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How to Create a Workflow Using the "Automate Offboarding" Template

Updated
[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.

This page explains how to create a workflow using the "Automate Offboarding" template in Josys's Workflows feature. For more details about workflows, please refer to the help page below.

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

This page explains how to create a workflow using the "Automate Offboarding" template in Josys's Workflows feature. For more details about workflows, please refer to the help page below.

Reference: About the Workflows Feature

Intended Audience

  • IT administrators who handle onboarding for new employees.

About This Template

With this template, you can set up a workflow to automatically delete or suspend accounts when an employee leaves the company, or create tasks to manage this process.

What You Can Do

You can configure settings such as:

  • Registering account deletion tasks on Josys for app owners.
  • Automatically deleting accounts when a trigger is activated, provided Josys has the authority to delete accounts for that app.

Workflow Configuration Example

With this template, you can build a flow like the one shown below. This is just an example.

Triggers that Run the Workflow

The workflow is triggered by the following event:

  • When the status of a user registered in User Profiles changes to "Deleted," "On Leave," or "Resigned."

How to Create a Workflow

Setting Up Triggers

  1. Click "Workflows" from the Josys side menu.
  2. The template list will be displayed. Hover over the template you want to use and click "Create Workflow."
  3. Set up the triggers.
    By default, "On-Demand" is added. This trigger allows you to manually run the workflow for selected users. If you want the workflow to run automatically when a user's status changes, add other triggers.
    *All displayed triggers will run on an "OR" condition.
  4. Click "Next" at the bottom right.

Setting Up Apps to Delete/Suspend Accounts

  1. Select the apps for which you want to delete or suspend accounts when the workflow is triggered.
  2. Once selected, click "Next."

Setting Up Conditions (Optional)

If actions vary by department, job title, or employment status, set up the conditions and click "Next" at the bottom right. If no conditions are needed and you want to apply the same actions to all employees, click "Skip" at the bottom right.

Example of condition settings: If you want to run this workflow only for users whose department is General Affairs and whose employment status is Full-time, set the conditions as shown in the screenshot.

Setting Up Access Review

After the trigger is activated, you can send a single question asking "Is it okay to delete this app account?" to either the triggered user or a specified email address. You can also branch subsequent actions based on the answers provided. Choose whether to send a confirmation question.

If you select "Add confirmation question":

  1. Set up the question and the answer options.
  2. Specify the recipients.

    Send to App User: The question will be sent to the user whose status has changed. If they have already left the company, they may not be able to answer. In such cases, select "Send to Reviewer/Owner."

    Send to Reviewer/Owner: Select the recipients for the question. You can select multiple users.
    ⚠️Note that even if multiple users are selected, once anyone answers, that answer is submitted, and others will no longer be able to answer.
  3. Select the notification method. You can configure this if you have integrated with Slack or Teams. Email is selected by default and cannot be removed.
  4. Click "Next" at the bottom right.

If you select "Do not send confirmation question": Click "Next" at the bottom right.

Setting Up Actions

Set up the actions you want to run when this trigger occurs.

  1. Click "Add Action." For details on each action, please refer to the link below.
    About Actions That Can Be Configured in Workflows
  2. Set up the actions to run after the trigger occurs.
    If you configured "Access Review" in the previous step, you can change the process based on the answer options.
    Example: "Is it okay to delete this app account?" -> If the answer is "No," do nothing. If the answer is "Yes," delete the account.
  3. Once configured, click "Next" at the bottom right.
💡Actions can be combined. Refer to the examples below for configuration.
Action Configuration Example 1: Automatically delete accounts and notify via email when an employee leaves
Add Action 1 "Delete User" and Action 3 "Send Email."
Action Configuration Example 2: Notify the person in charge via email when an employee leaves, and delete the account after approving the request
Add Action 3 "Send Email" and Action 2 "Add Manual Task."
*Note that account deletion and other tasks will need to be performed manually.

Final Confirmation

The final confirmation page will open. Set a workflow name and review the details.
If everything is correct, click "Save Workflow" at the bottom right.
If you do not want to enable the workflow yet, click the "Enable Workflow" toggle on the left side of the button to disable it.

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