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Set up new starters automatically (and sync existing users) via Okta. Keep all your data in sync. |
Why set up the Okta integration?
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Have new joiners set up automatically.
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Sync all existing users.
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You can have users automatically created, deactivated, reactivated or updated from Okta via webhooks/Event hooks which you can configure within Okta.
How do I get access to the Okta integration
The Learn Amp team will need to enable the integration for you to access the details. Please contact us to get this set up for you. After this, the setup will be visible for admins and owners by clicking their profile image > Integrations > Okta.
Is there anything I need to be aware of before setting up?
Setting up teams and managers
Typically within Learn Amp the manager is set by the users 'Primary Team' (the teams manager, becomes their manager). However for this integration, the 'Primary Team' manager will be overridden with the individuals manager within Okta. This means that teams will not have a manager, so you may wish to set these up as a sensible default if the manager field is missing within Okta.
Managers can view team members details, objectives, 1-to-1s, set tasks for them etc.
(View our ideas on future improvements to the way teams and managers will be set up at the bottom of this article).
To set up your okta integration:
Note: All users must have a valid email address in HiBob for the integration to work.
What information can be synced?
First Name
Last Name
Email
Profile Picture
Title
Language
Location
Manager
Department (to be used for “Primary Team” within Learn Amp)
Custom fields (only if the custom field exists in Learn Amp)
Setup
Sign in to your okta account:
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You should get redirected to Okta admin dashboard.
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In the
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left hand side navigation
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,
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In the Features page make sure, that Event Hooks box is checked.
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In the top navigation bar, click Applications tab.
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Click Add Application.
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Click Create New App.
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Select Web as Platform.
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Select OpenID Connect as Sign on method.
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Click Create.
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Fill in the following form.
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Fill in Application Name.
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As Login redirect URIs provide:
Copy
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Next to Login redirect URIs click Add URI and provide:
Copy
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Click Save
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Click Done.
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If you get stuck, please refer to the Okta's documentation:https://developer.okta.com/docs/guides/saml-application-setup/overview/.
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On the bottom of the page, there is a Client Credentials panel.
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Copy Client ID and Client Secret and paste then into corresponding fields above.
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Click Sign On tab.
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Find OpenID Connect ID Token panel.
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Copy link next to issuer and paste the link in Issuer field above.
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Make sure, your user is assigned to the app.
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Click Assignments tab.
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From Assign dropdown and click Assign to People button.
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Click Assign next to your user name.
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Click Done.
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On the Okta site, in the top navigation bar, below Security tab click API link.
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Click Create Token button.
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Fill in the name field and click Create Token.
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Copy the Token Value and paste it into the API Token field above.
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Save the form.
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Before continuing integration, please make Okta admin user is assigned to the Okta app, in Okta domain.
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Congratulations! The integration is finalised!
expand Applications and click Applications link below
Click a button Create App Integration
In the modal which would pop up, from available options, select option OIDC - OpenID Connect
A second list of options would appear. Please select Web Application
Click button Next
In the General Settings panel, fill in App Integration Name
In the Client acting on behalf of a user make sure all 3 options are checked:Authorization CodeRefresh TokenImplicit (hybrid)
As Sign-in redirect URIs provide:
https://<subdomain>.learnamp.com/en-US/okta/auth_callbackClick Add URI and in Sign-in redirect URIs field fill:
https://<subdomain>.learnamp.com/users/auth/okta/callbackIn the Assignments select an option, which fits you the best
Click Save
From Client Credentials panel, copy value from Client ID and paste in the corresponding field above
From Client Credentials panel, copy value from Client secrent and paste in the corresponding field above
From General Settings panel, copy value from Okta domain and paste in the field *API URL above
In the Left Hand Side Menu, expand Security tab, and click API link
In the tabs on the top, click Tokens
Click Create Token
In the modal which would pop up, fill in What do you want your token to be named? field
Click Create Token
Copy value in Token Value and paste in to the field API Token above
Save the form above
When the page reloads, click the button Connect to Okta
Congratulations! The integration is now finalised!
Please follow these steps to enable instant updates (Event Hooks):
In the Left Hand Side Menu, expand Workflow and click Event Hooks
Click Create Event Hook button
Fill in Name
Fill in URL with:
https://<subdomain>.learnamp.com/webhooks/oktaFill in Authentication field with:
AuthorizationFill in Authentication secret with:
<secret-from-learnamp-okta-setup-page>Please add the following for Subscribe to events:
User assigned to app
User added to group
User's Okta profile updated
User unassigned from app
User deactivated
User removed from group
User reactivated
User deleted
Click Save & Continue
FAQ’s
How do I make sure the users Sync?
Users are synced at least once every 24 hours at 3am GMT, but will be 'immediately'* synced if...
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Note: Immediate means that the action will be immediately sent to the queue, sometimes at time of peak traffic there may be minor delays.
Future improvement to teams and managers
We
How are managers allocated when using OKTA?
Typically within Learn Amp the manager is set by the users 'Primary Team' (the teams manager, becomes their manager). However for this integration, the 'Primary Team' manager will be overridden with the individuals manager within Okta. This means that teams will not have a manager, so you may wish to set these up as a sensible default if the manager field is missing within Okta.
Managers can view team members details, objectives, 1-to-1s, set tasks for them etc.
In the future, to improve this we will give an option on the integration on how the manager will be handled by the system. How should managers be handled?We will also:
Set manager at an individual level: Directly match the data in Okta, by setting a manager on an individual using our 'Override manager' setting.
Set manager at a team level: When the first user is added to a team, take their manager as the manager of that team.
When will users be invited to join Learn Amp?
During your implementation period, the integration should be set up with the option “do not invite automatically” enabled to prevent users gaining access to the platform before it has been launched. Post launch, this feature will
disabled and new users will receive their email automatically shortly after their account is created in Learn Amp regardless of their start date.
Please let us know if you need any further help or have any suggestions for improvements to this article: support@learnamp.
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com