[Legacy] How to Create a Workflow Using the License Optimization Template

Overview

This page explains how to create a workflow using the "License Optimization" template in Josys's Workflows feature. For general information about workflows, please refer to the help page below.

Reference: About the Workflows Feature

Target Audience

• IT Administrators

About This Template

With this template, you can create a workflow that automatically processes inactive accounts when an app is detected as unused.

What You Can Do

You can configure settings such as the following:

• Registering the deletion of inactive app accounts for each user as a task in Josys.
• 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 Execute the Workflow

Workflows can be executed manually or automatically. Manual execution is a method where you select users to run the workflow. Automatic execution can be triggered when a user is determined to have no app usage and is flagged as inactive.

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 is used to manually start the workflow by selecting users. If you want the workflow to run automatically based on inactivity detection, add other triggers.
   *All displayed triggers will execute on an "OR" condition.
   
4. Click Next at the bottom right.

Setting Up Target Apps

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

Setting Up Conditions (Optional)

If the apps you want to provision vary by department, job title, or employment type, set up the conditions and click "Next" at the bottom right. If no conditions are needed and you want to provision accounts for 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 type 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 the subsequent actions based on the configured answer options. Choose whether or not to send a confirmation question.

If you select "Add Confirmation Question":

1. Set up the question and the answer options.
2. Set up the recipients.
   1. Send to App User: The question will be sent to the user whose status has changed. If the user has already left the company, they may not be able to answer. In such cases, select "Send to Reviewer/Owner."
   2. Send to Reviewer/Owner: Select the recipients to send the question to. You can select multiple people.
      ⚠️Even if multiple people are selected, once one of them answers, that answer will be applied, and other users 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 execute when this trigger occurs.

1. Click "Add Action" to add an action. Please refer to the link below for details on each action.
   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 configuration is complete, click "Next" at the bottom right.

Final Confirmation

The final confirmation page will open. Set the 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 to the left of the button to disable it.