Automate Okta Workflows

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Automate Okta Workflows

User Creation With Email Picker

Why should you use User Creation With Email Picker?

This pattern lets your IT or HR team create Okta accounts in a standardized way that doesn’t require copy/pasting into a spreadsheet or looking up and typing out emails, which can both be prone to error.

Ideally, you can get the data needed through a combination of new employee intake forms, HRIS, or recruiting software.

Instructions

You collect personal information from your new hires (i.e. through a Coda form, a recruiting software

Pack like Greenhouse⁠

, or we can help build a pack for your HRIS). That information is mostly aggregated into the

Okta User Creator⁠

table below.

Your recruiting or HR team enters any missing information like manager, department, etc. FYI you can also install an HRIS Pack for this.

Fill out the ‘email domain’ below. Currently set to

coda.io

⁠

The table will automatically select an email address for the user that doesn’t conflict with any other Okta user’s login.

This is done using logic you can specify using Coda’s formulas. In the example below, I prioritize firstName@coda.io, firstInitialLastName@coda.io, then firstNameLastName@coda.io as email naming conventions for new hires. Since we already have a user with the username oleg@coda.io, the new Oleg’s next available login is onotvaskevich@coda.io

Your HR or IT team either clicks the Create button to create accounts or you can set up an automation to press the Create Users buttons if a new hire’s start date is X days out.

When the Okta pack creates the user, it can be set up to include all the user attributes entered in the table and uses the Next Available login as the user’s primary Login ID.

Email domain:

coda.io

⁠

Okta User Creator

Okta User Creator

First Name

Last Name

Department

Manager

Personal Email

Next Available login

Create

Bobbulus

Examplety

Engineering

⁠

bobexam@test.com

⁠

bobbulus@coda.io

Create Usr

Oleg

Notvaskevich

Engineering

oleg2@test.com

onotvaskevich@coda.io

Create Usr

There are no rows in this table

⁠

Okta Users

Okta Users

⁠

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