Cooking up success:Get familiar with Okta Workflows features to unlock no-code automation
A simplified guide to the core features of Okta’s no-code workforce automation platform
Okta Workflows has already saved customers an astounding $5 billion and 130 million1 hours by automating Identity processes. This powerful no-code automation and orchestration platform simplifies complex IT and security tasks, boosts efficiency, and improves overall security posture and compliance — all with just a few clicks and a simple interface.
Embracing new technology to boost your productivity shouldn’t be hard. The overview below gives you a simple and fun rundown of each key feature of Workflows, so you can dive into building (whipping up?) your workflows with confidence and ease.
Breaking down Okta Workflows features
Picture your favorite kitchen gadget — the one that makes slicing, chopping, baking, and preparing your favorite meals a breeze. It’s your secret weapon for turning hours of work into minutes of effortless precision, delivering perfect results every time. Using Workflows is a lot like using your favorite kitchen accessory.
Workflows is that holy-grail kitchen gadget that lets you design your ideal dish without the hassle. Like having a personal chef at your command, Workflows lets you build complex flows to orchestrate Workforce Identity processes with the same ease, using a simple click-and-drag interface with no coding required. With out-of-the-box integrations and templates plus the ability to connect to and orchestrate across any API, you can achieve a five-star-worthy flow in minutes, not days.
Templates
Feeling unsure where to start? Workflows templates are like recipes for automation, offering pre-built flows for common use cases. Choosing the “Identify Inactive Okta Users” template is like picking a recipe for pepperoni and cheese pizza. Just as you can customize your pizza by swapping toppings, you can tailor this template to fit your unique needs.
Okta Workflows Admin Console — “Templates”
Workflows Template — “Identify Inactive Okta Users”
Connectors/Applications
When baking a pizza, the first essential step is preheating the oven to ensure you achieve that perfect bake. Similarly, in Workflows, setting up your connectors is crucial before you can take any actions to connect your applications. Think of connectors as indispensable kitchen gadgets for culinary actions, like ovens, electric mixers, and stoves. Without them, you can't perform the essential tasks to create your pizza.
After selecting the “Identify Inactive Okta Users” template, you’ll receive a list of essential components needed for this pre-built workflow. It's similar to a list of ingredients and appliances required for a dish.
Identify Inactive Okta Users “Ingredient List”
Main Flow/Helper Flow/Table
Each template description outlines the type of flow included and whether it features a table. The Main Flow acts like a head chef, overseeing and coordinating the entire workflow to ensure every action is executed flawlessly. The Helper Flow functions like a sous chef, handling supportive tasks and managing secondary processes to assist the Main Flow. Meanwhile, the table serves as an inventory, storing and tracking data used throughout the workflow.
The Main and Helper Flow After Adding the Template
Event Card/Function Card/Action Card
The first card on the far left of the Main Flow is the Event Card, which springs into action when a scheduled flow from the Okta Connector triggers it. Think of this like an oven that is scheduled to preheat every morning at 8:00 a.m. — this sets everything in motion, launching the entire workflow through the Okta application.
Main Flow — Event Card
After the Event Card, Function and Action Cards refine and process data, similar to prepping ingredients in a recipe. Function Cards filter and adjust data for the next stage, while Action Cards are like adding special touches to your pizza, such as extra cheese or herbs. These cards can be placed at different points in workflows to dynamically enhance and adjust the process, performing any specific actions.
Main Flow — Function and Action Cards
Notice how, on the far right, one input of an Action Card connects to the Helper Flow. This is like the head chef calling in the sous chef for extra help to handle additional tasks.
You can edit the Helper Flow in the “Flow” tab or hit the “Open New Window” icon beside it.
Main Flow — Calling Helper Flow
Each flow, including Helper Flows, has its own Event, Function, and Action Cards. The Helper Flow’s Event Card is triggered by the Main Flow, similar to a head chef directing a sous chef. The subsequent Function and Action Cards handle data processing — filtering out inactive users (discarding expired ingredients), setting inactivity cutoffs (baking timer), and excluding active users (leaving out unnecessary ingredients). Each step ensures data is processed efficiently, just as a precise recipe ensures a perfect pizza.
Helper Flow
Helper Flows refine data for the Main Flow, with the far-right card executing the final step. Here, the Helper Flow’s Action Card compiles inactive users and updates the Main Flow’s table, similar to a Sous Chef garnishing a pizza before handing it back to the Head Chef.
Helper Flow — Handoff Data To Main Flow
With the Helper Flow providing the Main Flow with the necessary information, the Main Flow can now pass this data and complete the task of identifying inactive Okta users. Pizza is served.
Main Flow — Identified Inactive Okta Users
Discover new flavors with the Connector Builder and connect with any third-party app
Sometimes, standard recipes just don’t cut it, and you need something unique. This is where Okta’s Connector Builder comes in. Think of it as your custom pizza creator, allowing you to design and build tailored workflows that meet your specific needs. With Connector Builder, you can seamlessly integrate Okta Workflows with any third-party application by linking their APIs, creating flexible solutions that align perfectly with your organization’s existing systems and delivering a truly personalized Identity management experience.
Become the head chef of your workflows and automate any IT and security task with confidence
Now that you’re familiar with Workflows' features and capabilities, we encourage you to use our extensive library of 70 templates, 30 connectors, and 140-plus triggers, and build custom connectors with the Connector Builder. Start automating Identity-related IT and security tasks today.
- Begin by checking out our available templates.
- Enroll in the free flowgrammer course: Gain comprehensive training and practical insights to master workflow design and management.
- Visit the Help Center: Access a wealth of resources, guides, and tutorials to support your Okta Workflows implementation.
1These calculations represent an approximate amount of total savings based on Okta customers over one year (between May 2022 - May 2023)
