Prerequisites
You need to find a user who is an Administrator in the Okta account in your organization in order to complete the setup process.
If you log in to Okta and can not see the "Admin" menu in the top right, you are not an Administrator:
Find your Okta Domain
In the top right corner of your company's Okta home page, click on Admin.
Click the dropdown arrow in the top right where your email appears.
Hover over your-company.okta.com to copy the value and paste it back into the connection flow.
Create an Okta API Key
On the left menu, navigate to Security > API.
Under Tokens, press Create token.
Press Create token and enter a name for your token.
Copy the Token Value and paste it back into the connection flow.
There are three options available to configure the integration
1. Invite employees
This option allows you to choose whether to automatically invite employees to WorkFlex when they are added to the HRIS. If enabled, existing and new employees will be automatically invited to WorkFlex. If disabled, you will need to manually import employees into WorkFlex after the integration has been completed.
2. Sync employee's profile data
This option ensures that the employee's profile information is always up to date by automatically filling in and updating their profile fields.
3. Deactivate employees
This option gives you the option to automatically deactivate an employee's profile on WorkFlex when they are deactivated in your HRIS.
How to manually import your employees from Okta and invite them to WorkFlex
To import employees:
You can use the "Invite employees" button at the employee management.
A dropdown will appear, and you can select the "Invite employee from Okta" option.
Then, select the employee(s) that you want to add and click "Invite".
Key information to know about data synchronization between Okta and WorkFlex
The minimum set of data that will be pulled from Okta is first name, last name, status, employment type, email.
In addition to the required fields, you may also choose to sync additional data between Okta and WorkFlex. This includes the following fields:
→ Employee's social security number
→ Gender
→ Date of birth
→ Residential address
→ Job title
→ Department
→ Hire date
→ Manager's email address
If you require additional information or data fields beyond the standard ones, you can use Custom Fields. These fields allow you to add new, non-standard data fields to your HRIS platform. To ensure that these new custom fields are exposed via the API key, follow the instructions outlined in this guide. In case if you decide to use Custom Fields, please, make sure to notify WorkFlex's customer success team in advance.
To sync data for these fields, you will need to enable “Sync employee's profile data” and enable them in your Okta API credentials. This feature can save time and effort in keeping employee information consistent across both systems.
Data synchronization between Okta and WorkFlex is done every three hours, so any changes made in Okta may take up to three hours to be reflected in WorkFlex and will always update/change WorkFlex’s data.