5 powerful ways to use Okta Workflows

1. Automated onboarding

There is a lot to remember before and during the onboarding of new employees. Automated onboarding can simplify the process and ensure that everything is in place from the first day at work.

• A new employee can be given access to selected systems as soon as the employment contract is signed. For example, they can complete training through an e-learning platform before their first day or receive information and meeting invitations through a Microsoft 365 account.

• The employee's manager can receive a reminder before the new employee starts, making it easier to ensure that necessary equipment such as a computer and mobile phone is ready.

• Another option is to schedule SMS messages to be sent at a specific time. How about giving a new colleague a warm welcome on the morning of their first day?

2. Signatures and agreements before access

For new users, or users who require specific access for security reasons, a workflow can help ensure a smooth and secure process.

The workflow can connect to signing services that prepare agreements, confidentiality statements or other security documents and make them available for signing. Once the documents are signed, the workflow can automatically grant the appropriate access.

3. Time-limited access to infrastructure

Many companies use multiple servers and different types of infrastructure. Giving those responsible for maintaining the infrastructure permanent access may not be desirable, as this can pose a security risk.

One option is to connect a workflow to a case management system that identifies when work is required on specific parts of the infrastructure. When a technician is assigned to a case, they are automatically granted access to the relevant server, but only for as long as the case is active.

4. Deactivating inactive accounts

Companies often have user accounts that are no longer in use but are not detected by standard deactivation and offboarding processes.

A workflow can identify accounts that have not been used for a defined period of time and automate their closure, deactivation and, eventually, deletion. This can also support data retention and GDPR compliance by helping remove accounts and personal data that are no longer needed.

5. Automated response to suspicious activity

If you have a security system that monitors user activity, it can be connected to a workflow. This allows suspicious activity to trigger restricted access or immediate account suspension until the activity has been investigated.

A typical example could be a user who normally logs in from Norway suddenly logging in from a country on the other side of the world in the middle of the night.

Workflows can be tailored to your needs and threat landscape and trigger the appropriate response in each situation. For example, a workflow can require the user to complete additional multi-factor authentication until the situation has been clarified.