[Notice of UI Terminology Change]
With recent updates, the term "Member" on the screens has been changed to "User." If you still see "Member" in some parts of the help documentation, please read it as "User." For more details on the background of this change, please check this announcement.
With recent updates, the term "Member" on the screens has been changed to "User." If you still see "Member" in some parts of the help documentation, please read it as "User." For more details on the background of this change, please check this announcement.
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
In Josys, you can send confirmation emails directly from the platform to users who are using high-risk apps, such as managed or discovered apps. This page explains how to use the email sending feature.
What You Can Do
You can draft and send confirmation emails to accounts associated with integrated apps or discovered apps.
Using this feature, IT administrators can perform the following actions:
-
Employee Notification or Communication
IT administrators can use the "Email" option to notify employees or request additional information.
Example 1: Notify employees not to use "high-risk" apps.
Example 2: If unused licenses are identified, confirm whether the employee still needs access to the app. -
Ticket Creation
IT administrators can use the "Email" option to create tickets for tasks that cannot be completed directly within Josys. Most ticketing systems allow you to create a ticket by sending an email to a designated email address.
Example: Create a Jira ticket to verify and delete shadow users identified in the integrated app "Figma," where the deletion feature is not available directly in Josys.
Eligible Users
- Available to all users.
- Please note that emails cannot be sent if there is no data for apps, devices, or discovered apps.
Target Use Cases
This feature is typically used when accounts are detected by the Shadow IT discovery feature.
- Notify users to stop using high-risk apps when they are detected.
- Confirm on an individual account basis whether the user needs to continue using the app.
Detailed Instructions
The sections below show the locations from which you can send emails. Click on any of these locations and follow the steps below to send an email.
- The discovered apps are displayed. Click the target discovered app to open its details screen.
- Click the "︙" icon on the user row, and select the "Send Email" button.
- You can check whether the email transmission is complete from the Scheduled Tasks menu.
💡 Emails will be sent from "noreply@josys.it".