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Benefits of Workday as a Master with Okta
Identity management: Workday can be integrated with Okta to provide a secure and cost-effective solution for managing identity and the employee lifecycle. This helps ensure that user data is accurate and consistent across all organization's systems and applications.
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.
Integration Process and Recommendations
As we collaborate with your organization to implement Workday into Okta, our expert consultants will ensure that all prerequisites and design options are in place and thoroughly discussed with your architecture team.
Workday and Okta offer a wide range of features, including Real-Time Sync, which enables immediate changes to be reflected in Okta, and Immediate Terminations, which allow for swift offboarding of users for specific reasons, such as employee dissatisfaction.
Prerequisites
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.
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
A Workday Administrator's 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.
A Workday Integration Specialist's 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.
Your IT/InfoSec 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.
An Okta Certified Consultant - Our role as your trusted consultants will be to help review your license features, ensure profile mastering is available, help outline the migration to Workday as a master, and create rules for onboarding and offboarding.
Workday as a Master Integration Workflow
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 full 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 identifying 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 attributes are being 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.
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.
How to use Workday as Master with Okta.
Lifecycle Management with Workday and Okta!
Workday to Okta Savings Calculator!
Why use Workday with Okta and onboarding?
Workday will serve as the central system for managing employee lifecycle processes, including onboarding and off-boarding, specifically for cloud applications. It will be your main point of entry for these activities, ensuring that all employee information and access are accurately maintained across our cloud services.
Okta works in realtime, in which Okta will handle provisioning access to those downstream resources or applications even without having IT involved. Workday is run by HR which can then manage the onboarding and off-boarding of employees.
Why use WorkDay as Master?
In this video above they address how to integrate authoritative sources, automate the onboarding and offboarding process, create and close accounts in downstream apps, assign SSO access, and review access reports.
Submit Your Okta Quote and Needs to Discover Possible Consulting Savings. Calculator
What if I don't have Workday?
If you do not have Workday, you can use our Orchestration Engine to manage mass employee onboarding and off-boarding for cloud applications in the same way. The Orchestration Engine will provide you with the necessary tools to handle these processes efficiently.
Who we work with1.
Okta for Enterprises
Our Enterprise Deployments of Okta are ideal for organizations with complex IT configurations. We provide the right Migration and Deployment packages for enterprises, leveraging deep expertise in identity management, access control, and integrations across various platforms. Our Enterprise Business package is cost-effective, ensuring secure, seamless identity management. We are experts in Okta.
Okta for Small Business
Iron Cove Solutions is a trusted provider of Okta SSO identity solutions for small businesses. We offer tailored Deployment and Support packages designed specifically for small businesses. Our “Small Business Package” is affordable and structured to quickly set up your identity and access management within the Okta security cloud. We are experts in Okta deployments.
Okta for Non-Profits
We help non-profit organizations implement Okta. As experienced Okta partners, we develop deployment plans tailored to your budget and specific needs, ensuring access to secure, affordable identity and access management solutions. We guide you through each step of working with Okta.
Okta Cloud Managed Support
Our Okta Cloud Managed Support services are designed to help organizations maintain a secure environment both during and after deployment. Whether you’ve already implemented Okta Cloud Security or are just beginning, we offer support packages that ensure businesses of all sizes have the security support they need.
