[Legacy] Template: How to Create a Workflow Using Automatic Access Review

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

Overview

This page explains how to create a workflow using the "Automatic Access Review" 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 accounts when a user's response is received after conducting an access review.
Reference: Access Review

What You Can Do

You can configure settings such as the following:

• Set actions based on the survey responses from the [Access Review].

Triggers that Run the Workflow

The workflow is triggered by the following event:

• When an access review is conducted and a response is received from a user.

How to Create a Workflow

Setting Up the Trigger

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. Select from the dropdown which "Access Review" response should trigger this workflow.
4. The questions configured in the "Access Review" will be displayed. Select which question's response you want to configure settings for.
5. Click "Next" in the bottom right.

Setting Up Conditions (Optional)

If the apps to be provisioned differ by department, job title, employment status, etc., set the conditions and click "Next" in the bottom right. If no conditions are needed and you want to provision accounts for all employees in the same way, click "Skip" in 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 Actions

Set the action you want to execute for each "Response" configured for the selected "Access Review" question.

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. Configure the action you want to execute.
   Example: "Do you still need this app account?" -> If the response is "No", delete the account. If the response is "Yes", do nothing.
3. Once the settings are complete, click "Next" in the bottom right.

💡 Actions can be combined. Please refer to the examples below for configuration.
Action Configuration Example 1: If the response is "No", you want to automatically delete the account and also send a notification email.
Add Action 1 "Delete User" and Action 4 "Send Email".
Action Configuration Example 2: If the response is "No", you want to split actions based on the result and also notify the assignee of the task details via email.
Add Action 4 "Send Email" and Action 3 "Add Manual Task".
*Note: Account deletion and other tasks will need to be performed manually in this case.

Final Confirmation

The final confirmation page will open. Set the workflow name and review the details.
If everything is correct, click "Save Workflow" in 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.

Frequently Asked Questions

• Q: In a workflow where an account deletion action is added, when is the account deleted after a survey response is received?

  A: The target account is deleted immediately at the moment the user responds to the access review survey.
• Q: If I set a workflow trigger (e.g., "5 days after offboarding date") and enable the access review survey, how does the trigger work?

  A: The timing set in the trigger (e.g., 5 days after the offboarding date) serves as the condition for "when the survey is sent" to the user. The account will be deleted when the user actually responds to that survey.