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About the Device Inventory Review Feature

Updated
[Notice of UI Terminology Change]
Following sequential updates, the term "User" in the screen has been changed to "User". We apologize for any inconvenience, but if the term "User" still remains in the help documentation, please read it as "User" as appropriate. For more details on the background, please check this announcement.

Overview

This page describes the Inventory Surveys (β) feature in Josys.

What You Can Do

You can conduct an inventory review by sending surveys to users of devices registered in Devices in Josys and receiving responses about their usage status.

  1. You can select devices from the list that are registered in Devices and have an assigned user, and send them an inventory survey.
    The inventory survey will be sent to the user of the device.
  2. You can list users from the list of users with assigned devices and send them an inventory survey.
  3. You can set conditions and send the inventory survey only to devices that match those conditions.
  4. Created surveys can automatically send reminders or be sent repeatedly at specified intervals.
⚠️Currently, you cannot conduct an inventory review for devices that do not have an assigned user.

How to Conduct an Inventory Survey

1. Initial Survey Setup

  1. Click "Inventory Surveys (β)" from the Josys menu.
  2. Click "New Survey".
  3. Three options will appear. Select one and click "Next" in the bottom right.
    1. Custom Conditions:
      You can create conditions based on model name, manufacturer, user's department, work location, status, custom fields, etc.
      This option is recommended if you want to conduct an inventory review for a large number of devices.
      Up to 20,000 devices can be included in a single review.
    2. IT Devices:
      A list of devices registered in Devices with assigned users will be displayed.
      You can select the target devices from the list using checkboxes. This is for up to 100 devices.
    3. Users:
      A list of users with assigned devices will be displayed. You can select the target users from the list using checkboxes.
      This is for up to 100 users.

2. Setting Up Survey Recipients

If you selected "Assigned Devices"

A list of devices will be displayed. Select the devices using the checkboxes.
*Up to 100 devices can be selected.
Once selected, click "Next".

If you selected "Users with Assigned Devices"

A list of users will be displayed. Select the users using the checkboxes.
*Up to 100 users can be selected.
Once selected, click "Next".

If you selected "Custom Conditions"

  1. Select the conditions. For example, if you want to conduct an inventory review when the device manufacturer is Apple and the user assigned to the device belongs to the Sales department, set it as follows:

    Condition Attribute: Manufacturer | Equals | Value: Apple
    Condition Attribute: User - Department | Equals | Value: Select the department corresponding to Sales

    The conditions you can set are as follows:
    Device Name
    User (Department / Work Location / Status / Job Title)
    Device Type
    Manufacturer
    Device Models
    All Custom Fields
  2. Once selected, click "Next". The number of devices will be calculated.

  3. If the count is correct, click "Next" in the bottom right.

3. Setting Up Questions

Set up the questions for the survey.
Josys provides pre-configured questions, but you can also create your own.

How to Create Questions

  1. Click "New Question" on the right side of the screen.
  2. A window will open.
  3. Select either a short answer or a radio button question.
  4. Enter the question text.
    You can use variables in the question text to display the "Device Type", "Asset Number", or "Device Name" from Devices.
  5. For radio buttons, choose either a 3-option question ("Yes", "No", "I don't know") or a question with custom options.
  6. Click "Save Changes" in the bottom right to complete.
⚠️Fields other than "Device Type", "Asset Number", and "Device Name" from Devices cannot be displayed in the questions.

4. Setting Up Schedules and Reminders

  1. If you want to send the survey immediately after saving, select "Publish Immediately".
    If you want to send it at a specific date and time, set the date and time.
  2. If you want to repeat the survey, such as once a year, turn on "Repeat Survey" and set the interval.
  3. At the bottom of the left screen, there is a section where you can set up notifications and reminders.
    Click "Settings" and configure the notification method and message content from the screen that opens on the right.
  4. Set up reminder messages for users who have not responded, as needed.
  5. Once completed, click "Next" in the bottom right.
💡When you turn on the recurrence feature, the parent settings will be displayed in the "Recurring" tab. Then, when the recurrence date arrives, a copy of the same survey will be created in the "In Progress" tab. You can check the survey results for each of these child surveys.

5. Final Confirmation

Set the title of the survey.
If there are no issues with the content, click "Publish Survey" in the bottom right.

After publishing, surveys are displayed in each tab according to the following rules:

# Publish Schedule Recurrence Setting Tab
1 Immediate Recurring Displayed in the "Recurring" tab.
2 Immediate Non-recurring Displayed in the "In Progress" tab.
3 Scheduled Publish Recurring Displayed in the "Recurring" tab.
4 Scheduled Publish Non-recurring Displayed in the "Scheduled" tab.

Answering the Survey (Employee Tasks)

  1. Click the button in the received email, Slack, or Teams message.
  2. The survey page will open. If a device name is set for the device itself, it will be displayed by its device name. If not, the asset number will be displayed.
  3. Click the "Start Survey" button.
  4. The questions will be displayed, so please answer them.
    If there are multiple devices, click "Next Device" in the bottom right.
  5. Once you have answered for all devices, click the "Submit" button in the bottom right.
💡Once you have submitted your answers, you cannot answer again even if you open the link.

Editing a Survey

  1. Find the target survey in the "Scheduled" or "Recurring" tab and hover your cursor over it.
  2. Click the "Edit" button to make changes.
    You can update the content configured when the survey was created.
💡Published surveys cannot be edited.
⚠️The selection method chosen at creation (Device Selection / User Selection / Custom Conditions) cannot be changed.
⚠️You can decrease the number of devices/users selected at creation, but you cannot increase them.

Ending a Survey

  1. Find the target survey in the "In Progress" tab and hover your cursor over it.
  2. Click the "Stop Survey" button.
  3. A confirmation screen will be displayed. Select "Stop".
  4. Stopped surveys will move to the "Completed" tab.
💡If a user clicks the URL of a stopped survey, a message indicating that they cannot respond will be displayed.

Checking and Exporting Survey Results

  1. Find the target survey in the "In Progress" or "Completed" tab and hover your cursor over it.
  2. Click "View Results" for the target survey.
  3. The response status will be displayed.
    If you want to download the results, click "Download" in the top right. A CSV file will be downloaded.

Sending Manual Reminders

  1. Find the target survey in the "In Progress" tab and hover your cursor over it.
  2. Click "View Results" for the target survey.
  3. If there are users who have not responded, click the "Send Reminder" button.
💡Reminders cannot be sent for 6 hours after a new survey is created.

Stopping Recurrence / Canceling Scheduled Surveys

  1. Find the target survey in the "Scheduled" or "Recurring" tab and hover your cursor over it.
  2. Click the three-dot icon "..." of the target survey.
  3. Click "Delete".
  4. A confirmation screen will be displayed. Click "Delete".
⚠️Once a survey is deleted, it cannot be restored.
⚠️For recurring surveys, past surveys that have already been conducted will not be deleted. Only future scheduled surveys will be canceled.

Frequently Asked Questions

  • Q: Will Devices be automatically updated based on the survey responses?
    A: No, Devices will not be updated.
  • Q: Can I conduct an inventory review for devices that do not have an assigned user?
    A: No, this is not supported at this time.
  • Q: We are using External Data Sources. Is it possible to filter only the devices imported via External Data Sources?
    A: No, this is not supported at this time.

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