This page explains the screen of JOSYS User Profile ledger.
Overview
This page explains the screen of JOSYS User Profiles.
Please check the knowledge below for how to operate User Profiles.
Reference: User Profiles
Target Audience
JOSYS administrator
Screen Description
The description of the member list screen of User Profiles and
the member details screen that opens when a member in the list is clicked is described below.
Member List Screen
Function Description within the Screen
The screen is described according to the capture number.
| NO | Item | Description |
|---|---|---|
| ① | Tab |
The text "Member" at the top of User Profiles is a tab. You can view members filtered by member. We offer 5 types of tabs in the default state. The details of each tab are described below. |
| ② | "Other..." button on the right side of the tab | You can use the "Deleted Members" tab, which allows you to check a list of members who have already been deleted from the member ledger. |
| ③ | "Download..." button on the upper right of the screen | It is possible to download the CSV of User Profiles. |
| ④ | "+ Register" button on the upper right of the screen | You can register members. Multiple registration methods are displayed, so please select the method that suits you. |
| ⑤ | Search box on the lower left of the tab list | If you enter a keyword, it is possible to perform a partial search on the information in User Profiles. |
| ⑥ | "Filter" on the right side of the screen | Clicking allows you to narrow down and check the information in User Profiles. |
| ⑦ | Mark on the right side of the "Filter" button | You can edit the items you want to display in User Profiles list, hide them, or display hidden items. |
| ⑧ | "Number of rows per page" on the bottom right | You can change the number of members displayed on the list page. You can select from 10, 25, 50, or 100, up to a maximum of 100. |
| ⑨ | "Page" on the bottom right | It is possible to display the next page or the previous page. If there are more members than the number displayed, please check the members not displayed here. |
Tab Description
We offer 5 types of tabs in the default state. The details of each tab are described below.
In addition to the default tabs, you can create a view (custom view) of your preference and leave it on the tab. The tabs saved here are shared with all JOSYS administrators. Please refer to the help page below for how to create a custom view.
Reference: How to Create a View for Your Filtered Data
| Tab Name | Description |
|---|---|
| All | This tab displays all members registered in User Profiles and unmanaged users. |
| Managed Users | This tab displays members registered in User Profiles. |
| Action Required | This tab displays members who have been retired but have Apps accounts or Devices assigned, or members who are pre-hire/active but have neither Apps nor Devices assigned. |
| Status Mismatch | This tab displays members whose status in the external SaaS tool does not match the status in JOSYS, when User Profiles is created through master integration with an external SaaS tool. This occurs when an account is deleted from the external SaaS tool side without deleting it from JOSYS, etc. Reference: Register Identities for User Profile |
| Unmanaged Users | This tab displays members who were detected as users of each Apps but are not registered in User Profiles. |
Item Description
Next is the description of each item in User Profiles.
| Tab Name | Description |
|---|---|
| Name/Email Address | Displays the member's name and email address. |
| Employee Number | Displays the member's employee number. |
| Department | Displays the member's department name. |
| Job Title | Displays the member's job title. |
| Member Type | Displays one of the following: Executive/Contract Employee/External/Full-time Employee/Other/ Part-time/Arubaito/Contracted Worker/Temporary Staff/Seconded Employee 💡 "Other" among Member Types is often used for system accounts. |
| Status | Displays one of the following: Pre-hire/Active/On Leave/Retired/Deleted/Archived/Other ⚠️ Status is not automatically rewritten based on "Hire Date" or "Retirement Date." 💡 Only "Pre-hire", "Active", and "On Leave" Statuses are subject to JOSYS fees. |
| Apps | If the number is 1 or more, the Apps icon is displayed. The number is the count of Apps accounts the member holds, and the icon displays the icon of the target Apps. |
| Devices | If the number is 1 or more, the Devices icon is displayed. The number is the count of Devices accounts the member holds, and the icon displays the icon of the target Devices. |
| Hire Date | Displays the member's hire date. |
| Retirement Date | Displays the member's retirement date. |
| Location Code | Displays the member's location. |
| Memo | Displays the member's memo. |
If User Profiles is integrated with an external SaaS tool, some items are automatically entered.
The items you need to enter yourself differ depending on the SaaS you are integrating with, so please check the help page below.
Reference: Add User Profiles via External Data Source
Member Details Screen
Function Description within the Screen
The screen description of the member details screen, which is displayed when you click a member in the member list screen, is described according to the capture number.
| NO | Item | Description |
|---|---|---|
| ① | Member Icon on the upper left of the screen | The icon set for the member is displayed. |
| ② | Member Information | The member's information is displayed to the right of the icon on the member details screen. (Full Name, Employment Status, Employee Number, Member Type, Role, Email Address) "Role" displays the role within JOSYS itself. |
| ③ | Tab |
The text below the member's basic information on the member ledger is a tab. |
| ④ | Edit Button | By clicking the "+ Edit" button on the upper right of the screen, you can edit the information of the target member. |
| ⑤ | Delete Button | By clicking the "Delete" button on the upper right of User Profiles screen, you can delete the information of the target member. Reference: Deleting/Deactivating Apps from a User ⚠️ If User Profiles is created using master integration, you cannot delete members. |
| ⑥ | Suspend/Delete Button |
By clicking the "Suspend/Delete" button on the right side of User Profiles, you can suspend/delete the Apps accounts assigned to the target member in a batch. ⚠️ Depending on the integrated Apps, JOSYS may not have the permission to delete the account. We apologize for the inconvenience, but please execute this from the respective Apps side.
|
| ⑦ | Account Issuance Button |
By clicking the "Account Issuance" button on the right side of User Profiles, you can assign Apps accounts to the target member in a batch. ⚠️ Depending on the integrated Apps, JOSYS may not have the permission to issue the account.
We apologize for the inconvenience, but please execute this from the respective Apps side. |
| ⑧ | Mark on the left edge of each Apps row | By clicking the mark on the left edge of each Apps row you can check the information acquired from each Apps. |
| ⑨ | Vertical three-dot leader on the right edge of each Apps row | By clicking the vertical three-dot leader on the right edge of each Apps row you can operate the account of the target Apps, or leave a memo. |
| ⑩ | Number of rows per page | The "Number of rows per page" at the very bottom of the member details screen allows you to change the number of Apps displayed. You can select from 10, 25, 50, or 100, up to a maximum of 100. |
| ⑪ | Page | The "<>" mark at the very bottom of the member details screen can be clicked to display the next page or the previous page. If there are more members than the number displayed, please check the members not displayed here. |
Tab Description
We offer "Apps", "Devices", "Basic Information", "Linked ID", and "Apps Usage Status" tabs.
The details of each tab are described below.
| Tab Name | Description |
|---|---|
| Apps | A list of Apps for which the target member has an account. |
| Devices | A list of Devices held by the target member. |
| Basic Information | A list of other information not included in the member information. |
| Linked ID | If Apps accounts are issued using something other than an email address, you can link that ID with the Apps account by registering the ID name. |
| Apps Usage Status | If you have integrated Apps with Google Workspace or Microsoft 365, the OAuth audit log results of each tool are displayed. If you have installed the extension, the Apps detected by the extension are displayed. |
Item Description
Apps Tab
| Item Name | Description |
|---|---|
| Name | Displays the name of the Apps. |
| ID | Displays the ID registered in the target Apps. In most cases, it is an email address, but if the Apps issues a username without using an email address, the username is displayed. |
| Status | Displays the status quoted from the Apps side. 💡 The displayed status content is based on the information in the |
| Role | Displays the role content issued on the target Apps side. |
| Date of First Use | "Date of First Use" manually registered in custom Apps. |
| Last Used Date | The date and time the App was last used is displayed. |
| Contract Plan | |
| Memo | You can add a memo within JOSYS. |
Devices Tab
The "+ Add Devices" button is displayed on the right side.
If the member is using a Device, you can click this button to link it.
| Item Name | Description |
|---|---|
| Asset Number | Displays the Asset Number of the Devices linked to the member. |
| Model Number | Displays the Model Number of the Devices linked to the member. |
| Device Name | Displays the Device Name of the Devices linked to the member. |
| Manufacturer | Displays the Manufacturer of the Devices linked to the member. |
| Status | Displays the Usage Status of the Devices linked to the member. |
| Date of First Use | Displays the Date of First Use of the Devices linked to the member. |
Basic Information Tab
The "Edit" button is displayed on the right side.
You can edit the member information, similar to the "Edit" button on the upper right.
Linked ID Tab
The "+ Register" button is displayed on the right side.
It is possible to register a Linked ID.
Apps Usage Status Tab
If you are using the extension, the Apps used by the user detected by the extension are displayed.
If you are not using the extension, but have integrated Apps with Google Workspace/MS365,
the date and time and Apps of the SSO login for each Apps are displayed.
| Item Name | Description |
|---|---|
| Name | Displays the name of the Apps being used. |
| Usage Days | Displays the number of days the target Apps was used. If you have integrated Apps with Google Workspace/MS365, the number of times the checkbox was pressed to authenticate on the "Information Provision Authentication Screen" displayed during SSO login for each Apps is acquired. Depending on the SaaS, there are patterns that require authentication only once, and in this case, the usage count will be "1". |
| Last Used Date/Time |
Displays the last date and time the target Apps was used. If you have integrated Apps with Google Workspace/MS365, the date and time when the checkbox was pressed to authenticate on the "Information Provision Authentication Screen" displayed during SSO login for each Apps is acquired. Depending on the SaaS, there are patterns that require authentication only once, and in this case, the usage date/time will be the date/time of the initial login. |
| Source | Displays which one detected it: Google Workspace, Microsoft 365, or JOSYS Extension. |
Frequently Asked Questions
Q: Will the status automatically switch to "Active" or "Retired" after the Hire Date or Retirement Date?
A: No, it will not switch automatically, so please update it from the edit screen.