Following recent updates, references to "Member" on screen have been updated to "User". If you find any remaining references to "Member" in this help article, please read them as "User". For more details on the background of this change, please refer to this announcement.
After completing the setup in the Josys Getting Started Guide, you move to the operational phase. This article explains how to manage unmanaged users, shadow IT, and discovered apps using Josys.
Overview
After completing the setup in the Josys Getting Started Guide, you move to the operational phase.
This article explains how to manage unmanaged users, shadow IT, and discovered apps using Josys.
Target Audience
- Users who have completed the "Getting Started Guide" and integrated their primary SaaS applications
- IT administrators who want to improve the accuracy of their security management
What are Unmanaged Users, Shadow IT, and Discovered Apps?
In Josys, users and apps described below are referred to as unmanaged users, shadow IT, and discovered apps. Reference: Josys Glossary
- Unmanaged Users: Users who are not registered as "Users" in Josys, but whose usage of apps integrated with Josys has been detected.
- Shadow IT: Apps or SaaS used by employees without company authorization or awareness.
- Discovered Apps: Apps whose usage by users in Josys has been confirmed, but are not registered as "Managed Apps" in "Apps".
Handling Unmanaged Users
Once you start integrating apps with Josys, users registered in each app will be displayed within the "Managed Apps" section of Apps.
Among the above users, "users that could not be matched with User Profiles" will be registered as unmanaged users.
Unmanaged users detected across apps are displayed together under the "Unmanaged Users" tab in "User Profiles". By processing these accounts, you can reduce unnecessary costs and minimize security risks.
For detailed instructions on how to process them, please refer to the help page below.
Handling Discovered Apps and Shadow IT
In Josys, when apps or SaaS used by users are detected, they become visible in the Discovered Apps menu. Detection is performed using three methods: Audit Logs from Google Workspace / Microsoft Entra ID, or the Josys extension. Reference: Detecting App Usage > List of Services
You can review the tools employees regularly use through the apps detected by these methods.
Among the discovered apps, apps not integrated with Josys (Shadow IT) will also be detected. You can use this visibility to evaluate whether to restrict the use of these apps or officially adopt them.
For detailed instructions on how to process them, please refer to the help page below.