5 magical possibilities with Okta Workflows

1. Intelligent onboarding

There is a lot to remember before and during new hires. Intelligent onboarding can simplify and automate the start-up phase so that everything is in place and available from the first day at work.

• You can give the new employee access to selected systems from the time the employment contract is signed. For instance can the person be given the opportunity to carry out training in good time before the first day at work with an e-learning platform, as well as be invited to meetings and receive relevant information by creating an Office365 account.
• The nearest manager can be sent a reminder about the time a new employee is due to start, so that the manager can remember to order the necessary equipment such as a computer and mobile phone - and maybe flowers and a good wine?
• Another option is to set up SMS messages to be sent out at a specific time. How about giving a warm welcome to a new colleague the morning before the first day at work?

2. Signatures and agreements before access

If you have a new user, or if you have users who must have different access levels for security reasons, you can set up a workflow that ensures a smooth process.

The workflow connects to signing services that prepare agreements, confidentiality statements or other security provisions, and make these available for signing. It detects when the documents are signed and immediately assigns the correct access when the formal requirements are met.

3. Time-controlled access to infrastructure

Many companies use several sets of servers and different infrastructures. Therefore, it may not be desirable for those who are to maintain the infrastructure to have full access at all times, as this could pose a security risk.

One possibility is to connect a workflow to a case management system, which flags the need for work on various parts of the infrastructure. When a technician is assigned responsibility for a case, they get access to the current server - only during the period when the case is active.

4. Deactivating of passive accounts

Often companies have user accounts that are no longer in use and that are not detected by normal deactivation and offboarding processes.

One option is to set up a workflow that detects which accounts that have not been used in a selected period of time. You can then automate closing, deactivation and finally deletion. This also meets GDPR requirements regarding the processing of personal data and the deletion of personal data that is no longer needed.

5. Immediate handling of suspicious activity

If you have a security system in place that monitors user activity, it can be connected to a workflow. This can ensure that suspicious activity triggers limited access or immediate closure until the activity can be investigated further.

A typical case could be a user who usually logs in from Norway, suddenly logs in from a country on the other side of the world in the middle of the night.

The workflows can be set up and tailored according to needs and threat picture, and carry out the right measures in each individual situation. It is, for example, possible to make the workflows specify that the user must use strict multi-factor authentication until the situation has been clarified.