How We Automated User Provisioning with a Customized Okta Workflow Solution

Challenge: Outdated HR software hindering streamlined operations and user provisioning

The client had a dedicated HR system that was outdated & hectic to handle day-to-day workplace operations. For instance, whenever an employee is on board, a dedicated resource from the HR team must validate & upload user profile data. Further, by surpassing complex endpoints and a Java-based legacy application the right accessibility options are granted to the specific employee.

This manual user provisioning workflow consumed effort and was prone to human errors. Also, there was a delay in user provisioning, resulting in a lack of resource utilization. So, they were searching for a team of experts who could simplify their HR & user provisioning workflows.

Solution: Streamlined user provisioning with customized Okta workflow automation

zeb experts analyzed the client’s application architecture and their user provisioning business logic. Based on our assessment, we proposed implementing custom Okta workflow solutions to provision user identities directly from HRMS through AWS Lambda.

We leveraged AWS Lambda to synchronize employee datasets across HRMS, database, & Okta workflows. This data synchronization ensures precision, consistency, & up-to-date employee information. After consolidating the data, Okta workflows initiate the prerequisite validation process, wherein the mandatory attributes of the user profile are verified. If any data is void, missing, or incomplete, alert notifications are promptly sent to the HR department for their attention.

After successful completion of pre-requisite validation, the Okta workflow generates username & primary email ID based on predefined business logic. In addition to the above validations, Okta Workflows validate the oneness of generated Okta & active directory accounts to avoid identity duplications. To further enhance the user experience, we integrated Okta with Office 365 and created identical Microsoft accounts, eliminating the need for separate login credentials.

Based on the threshold data volume of user data, AWS Lambda triggers the Okta workflows to perform the following actions:

• The user profiles are created based on customized logic as per the business needs.
• If there are any changes in the existing employee or user records, the Okta Workflow modifies, de-activates, and re-activates the user provisioning features.

After creating user profiles, the birthright accessibility will be assigned based on the group rules and the user credentials are shared with the respective users and IT managers.

Right from generating the unique username to provisioning birthright accessibility, the entire user provisioning workflow was automated, resulting in improved productivity & precise user profile records.

Benefits: Efficient and seamless process with automated HR processes

• The client experienced a 90% reduction in efforts in the user provisioning process.
• The client could easily generate Okta, O365, and active directory user accounts with appropriate birth rights based on customized business logic without any human intervention.
• HR and IT teams could focus on strategic tasks than generating user accounts without any duplications. They could achieve a 78% increase in productivity and accuracy.
• The client’s identity lifecycle has been modernized to an orchestrated, cloud-based user provisioning workflow from a complex, on-prem environment.
• They had no more hassles of complex user account creation and birthright provisioning.

Streamline your user lifecycle management with our tailor-made solutions today

zeb experts can build the customized identity lifecycle management for your enterprise right from square one or remediate the existing system based on your business needs. With our customized identity solutions, your IT teams could slash the manual efforts and focus on potential tasks.

If you’re struggling with identity lifecycle automation, our IAM team is ready to guide you. With our expertise, we can devise a bespoke solution that supports your unique business needs.
Connect with us now.