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Device Inventory

Updated

Table of Contents

Overview

This page describes Josys’s device inventory feature.

What You Can Do

You can conduct an inventory by sending surveys to the users of devices registered in the Josys device ledger and collecting responses about usage status.

  1. You can select devices that are registered in the device ledger and have an assigned user, then send an inventory survey. Surveys are sent to the assigned user of each device.
  2. You can list members who have devices assigned to them and send inventory surveys to selected members.
  3. You can set conditions and send inventory surveys only to devices that meet those conditions.
  4. Created surveys can be set to send automatic reminders or repeat at regular intervals.

⚠️ At this time, inventory cannot be conducted for devices without an assigned user.

How to Conduct an Inventory

1. Initial Survey Setup

  1. Click Device Inventory from the Josys menu.
  2. Click New Survey.

  3. Three options will appear. Select one and click Next in the bottom right.

    Option Description Limit
    Assigned Devices Displays a list of devices registered in the device ledger with an assigned user. Select target devices using checkboxes. Up to 300 devices
    Users with Assigned Devices Displays a list of members with assigned devices. Select target members using checkboxes. Up to 300 members
    Custom Conditions Create conditions based on model name, manufacturer, user’s department, location, status, custom fields, and more. Recommended for large-scale inventories. —

2. Configuring Survey Recipients

If “Assigned Devices” is selected

  1. A list of devices will appear. Select devices using the checkboxes. ※ Up to 300 devices can be targeted.
  2. Once selected, click Next.

If “Users with Assigned Devices” is selected

  1. A list of members will appear. Select members using the checkboxes. ※ Up to 300 members can be targeted.
  2. Once selected, click Next.

If “Custom Conditions” is selected

  1. Set your conditions. For example, to conduct inventory for devices where the manufacturer is Apple and the assigned user belongs to the Sales department, configure as follows:

    Condition Attribute Operator Value
    Manufacturer Equals Apple
    User - Department Equals Select the relevant Sales department
  2. Click Next. The number of matching devices will be calculated.
  3. If the count looks correct, click Next in the bottom right.

3. Configuring Survey Questions

Set up the questions for the survey. Josys provides preset 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. Choose between a short text answer or a radio button question.
  4. Enter the question text. You can use variables to display Device Type, Asset Number, or Device Name from the device ledger.
  5. For radio button questions, choose one of the following:
    • Fixed three-option format: Yes / No / I don’t know
    • Custom options format
  6. Click Save Changes in the bottom right to finish.

⚠️ Only Device Type, Asset Number, and Device Name from the device ledger can be displayed in questions. Other fields are not supported.

4. Configuring Schedule and Reminders

  1. To send the survey immediately after saving, select Publish Now. To send at a specific date and time, set the desired schedule.
  2. To repeat the survey at regular intervals (e.g., once a year), turn on Repeat Survey and set the interval.
  3. At the bottom of the left panel, configure notifications and reminders. Click Settings and set the notification method and message content from the panel that opens on the right.
  4. Set up a reminder message for users who have not responded, if needed.
  5. When finished, click Next in the bottom right.

💡 When the repeat feature is enabled, the parent configuration will appear in the Recurring tab. When the next scheduled date arrives, a copy of the survey will be created in the In Progress tab. Survey results can be viewed individually for each child survey.

5. Final Review

Set a title for the survey. If everything looks correct, click Publish Survey in the bottom right.

After publishing, surveys will appear in the following tabs:

# Publish Schedule Repeat Setting Tab
1 Immediate Repeat Recurring
2 Immediate No repeat In Progress
3 Scheduled Repeat Recurring
4 Scheduled No repeat Scheduled

Responding to a Survey (Employee Steps)

  1. Click the button in the email, Slack, or Teams notification you received.
  2. The survey page will open. If a device name has been configured, it will be displayed; otherwise, the asset number will be shown.
  3. Click Start Survey.
  4. Answer the questions as they appear. If you have multiple devices, click Next Device in the bottom right.
  5. After answering for all devices, click Submit in the bottom right.

💡 Once submitted, reopening the link will not allow you to answer again.

Editing a Survey

  1. Find the target survey in the Scheduled or Recurring tab and hover over it.
  2. Click Edit and make your changes. You can update any content configured during survey creation.

💡 Published surveys cannot be edited.

⚠️ The targeting method selected at creation (device selection / member selection / custom conditions) cannot be changed.

⚠️ You can reduce the number of selected devices/members from the original selection, but you cannot add more.

Ending a Survey

  1. Find the target survey in the In Progress tab and hover over it.
  2. Click Stop Survey.
  3. A confirmation dialog will appear. Click Stop.
  4. The stopped survey will move to the Completed tab.

💡 If users click the survey URL after it has been stopped, they will see a message indicating that responses are no longer accepted.

Viewing and Exporting Inventory Results

  1. Find the target survey in the In Progress or Completed tab and hover over it.
  2. Click View Results for the target survey.
  3. Response status will be displayed. To download, 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 over it.
  2. Click View Results for the target survey.
  3. If there are users who have not yet responded, click Send Reminder.

💡 Reminders cannot be sent within 6 hours of creating a new survey.

Stopping Recurrence / Canceling a Scheduled Survey

  1. Find the target survey in the Scheduled or Recurring tab and hover over it.
  2. Click the three-dot menu “…” for the target survey.
  3. Click Delete.
  4. A confirmation dialog will appear. Click Delete.

⚠️ Deleted surveys cannot be restored.

⚠️ For recurring surveys, past instances will not be deleted. Only future scheduled deliveries will be canceled.

FAQ

Q: Will the device ledger be automatically updated based on survey responses?
A: No, the device ledger will not be updated automatically.

Q: Can inventory be conducted for devices without an assigned user?
A: No, this is not currently supported.

Q: We use master sync. Is it possible to filter for only devices synced via master sync?
A: No, this is not currently supported.