Overview
Policies allow you to set up rules for operations related to account management and security.
You can configure rules specifying "When something happens," "Targeting whose and which app," "What confirmation to perform," and "What action to execute." You can also include user access confirmation or manager approval as needed.
What is a Policy?
A "Policy" refers to the guidelines and rules defined by your organization.
For app and account management, rules such as the following typically apply:
- Provision accounts for work apps when new employees join
- Delete accounts of departed employees
- Check whether unused accounts are still needed after a long period
The "Policy" feature allows you to configure these rules in Josys—rules that the person in charge normally reviews and handles manually.
Purpose of Using Policies
- Standardize account provisioning and deletion during onboarding and offboarding to reduce manual effort and missed tasks.
- Streamline app access requests and access reviews.
- Address unmanaged and unused accounts to mitigate security risks and unnecessary costs.
What You Can Do with Josys Policy Feature
You can configure settings based on company rules, defining "Under what conditions," "Targeting whose and which app," and "What actions to perform."
For example, for the rule "Delete accounts of departed employees," you can set up a workflow like this:
- Detect accounts of departed employees
- Confirm with the person in charge whether the account can be deleted
- Delete the account based on the response
You can customize whether to require review and approval or automate the process completely according to your operational needs. For apps that do not support automated operations, you can assign manual tasks to administrators.
By handling these tasks according to defined rules instead of manual checks each time, you can reduce operational burden and missed steps.
In Josys, the Policy feature can be used for operational scenarios like the following:
| Use Case | Example Operations |
|---|---|
| Onboarding Account Management | Create required app accounts for new employees |
| Offboarding Account Management | Detect accounts of departed employees and delete them after review and approval |
| Handling Inactive Accounts | Verify whether accounts that haven't been used for a specific period are still needed |
| Privileged Access Management | Verify whether administrative privileges are necessary when granted |
| Handling Unapproved Apps | Detect the use of unauthorized apps and send an email notification to the user |
How Policies Work
A policy primarily consists of the following components:
| Component | Role |
|---|---|
| Trigger | Events that initiate the process, such as onboarding/offboarding or app usage |
| User & App Conditions | The scope of target users and apps |
| Access Review | A step to confirm the necessity of access with users or reviewers |
| Admin Approval | A step where an administrator approves before executing an action |
| Action | The actual tasks performed, such as account operations, sending emails, or creating manual tasks |
Access Review and Admin Approval can be configured as needed. When using Access Review, different actions can be triggered depending on the response.
Relationship Between "Policies" and "Automation"
Processes are executed according to the rules defined in "Policies," and their execution status and history can be monitored in "Automation."
| Screen | Primary Purpose |
|---|---|
| Policies | Create, edit, enable, or disable rules |
| Automation | Monitor the execution status and history of policy-based processes |
For example, if you set up a rule in "Policies" to delete accounts of departed employees, you can track which accounts were processed, which are pending review/approval, and which have been deleted under "Automation."
Getting Started with Presets
Policies offer built-in presets designed for common operations, such as account management during onboarding/offboarding and handling inactive accounts.
Presets: Templates with pre-configured rules for common scenarios.
You can choose a preset that fits your objectives and adjust the target apps, reviewers, and actions to align with your organization's workflow. You can also create new policies from scratch.
For setup instructions, please refer to "[Limited Early Access] How to Configure Policies".