Blogs

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:

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• How do you ensure proper access controls?
• Are you wasting money on unused licenses?
• Are there security vulnerabilities hiding in your SaaS stack?

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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.

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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.

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Key Components Analyzed

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Accounts

• Review Shadow Accounts
• Review Inactive User Profiles
• Resolve Terminated and Deleted User Profiles with Active App Access

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Apps

• Integrate Approved Apps
• Categorize Discovered Apps
• Assign App Owners
• Update Subscription End Dates

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Access

• Revoke Privileged Access from Shadow Accounts
• Secure Privileged Access Accounts without Multi-factor Authentication Enabled 
• Reduce Users with Excessive Privileged Access

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Licenses

• Reclaim Underutilized Licenses
• Revoke Licenses from Shadow Accounts
• Review Unassigned Licenses

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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.

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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

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A Single Source of Truth

The Scorecard serves as a unified dashboard for stakeholders across the organization:

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• 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

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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.

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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.

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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?

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With Josys, automation starts with system triggers and runs on smart logic. Here's how it works:

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1. 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

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You define the trigger, Josys takes it from there.

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2. Define Conditions 

Workflows can trigger globally, or you can set specific user conditions, such as only triggering for specific roles or departments. 

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3. 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.

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4. 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. 

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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.

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Why It Matters

Josys Workflows don’t just save time—they transform the way IT teams operate.

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Save Time

Automate hours of admin work and focus your IT team on higher-impact initiatives.

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Enforce Policies Consistently

No more relying on memory or sticky notes—automated workflows ensure your offboarding, licensing, and access control policies are enforced. 

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Reduce Risk

Unused licenses? Shadow accounts? Handle them faster and more securely with proactive, automated workflows.

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Get Full Visibility

With detailed tracking, nothing gets lost in the shuffle. You always know the status of every action, across every app.

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Handle Edge Cases with Confidence

Smart logic, confirmations, and fallback actions mean you’re prepared for every scenario—even the unexpected.

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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.

New Features & Enhancements 

Access Reviews: Create & Send Custom Questions

Our Access Review engine is now even more adaptable.

In addition to using the standard question set, IT admins can now create custom questions tailored to their organization’s specific needs. These questions can address internal policies, department-specific workflows, or custom compliance standards.

Once created, custom questions can be reused across future surveys—saving time while ensuring consistency and relevance across access cycles.

Enhanced Visibility in Discovered Apps

We’ve made it easier to investigate and assess the apps detected by our browser extension.

The Discovered App details page now displays the URL of each discovered application, giving admins direct insight into the source of activity. This small addition makes a big difference in quickly validating app usage and understanding what tools are active in your environment.

With just one click, admins can copy and access the URL—making investigation faster and more intuitive.

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RBAC Enhancement: “No Access” Permission Setting

We’re giving IT teams more granular control over platform access.

With the latest Role-Based Access Control (RBAC) enhancement, admins can now assign users with a “No Access” permission level to specific areas of the platform: User Profiles, Apps, and Devices.

While users with “No Access” won’t be able to view or modify the restricted section directly, related data may still appear in read-only mode where relevant.

For example, an admin restricted from the Devices section won’t see the Devices tab—but will still be able to view device data within user profiles, if needed.

This refinement supports more secure, role-specific access without losing operational context.

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App Integrations

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We’ve added more apps across the Josys and have expanded integration support across provisioning, suspension, deletion, and usage monitoring.

New Integrations

• MS OneDrive
  
  
• Cloudgate Uno
  
  
• Jinjer
  
  
• TeamTailor
  
  
• Satori
  
  

Account Deletion

• Zoho Site24x7
  
  
• PandaDoc
  
  
• Lark
  
  
• Square
  
  
• Assembla
  
  
• Zoho Books
  
  
• Fileforce
  
  
• HERP Hire
  
  
• DeployGate
  
  
• YouTrack
  
  
• Pipeliner CRM
  
  
• Gorgias
  
  
• Hennge One
  
  
• Fieldwire
  
  
• Rakuraku Seisan
  
  
• JOBCAN HR
  
  
• WooCommerce
  
  
• Money Forward Invoice
  
  
• formrun
  
  

Account Suspend Support

• Gargoon
  
  

Provisioning Support

• Fileforce
  
  
• HERP Hire
  
  
• Gorgias
  
  
• Hennge One
  
  
• Fieldwire
  
  
• Rakuraku Seisan
  
  
• JOBCAN HR
  
  
• WooCommerce
  
  
• Money Forward Invoice
  
  
• formrun
  
  

App Usage Status

• LogMeIn
  
  
• SyncSketch
  
  

Looking Ahead

At Josys, our mission is to simplify the way IT works—from secure access to smart automation. With each release, we aim to remove friction from daily operations and provide the visibility and control modern teams need.

Whether you’re managing access reviews, onboarding new apps, or fine-tuning role permissions, these updates are designed to make your workflows faster, safer, and more intelligent.

To learn more about how Josys can support your IT operations, visit Josys.com or schedule a live demo with our team.

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