Reference: [Limited Early Access] What is the Policy Feature?
This page introduces the Workflows feature in Josys. The Workflows feature is a mechanism that allows you to automate various processes within Josys. Templates are pre-configured in Josys, enabling you to streamline repetitive tasks such as onboarding, offboarding, and app requests, while also strengthening security and compliance.
Overview
The Workflows feature is a mechanism that allows you to automate various processes within Josys.
Templates are pre-configured in Josys, enabling you to streamline repetitive tasks such as onboarding, offboarding, and app requests, while also strengthening security and compliance.
Target Audience
- IT administrators subscribed to the Access Management Plan
Objectives
- Standardize and automate onboarding and offboarding processes, which tend to become complex.
- Streamline application requests and license management.
- Reduce unmanaged users and wasted licenses to optimize security and costs.
Screen Description
This section explains the items on the Workflows list screen.
Created Workflows List Screen
| Item Name | Description |
|---|---|
| Workflow Name | Displays the name you set when creating the workflow. |
| Trigger | Displays the workflow template you selected when creating the workflow. |
| Entity | Displays the services or applications targeted by the workflow. |
| Approval | Displays the settings configured in the "Approval" screen when creating the workflow. |
| Last Run Status | Displays the result of the most recent workflow execution. |
| Total Runs | Displays the number of times the workflow has been executed so far. |
| Created By | Displays the information of the user who created the workflow. |
| Created Date | Displays the date when the workflow was created. |
| Last Updated By | Displays the user who last edited the workflow. |
| Last Updated Date | Displays the date when the workflow was last edited. |
| Three-dot icon "..." on the far right |
Clicking the three-dot icon displays the following four menus: ・View workflow execution history |
Execution History and Detailed Log Screen
Available Templates
-
Automate Account Provisioning on Onboarding
If there are apps you always want to provision when a new employee joins, you can automatically issue accounts for those apps to the onboarded user. -
App Access Request
You can create a flow from app account request to approval. This streamlines app requests from employees. -
Automate Offboarding
Automatically remove app access for offboarded employees to ensure security and reduce manual work. -
Detect Unmanaged Users
Automatically detect unapproved or untracked accounts to mitigate security risks. -
Optimize Licenses
Monitor account usage and reclaim or reassign unused licenses to reduce costs and improve efficiency. -
Automate Access Review
Automate access review actions based on responses from users or app owners. -
Discovered App Governance
Automatically classify discovered apps when the number of active users exceeds a specified threshold. -
Manage "Unsanctioned" Apps
Automate actions triggered by the detection of users using discovered apps classified as "Unsanctioned."
Emails Received After Workflow Execution
When a workflow is executed, a summary of the workflows executed the previous day is sent via email to each IT administrator the following morning.
How to Create a Workflow
The configuration details vary depending on the template. For details, please check the page for each template below.
Template: How to Create a Workflow Using "Automate Account Provisioning on Onboarding"
Template: How to Create a Workflow Using "App Access Request"
Template: How to Create a Workflow Using "Automate Offboarding"
Template: How to Create a Workflow Using "Detect Unmanaged Users"
Template: How to Create a Workflow Using "Optimize Licenses"
Template: How to Create a Workflow Using "Automate Access Review"
Template: How to Create a Workflow Using "Discovered App Governance"
Template: How to Create a Workflow Using "Manage 'Unsanctioned' Apps"
Frequently Asked Questions
Q: What time zone is used for the execution date and time in the workflow execution notification email?
A: Currently, it is displayed in Coordinated Universal Time (UTC). As of October 10, 2025, we are working on adjusting this to Japan Standard Time (JST).
Q: Can I edit a workflow after saving it?
A: Currently, only the conditions and actions after the Step 3 trigger can be edited. Therefore, if you want to add apps to an existing workflow, you will need to create a new one.
Q: Is there a feature to duplicate workflows?
A: Unfortunately, the duplication feature is not implemented at this time.
Q: I selected multiple apps as targets for a trigger. What happens if the workflow fails for one of the apps?
A: Since the workflows run independently for each app, even if one app fails, the account provisioning or deletion actions for the other apps will be completed as long as they run successfully.