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The Challenge of Modern SaaS Environments
In today's businesses, organizations rely on dozens—sometimes hundreds—of SaaS applications to power their operations. While these tools drive productivity, they also create significant management challenges:
- How do you ensure proper access controls?
- Are you wasting money on unused licenses?
- Are there security vulnerabilities hiding in your SaaS stack?
These questions led us to develop the SaaS Management Scorecard, a powerful new analytics tool that gives IT leaders unprecedented visibility and control of their SaaS ecosystem.
Measuring What Matters
The Scorecard analyzes various sub-factors within four main components: Accounts, Access, Apps, and Licenses. Each sub-factor is assigned weightings and impact scores to reflect its importance in your overall SaaS governance posture.
The result? A comprehensive score that quantifies your organization's SaaS management maturity through a data-driven lens.
Key Components Analyzed
Accounts
- Review Shadow Accounts
- Review Inactive User Profiles
- Resolve Terminated and Deleted User Profiles with Active App Access
Apps
- Integrate Approved Apps
- Categorize Discovered Apps
- Assign App Owners
- Update Subscription End Dates
Access
- Revoke Privileged Access from Shadow Accounts
- Secure Privileged Access Accounts without Multi-factor Authentication Enabled
- Reduce Users with Excessive Privileged Access
Licenses
- Reclaim Underutilized Licenses
- Revoke Licenses from Shadow Accounts
- Review Unassigned Licenses
Beyond Metrics: Actionable Intelligence
What sets our Scorecard apart isn't just measurement—it's the actionable intelligence it delivers.
For each identified issue, the system generates prioritized recommendations at the app or account level, directing IT teams to the actions that will drive maximum impact with minimal effort.
As customers implement these recommendations, they'll see their scores improve in real-time, creating a virtuous cycle of continuous enhancement.
Key Benefits for Customers
- Data-Driven Insights: Gain a clear, quantifiable understanding of SaaS management effectiveness
- Improved Efficiency: Identify and address areas for improvement to optimize SaaS usage and reduce waste
- Enhanced Security: Pinpoint and mitigate potential security risks related to privileged access, shadow IT, and account management
- Cost Optimization: Effectively manage licenses and identify underutilized accounts to minimize unnecessary spending
- Actionable Recommendations: Receive prioritized steps to improve scores and overall SaaS management
A Single Source of Truth
The Scorecard serves as a unified dashboard for stakeholders across the organization:
- IT leaders gain a macro view of governance effectiveness and security posture
- Finance teams identify cost-saving opportunities and optimization potential
- Security professionals spot access risks and compliance issues before they become problems
In an era where SaaS sprawl threatens efficiency, security, and budgets, the Scorecard provides the visibility and control needed to transform chaotic SaaS environments into strategic assets.
Availability
The SaaS Management Score is currently in Beta and available to customers on request. For more information on access for your organization, contact your Josys account representative.
IT teams are the backbone of any modern organization, but too often, they’re bogged down with repetitive, manual tasks that leave little room for strategic work. Think offboarding employees, managing unused app licenses, or chasing down approvals—it’s all necessary, but painfully time-consuming.
That’s where the new and improved Josys Workflows come in. These new features automate policy enforcement while minimizing IT intervention.
Automate Routine IT Tasks
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Josys Workflows empower IT teams to automate the repetitive, routine tasks that eat up their time—without compromising control or visibility. Whether you're streamlining offboarding or staying on top of license waste, workflows handle everything from start to finish with zero manual effort.
And because every business is different, workflows are fully customizable—with app-specific actions, smart conditional logic, and both real-time or scheduled execution.
What Can You Automate?
With Josys, automation starts with system triggers and runs on smart logic. Here's how it works:
- Set Triggers
Workflows can be kicked off automatically by specific events, such as:
- An employee being offboarded
- A license going unused for 30+ days
- A shadow user being detected in your environment
- App access requested
You define the trigger, Josys takes it from there.
- Define Conditions
Workflows can trigger globally, or you can set specific user conditions, such as only triggering for specific roles or departments.
- Optional Confirmation Steps
Not everything has to be fully hands-off. For certain actions—like removing access—you can add an access review step to get user or app owner confirmation first.
For example, if a user hasn’t used Zoom in over 30 days, the workflow can send the question: “Do you still need this?” Based on the user's response, the system will proceed accordingly.
- Automated Actions
Each app in your workflow can have tailored actions. Suspend, archive, delete—you choose based on what makes sense for your business.
And with conditional branching, workflows can adapt based on user’s feedback:
- Confirmed access is still needed? Keep access.
- No longer needed? Remove license.
- No response? Trigger a fallback action, such as sending an email to their manager.
Workflow Visibility & Settings
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Run in Real Time or on a Schedule
Not every action needs to happen immediately. You can choose to delay tasks like deleting an account 30 days after non-use, or running them right away, such as deprovisioning all access to a terminated employee.
Full Audit Trail & Notifications
Every step of every workflow is tracked, so you can see:
- Current state: In Progress, Pending, Completed, etc.
- Success or failure of each step
- Who did what, and when
Plus, admins are notified when workflows trigger and finish—so you’re always in the loop.
Why It Matters
Josys Workflows don’t just save time—they transform the way IT teams operate.
Save Time
Automate hours of admin work and focus your IT team on higher-impact initiatives.
Enforce Policies Consistently
No more relying on memory or sticky notes—automated workflows ensure your offboarding, licensing, and access control policies are enforced.
Reduce Risk
Unused licenses? Shadow accounts? Handle them faster and more securely with proactive, automated workflows.
Get Full Visibility
With detailed tracking, nothing gets lost in the shuffle. You always know the status of every action, across every app.
Handle Edge Cases with Confidence
Smart logic, confirmations, and fallback actions mean you’re prepared for every scenario—even the unexpected.
Ready to Automate Smarter?
With Josys Workflows, IT automation becomes more than a time-saver—it becomes a force multiplier for your team. Free up your time, enforce policies with confidence, and get ahead of IT issues before they become problems. Let Josys handle the routine. You handle the big picture.
Josys SaaS Management Scorecard
We released the industry first SaaS Management Scorecard! The Scorecard provides IT and finance teams with a quick, actionable overview of their organization’s SaaS landscape, helping them drive efficiency, security, and cost optimization.
The Scorecard includes:
- SaaS Management Score: Numerical score from 1 to 100 that measures the current state of SaaS Management practices across 4 dimensions— Accounts, Apps, Access, and Licenses.
- Action-Based Recommendations: Displays highest priority tasks by app, account, user, or license impacting SaaS Management score with one-click view to rectify alert.
- Global Insights: Summarizes security, usage, and management gaps that need action to be taken to improve overall SaaS Management score.
Learn More:
- Blog: Unlock Efficiency & Security with the New SaaS Management Scorecard
- Knowledge Base Article: SaaS Management Scorecard Overview
- Video Overview: Introducing the SaaS Management Scorecard
Automated Workflows
We are excited to announce a major enhancement to Josys Workflows — IT admins can now automate three new critical use cases:
- Off-boarding Automation: Automatically delete, suspend, archive access to app accounts when employees leave the organization.
- License Optimization: Automate reclamation of underutilized licenses through smart, end-user confirmation-based workflows and automated actions.
- Shadow User Management: Automate the cleanup of shadow accounts through smart, app owner-confirmation-based workflows.
Key Workflow Highlights:
- Confirmation Step: IT admins can insert access reviews into workflows to confirm with users or app owners before taking action (e.g., ask if a Zoom account should be deleted after 30 days of inactivity — if the user confirms, only then the account is removed)
- App-Specific Automated Actions: Admins can choose actions like delete, suspend, or archive, and automate the end-to-end workflow.
- Real-Time or Scheduled Execution: Admins can run actions immediately or schedule them (e.g., delete Google Drive accounts 30 days after an employee's exit).
- Detailed Workflow History Run History: Admins can track every workflow step and outcome with full audit trails.
- Notifications: Stay informed with email notifications when workflows are triggered and completed.
App-Owner Reviews
Our new Access Review feature allows the creation of “Application Owner Reviews” in addition to End-User Access Reviews.
With this update, IT admins can now choose to send reviews directly to application owners or admins, rather than all end-users. This makes it easier to involve the right stakeholders in the access review process and ensures better governance.
- Example 1: Admin Role Access Reviews: “Hi Sruthi, we’re conducting a quarterly review of the admin roles of Figma. Could you please review the current list of admins for Figma and confirm if everyone still needs elevated access?”
- Example 2: Shadow Accounts Review: “Hi Sruthi, can you please review the shadow accounts in this app and confirm if it's okay to delete them?”
One or more reviewers can be added to review the accounts in question. Reviewers can save their progress and return later, making it easier to complete the review in multiple sittings—especially when there are many accounts to be reviewed.
Apps API
The following App APIs for Managed apps (both Integrated Apps and Tracked Apps) are now available to build custom integrations and workflows:
- List Integrated Apps
- List all Accounts in an Integrated App
- List Tracked Apps
- List all Accounts in a Tracked App
- Assign a Tracked App to a User Profile
- Remove a Tracked App from a User Profile
- Update Tracked App assignment to a User Profile
- List all Managed Apps assigned to a User Profile
Jamf as a Device Source
We are excited to announce integration of Jamf as an External Data Source
- With this integration, customers can now automatically sync device data from Jamf to Josys through a one-time setup.
- Any additions or updates in Jamf are automatically reflected in Josys—eliminating the need for manual intervention.
New Feature Enhancements
User Profile Improvements
- New Export Capabilities & Filter Export Options:
- Export Current View: Export only visible results, which includes filtered results, active tabs, etc.
- Export All User Profiles: Export the complete dataset, including hidden columns - Filter by app with options like No Apps and App Name (e.g., Zoom, Slack)
- Introduced a new tab structure on the User profiles page to align with the Josys design system.
- Removed user profiles with "Deleted" status from primary views (All, Users) to declutter the Main User Profiles view. “Deleted” profiles can still be accessed via the "More" actions menu under a dedicated "Deleted Users" page.
New Alert Settings
We added 3 new alerts to the Alerts Settings feature — bringing the total to 10 supported alerts in Josys!
- License Assigned to Shadow Account: “A license has been assigned to a shadow account, potentially causing unnecessary costs or security risks.”
- MFA Disabled by a User: “The MFA status of an application account has changed from Enabled to Disabled, potentially creating a security risk.”
- Privileged Access Granted to Shadow Account: “A shadow account has been granted privileged access to an application, creating a potential security risk.”
Employee Portal: Slack Integration
- Notifications: IT Admins can now enable Slack as a notification medium for all Employee Portal updates. With this, both employees and admins will receive task notifications and request updates directly on Slack.
- Access Approval Integration: One of the key highlights is the ability to approve or reject app access requests directly within Slack, rather than logging into Josys—accelerating approvals and reducing the overall request turnaround time.
New App Integrations
- i-Reporter
- Legal Force
- SignNow
See all articles.
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