Access Review for Managed Apps

IT Admins can periodically conduct access reviews to verify direct access to applications by employees or application owners. This allows IT Admins to improve organizational security, ensure SaaS compliance, and optimize SaaS costs. With timely reviews, IT Admins can mitigate risks associated with unauthorized access and support regulatory compliance efforts. This article provides a guide to creating a survey for app accounts from Managed Apps.  

Steps to Create an Access Review 

Step 1: Log in to Josys using your credentials.

Step 2: Navigate to Apps and select Managed Apps.

Here, you can create a survey for both Integrated Apps and Tracked Apps.

Let's create a survey for the HubSpot app accounts in Integrated Apps. 

Step 3: Select Integrated Apps and open the HubSpot app. 

Step 4: Click  and select the Initiate Access Review option.  

Step 5: Select a single or multiple users from the given list to whom you want to send the survey and click Initiate Access Review.  

Step 6: Here, you can choose to create a survey for users or application owners to review access.

• Direct User Review: This will send the survey to the users you have selected on the previous screen.
• Application Owner Review: Here, you can select the application owners or reviewers who will respond to the survey on behalf of all the respective app users.    

Step 7: Click Next to proceed.

Step 8: On this screen, you can select predefined questions for the survey or click Add Questions to create new questions. 

Step 9: You can create a Short Answer question by selecting this option and entering the question in the given text box.

 or 

Step 10: Select Multiple Choice for Yes/No or your custom answer options. Once done, click Add Question to add this question to the predefined list of questions.

Step 11: A survey notification is sent to the recipient's email and Slack, based on your selection. The email structure is predefined, as shown in the below image, which you may change as needed. Click Next to proceed. 

Step 12: Enter the title for the survey and have a look at the preview of the survey details. Click Publish Survey to send the survey.

Step 12: After the survey is sent, a notification is displayed at the bottom-left from where you can track the current status of the survey by clicking Go To Surveys or Access Review option from the Survey menu.

Steps to Stop a Survey

After the survey is sent to the employee, you may stop the survey if the employee has not yet started completing it.

To stop the survey:

Step 1: Open the Survey by clicking Go To Surveys in the notification or Access Review option from the Survey menu.

Step 2: Open the Survey that you want to stop.

Step 3: Click Stop Survey to stop the survey.

Here is how you can view and manage Access Review Responses.