 500 accounts" and "Figma Enterprise 100 accounts (additional purchase),"
-
Addition of External Labels for Account Categorization
- In addition to identifying system accounts, users whose email addresses do not match the primary domain will be labeled.
- Support for documents with multiple licenses under the same name
Data Refinery reduces administrative overhead by minimizing manual data entry and improving accuracy.
We will continue to enhance these capabilities in future updates.