Overview

Josys has enabled an AI-powered feature across User Profiles, Devices, and Managed Apps that intelligently cleans, enriches, and structures your data. This feature streamlines the data import process by extracting the structured data, mapping it smartly, and detecting duplicates, enabling the IT Admin to make decisions at every step. 

Why Josys AI?

Josys AI takes over your headache of managing a long dataset by transforming unstructured, inconsistent data into a clean, structured, and actionable foundation.

• Automated Task Handling: Automates data and identity mapping, classification, and data import.
• Streamlines IT workflows: Reduces manual data entry and saves IT Admin time, improves data accuracy, and ensures only the updated data is displayed to the user.
• Smarter IT Insights: Enhances decision-making by giving IT teams clear, accurate, and organized data.
• Built-In Compliance Support: Improves security and compliance by ensuring identity data is consistent and reliable.
• Supports All Major File Types: Flexible file handling by seamlessly accepting common file formats to support major file sources. 
• Data Review: Review your data before final submission to ensure accuracy.
• Intelligent Mapping (AI-assisted): Josys AI intelligently maps the data from the source file to their respective fields in Josys, even if the data does not match perfectly.
• Scheduled Processing: The import job is done in the background, enabling the IT Admin to continue with their ongoing tasks and track the import status through Scheduled Tasks. 
• Error Reporting and Validation: Get feedback on successful imports and alerts for errors or discrepancies, for you to correct and re-upload

Josys AI Features

Josys provides support for AI to the following:

• User Profiles: Easily upload and update your users' details, such as their contact details, department information, roles, and other related details. This ensures maintaining updated information, better visibility, and a reliable user directory.
• Devices: Import comprehensive details of your organization's devices, like laptops, mobiles, and other devices, to manage the device inventory. The imported data includes the following:
  • Device Model
  • Device Serial Number
  • Purchase date 
  • Warrant Information 
  • Current status (For example, in use, available, or decommissioned)
    
• Device Past Assignments: You can import historical device assignment data about their previous owners and assignment periods. This helps in maintaining the device lifecycle and ensuring audit readiness.
• SaaS Contracts: Import your SaaS vendor contracts and invoices (often in PDF format) to centralize contract management, license cost tracking, and improve SaaS compliance. Josys AI uses its inbuilt AI capabilities to extract key details, such as
  • License types
  • Quantities
  • Costs
  • Contract terms
• Tracked App Data (Assigning Users to Tracked Apps): Monitor apps and bulk assign the users to these apps, thus enabling you to easily provision and deprovision apps to the user, monitor app usage, and control users' access to the app.
• Identity Classification: Identifies users' accounts in the User Profiles and alerts the IT Admin to update the user details. 
• Identity Resolution: Josys AI intelligently maps the users of the applications (e.g., GitHub) that do not use an email address as a key identifier.

Prerequisites

To use Josys AI feature, make sure you have the:

• Necessary permissions to import data into Josys. If you are unsure, please contact your system administrator.
• A basic understanding of the data fields you are importing, such as User ID, Email, Asset Number, App Name, and Status fields, will help ensure accuracy and a smooth import process.
• Language setting in Josys matches the language used in your data file while importing to avoid any mismatch issues.
• Data in the supported file formats:
  
  

  Fields	Supported File Formats
  User Profiles, Tracked Apps, and Device	Excel (.xlsx, .xlsm, or .xls), CSV (.csv)
  SaaS Contracts	PDF or other common invoice/contract document formats.

Note: 

• Each file can contain up to 1,000 records. If a file includes more than 1,000 records, any additional entries will be ignored.
• Only the primary sheet in Excel files will be processed during the upload.