[Notice of UI Terminology Change]
With the sequential updates, the term "Member" on the screen has been changed to "User." If you still see "Member" in some parts of this help documentation, please read it as "User." For more details on the background of this change, please check this announcement.
With the sequential updates, the term "Member" on the screen has been changed to "User." If you still see "Member" in some parts of this 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 from Josys to users who are using high-risk apps, such as managed apps or discovered apps. This page explains how to use the email sending feature.
Key Features
You can draft and send confirmation emails to each account of integrated apps or discovered apps.
Using this feature, IT administrators can perform the following tasks:
-
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. In typical ticketing systems, you can 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 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
The primary use case is when accounts are detected by the Shadow IT detection feature.
- Notify users to stop using high-risk apps when they are detected.
- Confirm on an account-by-account basis whether they need to continue using the app.
How to Operate
The sections below show where you can send emails from. Click on any of them and follow the steps below to send an email.
- The discovered apps are displayed. Click the target discovered app to open the details screen.
- Click the "︙" icon on the user row, and select the "Send Email" button.
- You can check whether the email transmission is completed from Scheduled Tasks.
💡Emails will be sent from "noreply@josys.it".