Following recent updates, we are gradually updating our help pages to change "Member" to "User" and "Employee ID" to "User ID." If your screen still displays "Member" or "Employee ID," please read them as "User" or "User ID" respectively while using this help center. For more details on this change, please refer to this announcement.
Overview
This page provides a list of key terms used in Josys.
It compiles terms frequently used in user support and daily operations, so please refer to it whenever you have questions.
Target Audience
IT Administrators using Josys
Glossary
User Profiles
A ledger for centrally managing employee (staff) information.
It serves as the foundation for HR data and acts as the starting point for account provisioning and license allocation.
You can access it by clicking "Users" in the left sidebar of Josys.
Devices
A ledger for managing PCs, smartphones, tablets, and other devices registered in Josys.
By integrating with MDM solutions like Intune, you can check the status of each device.
You can access it by clicking "IT Devices" in the left sidebar of Josys.
Apps
A ledger for listing and managing SaaS applications registered in Josys.
You can access it by clicking "Apps > Managed Apps" in the left sidebar of Josys.
It allows you to centrally view your contracted apps, track active users and license counts, perform account cleanups, and conduct security audits.
Discovered Apps
Apps that are not registered as "Managed Apps" in Josys's Apps ledger, but have been detected as being used by users within Josys.
Detection methods include using the browser extension provided by Josys, or detecting SSO logins via Google Workspace/Microsoft 365.
Unmanaged Users
Users who are not registered as "Users" in Josys, but have been detected using apps integrated with Josys.
They are displayed as "Unmanaged Users" when there are traces of usage, such as login history.
This typically occurs when you forget to delete accounts of offboarded employees, or forget to remove external accounts invited to your workspace for outsourcing or partnerships.
If it is a registration omission, you should register them as a "User." If it is unauthorized access, you must take action, such as deleting the account or restricting access from the app.
App Catalog
A feature that connects Josys with external SaaS applications to synchronize user and usage information.
Depending on the app, you can also provision or delete accounts directly from Josys.
Please refer to the following link for details on what can be done for each app.
Reference: Supported Scope for Each App
External Data Sources
A mechanism that allows you to register employee and device information from external SaaS tools into Josys as master data.
This saves you the effort of manually creating entries in the User Profiles and Devices ledgers.
- Supported Services
- Employee Information
- Google Workspace
- Microsoft 365
- SmartHR
- freee HR & Payroll
- Okta
- HENNGE One
- kaonavi
- Device Information
- Microsoft Intune
- Jamf Pro
- Lanscope
Mapping ID
An additional key used to match users between an app and Josys.
Normally, apps integrated with Josys automatically map users using their "Email Address" or "User ID."
However, they may not match automatically in the following cases:
When a user has multiple email addresses
When the integrated app manages accounts using its own unique ID other than "Email Address" or "User ID"
In such cases, you can map them correctly by registering an additional "Mapping ID" for the user.
Status Mismatch
A state where the status in Josys differs from the status in the external SaaS tool connected to User Profiles via External Data Sources.
For example...
- An account was deleted in the external SaaS, but the employee status in Josys remains "Active."
- An account was suspended in the external SaaS, but the employee status in Josys remains "Active."
Such states can lead to security risks and inconsistencies in account management.
Therefore, if a mismatch is detected, it must be reviewed and resolved promptly.