Iron Cove Resources
Workday Okta Integration
Our expert consultants partner with your team to integrate Workday with Okta seamlessly. We can handle all prerequisites and design options, collaborating closely with your architecture team to ensure a tailored, efficient implementation that fits your needs.
This integration enhances identity management with powerful features like Real-Time Sync for instant data updates in Okta and Immediate Terminations for swift user offboarding—perfect for scenarios like employee exits. These tools boost security, efficiency, and compliance effortlessly.
Ready to transform your identity management? Explore our Workday-to-Okta services and Contact us today!
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Phone: (888) 959-2825
Email: sales@ironcovesolutions.com
Benefits of Workday-Okta Integration
Identity Management
Integrating Workday as the master identity source with Okta delivers a secure, cost-effective way to manage employee identities and lifecycles. This setup ensures that key user data—like first name, last name, and email—remains accurate and consistent across your organization's systems and cloud applications, simplifying identity management and enhancing reliability.
Onboarding and Offboarding
Okta's pre-built integration brings HR and IT together using the data and updates from Workday to Okta. This provides user lifecycle changes across various IT systems. Decrease security risks when offboarding employees with real-time deprovisioning and access suspension based on HR triggers. Ensure that access can quickly and seamlessly be removed, protecting your connected applications.
Security
Okta's user authentication and identity management can help safeguard downstream applications and resources.
User Experience
Okta's single sign-on can help users access applications and resources without remembering different passwords; this also helps prevent users from recycling historical passwords repeatedly.
Prerequisites and Requirements
Okta can import users and groups from Workday using its standard API. However, if you would like to source all or some of your user's attributes from Workday, then profile sourcing will need to be enabled.
Proper Okta Licensing
A profile source is an app that acts as the source of truth for user identities. After it's enabled in the To Okta section of the Provisioning tab of the Workday integration, it appears in the profile source list on the Profile Sources page. If an external profile source isn't identified, Okta is the source for all profiles.
We'll work with your team to ensure that Profile Sourcing is enabled for your Okta tenant or work with your Okta account manager to provide a quote to add on the new feature.
Teams and Roles Required for Smooth Implementation
Workday Administrator
Their role will be to help identify attributes that can flow from Workday out. Most administrators will want to limit the exposure of sensitive information like social security numbers or help identify custom attributes such as preferred names.
Workday Integration Specialist
Their role will be to create the integration system user-service-account, give the user permission to view default and custom attributes, and help define immediate reasons to terminate Okta users.
IT/InfoSec Representative
The representative's role is to help set integration requirements and highlight critical attributes that should sync across Okta and your applications. Involving your IT team is crucial, as they can paint a clear picture of the current and future state design with Workday and Okta.
Okta Certified Consultant
Our role as your trusted Okta consultant will be to help review your purchased license features and enhancements, ensure profile mastering is available, help outline the migration to Workday as a Master, and create rules for onboarding and offboarding.
Integration Workflow Stages
Okta Sandboxes
A must-have: To avoid impact on your current Okta attributes, we strongly recommend testing in a sandbox instance of Okta and utilizing your Workday preview/developer instance. Access to Workday is not required for our team to guide you through the implementation process. However, Okta access should be granted to us, and our team will set up and review your existing configuration and determine the points of impact.
Production Discovery
We schedule our working sessions with your team to review the current list of available attributes, their profile mappings, and all rewrite rules in place. Ensuring we capture a complete picture of your Okta environment is essential to a successful Workday as a Master migration.
Future State Design
Once we've mapped your environment, our team of expert consultants will create a future state diagram to illustrate user attribute flows, rewrites, and profile mappings, using Workday as the source of truth. By illustrating the future state environment, all project stakeholders will have a clear image of how Workday and Okta will work together to automate a user's lifecycle within your organization. As Okta consultants, we aim to ensure your organization can rest easy knowing you're working with a team with over a decade of experience in the Identity Management sector.
Approval and Implementation Planning
Now that we've gotten approval and the go-ahead to implement the new change, we'll coordinate with all team members to first integrate Workday and then shift Okta profile mappings, groups, and rules to their new attributes as well as identify applications that could potentially throttle these changes. Although rare, SaaS vendors will implement API rate limits when one system attempts to push mass changes. If such an event occurs, we will reduce the number of imported changes from Workday to Okta and applications enabled for user updates from Okta.
Testing and Validation
A thorough review of how data flows will be done cooperatively to ensure that specific attributes are updated as expected. We will provide several common test scenarios such as new hire and pre-hire staging account creation, last day of work vs. immediate termination events.
Why Choose Iron Cove Solutions
Ongoing Support and Okta Help
We have several admin support plans in place and can provide a competitive quote for us to become your augmented Okta administrators. Our success always comes from the fact that you are working with a dedicated engineer and consultant on your team. Avoid creating tickets with our Slack and Teams external integration - we'll create a shared channel to expedite any support issues that may arise with your Okta Admin team. Direct end-user support is not offered at this time.
Further Enhancement with Okta Workflows
Okta Workflows provides an interface-driven platform for automating business processes, including user provisioning lifecycle management, using a library of integrated third-party applications and functions.
Although the default integration can capture a wide range of lifecycle events, organizations now want to extend their automation with custom events. Workflows meet these needs head-on by giving greater flexibility regarding joiner, mover, and leaver events.
Provision and Deprovision App Accounts
When an employee joins your company, Okta Workflows simplifies the task of provisioning their account:
- Automatically create their identity in your apps
- Set user and group memberships
- Assign shared folder
- Send a message to their manager or a welcome message to the team Slack channel
Similarly, when an employee leaves the company, Okta Workflows can deactivate the user account, transfer their digital assets to a manager, and then deactivate the user account three days later.
Sequence Actions with Logic and Timing
Okta Workflows can create non-activated accounts in all apps one week before a new employee's start date and then activate them on their first day.
If an employee leaves your company, Okta Workflows can deactivate the user account, remove their access to all apps except payroll, and then delete the account after a year.
Send Notifications for Lifecycle Events
For a lifecycle event such as an app assignment or user suspension, Okta Workflows can notify your IT team through email or Slack.
Ready to advance your organization's identity and access management capabilities? Our team of Okta certified consultants is here to help you implement the perfect solution for your business needs.
Contact Iron Cove Today for Free Consultation
Phone: (888) 959-2825
Email: sales@ironcovesolutions.com
Schedule a Free Consultation
Let us show you how our Okta consulting services can transform your organization's security and productivity while reducing costs and complexity.
Why Choose Iron Cove Solutions?
- Deep expertise in identity and access management
- Proven track record helping customers succeed
- Comprehensive knowledge of Okta products
- Dedicated team of certified professionals
- Ability to integrate complex systems
- Focus on security and efficiency
Calculate Your Workday to Okta Savings
Frequently Asked Questions
Why use Workday with Okta for employee onboarding?
Workday serves as your centralized HR system for managing complete employee lifecycle processes, including onboarding and offboarding for all cloud applications. It becomes your single point of entry for these critical activities, ensuring employee information and access permissions remain accurate and consistent across your entire cloud infrastructure.
Okta handles real-time provisioning automatically, managing access to downstream resources and applications without requiring IT intervention for every change. This powerful combination allows HR teams to control the entire employee lifecycle through Workday, while Okta instantly executes access changes across your technology stack.
Why should I use Workday as the master identity source?
Using Workday as your master identity source delivers several key advantages:
- Automated integration of authoritative employee data sources
- Streamlined onboarding and offboarding processes with zero manual intervention
- Automatic account creation and closure in downstream applications
- Seamless SSO access assignment based on employee roles and departments
- Comprehensive access reporting and compliance tracking
- Real-time synchronization ensuring data consistency across all systems
This approach eliminates manual errors, reduces security risks, and ensures your identity management system scales with your organization.
What if my organization doesn't have Workday?
No problem! If you don't currently use Workday, Iron Cove's Orchestration Engine provides the same powerful capabilities for managing mass employee onboarding and offboarding across cloud applications.
Our Orchestration Engine includes:
- Bulk user provisioning and deprovisioning
- Automated access management workflows
- Integration with existing HR systems
- Customizable lifecycle automation rules
- Real-time reporting and monitoring
This solution ensures you can achieve the same efficiency and automation benefits regardless of your current HR platform.
Why choose Iron Cove over Okta's Smart Start professional services?
While Okta Smart Start offers basic implementation support, Iron Cove provides a more comprehensive and flexible approach:
Customized Solutions vs. Rigid Framework
Smart Start follows a fixed structure with limited sessions and shortened timelines that often don't align with complex business requirements. We take time to understand your specific environment and business needs first, creating tailored solutions that actually fit your organization.
Deep Environment Analysis
Smart Start requires your active participation but doesn't thoroughly analyze your existing environment. Our consultants dive deep into your current setup, identifying potential issues and optimization opportunities before implementation begins.
Ongoing Partnership vs. Project-Only Support
Key difference: Smart Start ends after initial deployment. We provide:
- Continuous optimization and performance tuning
- Post-deployment support for updates, scaling, and troubleshooting
- Retainer and fixed-fee models for ongoing administrative support
- Dedicated engineer assignment rather than rotating support tickets
- Direct Slack/Teams integration for rapid issue resolution
Time and Resource Efficiency
For organizations with limited time, staff, or technical expertise, our approach reduces confusion and accelerates progress. We handle the heavy lifting while keeping you informed and in control.
Bottom line: Smart Start gets you started, but Iron Cove ensures you succeed long-term with a solution that grows and evolves with your business.
What security certifications does Iron Cove have?
Team Certifications:
- Okta Certified Professional - All consultants maintain current certification
- Okta Certified Administrator - Advanced platform expertise
- Okta Certified Consultant - Implementation and integration specialization
Can you integrate with our existing systems?
Yes, we specialize in complex environment integrations and work with virtually any business application or system:
Commonly Integrated Systems:
- HR Applications: ADP, BambooHR, Namely, UltiPro, Greenhouse, Lever
- Productivity Suites: Microsoft 365, Google Workspace, Slack, Zoom
- Business Applications: Salesforce, ServiceNow, Jira, Confluence, Tableau
- Security Tools: CyberArk, Ping Identity, SailPoint, Varonis
- Industry-Specific: Epic (Healthcare), Workiva (Finance), AutoCAD (Engineering)
Integration Capabilities:
- SCIM provisioning for automated user lifecycle management
- SAML/OIDC SSO for seamless authentication
- API connections for custom applications and databases
- Legacy system support through secure connectors and bridges
Pre-Integration Assessment:
- Application inventory review to identify integration opportunities
- Technical requirements analysis for custom or legacy systems
- Security and compliance validation for each connected system
- Migration planning for existing identity stores and permissions
What happens if our integration needs change?
We build flexibility into every integration to accommodate evolving business requirements. Our change management approach includes:
During Implementation:
- Change request process with impact assessment and timeline adjustment
- Agile methodology allowing for requirement refinements
- Regular checkpoint reviews to identify and address scope changes
- No-cost minor adjustments within reasonable project bounds
Post-Implementation:
- Managed support plans for ongoing modifications and enhancements
- Dedicated engineer access for quick configuration changes
- Quarterly optimization reviews to identify improvement opportunities
- Scalable architecture designed for future organizational growth
Common change scenarios we handle:
- New application integrations and SSO connections
- Organizational restructuring and attribute updates
- Workflow modifications for process improvements
- Security policy updates and compliance requirements
Do I need technical expertise for the integration?
No extensive technical expertise required on your end. We handle the heavy lifting while your team provides business context and requirements. Here's what we need from you:
Your Responsibilities:
- Workday Administrator access for attribute identification and permission setup
- Business process knowledge to define onboarding/offboarding requirements
- Stakeholder coordination for decision-making and approvals
- User acceptance testing participation during validation phases
Iron Cove Handles:
- All technical configuration and setup
- Okta environment preparation and optimization
- Integration development and testing
- Security implementation and compliance
- Documentation and knowledge transfer
Helpful but not required: Basic understanding of your current identity management processes, access to IT security team for requirement discussions, and familiarity with your organization's application ecosystem.
What are the costs of Workday-Okta integration?
Integration costs typically range from $15,000-$75,000 depending on complexity, timeline, and ongoing support requirements. Our transparent pricing includes:
Standard Integration Package ($15,000-$25,000):
- Single tenant, straightforward attribute mapping
- Standard onboarding/offboarding workflows
- Basic testing and validation
- 30 days post-implementation support
Enterprise Integration Package ($25,000-$50,000):
- Multiple tenants or complex organizational structures
- Custom attribute mapping and workflow creation
- Advanced Okta Workflows automation
- 90 days post-implementation support
Premium Integration Package ($50,000-$75,000):
- Highly complex environments with custom requirements
- Extensive third-party application integrations
- Advanced security and compliance configurations
- 6 months managed support included
Additional costs may include: Okta licensing upgrades, extended project timelines, or specialized compliance requirements. We provide detailed cost estimates after our free initial assessment.
How long does Workday-Okta integration take?
Typical implementation timeline ranges from 4-12 weeks, depending on your organization's complexity and requirements. Our structured approach includes:
Phase 1: Discovery and Planning (1-2 weeks)
- Environment assessment and attribute mapping
- Stakeholder workshops and requirement gathering
- Future state design and approval process
Phase 2: Sandbox Testing (2-3 weeks)
- Development environment setup and configuration
- Profile sourcing enablement and testing
- User acceptance testing and validation
Phase 3: Production Implementation (1-2 weeks)
- Live environment deployment and data migration
- Real-time synchronization activation
- Go-live support and monitoring
Phase 4: Optimization and Handover (1-2 weeks)
- Performance tuning and rule refinement
- Team training and documentation delivery
- Ongoing support transition
Factors that may extend timeline: Complex organizational structures, multiple Workday tenants, extensive custom attributes, or integration with numerous downstream applications.
What ongoing support is included?
Comprehensive support ensures your integration continues performing optimally long after implementation:
Included in All Packages:
- 30-90 day warranty period with unlimited configuration adjustments
- Documentation package including runbooks, troubleshooting guides, and best practices
- Knowledge transfer sessions for your internal team
- Emergency escalation path for critical issues
Managed Support Plans Available:
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Okta Cloud Managed Support: Your Security, Our Commitment
From day one to years down the road, Iron Cove's Okta Cloud Managed Support ensures your environment stays secure and optimized. Whether you're just starting with Okta Cloud Security or refining an existing setup, our support packages are built for businesses of all sizes—delivering the expertise and peace of mind you need to thrive, not just survive.