The following are some questions and answers from the Okta Workflows community office hours on Thursday, September 5, 2024. I edit questions for clarity.

Consider posting your questions in the Okta Workflows community forum if there are no open spots in the next office hours session.

New to Okta Workflows

The Getting Started with Okta Workflows page has all the resources to help you get started.

Office Hours Questions and Answers

Our workflows are getting more complex every day, and I am looking for recommendations on best practices for change management, organization, error management, and processes to split up larger workflows. Backup and archive recommendations too.

• For error handling:
  • Mostly using the Error Handling – If Error card.
  • KB: How to Handle an External API Call Error in Workflows.
• For backup and archive:
  • Use the Flows – Export Flow and Folders – Export Folder cards.
  • KB: How to Create Flow or Folder Backup and Save It to Google Drive.
  • Template: Versioning for Flows and Folders.
• For change management:
  • We’re considering Google Docs-style in-product versioning. We don’t have a timeline for this capability.
• For organization:
  • Break large flows into the discrete tasks that are being performed when it makes sense. For example, if you look up a user’s groups to see if they’re members of XYZ, that could be its own helper flow.
• Make good use of folders and subfolders, and use helper flows to reuse logic when possible.

How do you pull values from a list?

There are several resources to help get values from a list.

• Video: Getting Started with Okta Workflows – Working with Lists.
• KB: How to Setup a Workflows Helper Flow (with For-Each and Streaming Cards).

I have several records in a table. How do I combine the records into a single message to send via email?

Use the List – Reduce card to iterate over a list and combine (reduce) record values into a single message. We have several resources to learn how to use the List – Reduce card:

• KB: How to Reduce a List to a Single Value – 3 Examples of Using the List-Reduce Card.
• KB: How to Reduce a List to a Single Value Using the Workflows Reduce Card.
• Video: Using the List – Reduce Card, Three Examples Reducing a List to a Single Value.
• Video: Learn About the Differences Between Three Workflows List Functions: For Each, Map, and Reduce.

How to set up a flow that emails users from a table when a users account is deactivated in Okta?

We have a KB showing how to do this: KB: Save Deactivated Users, Export as CSV, and Email in Workflows.

Interested in learning how to make our workflow better and learning how to use conditions such as if this value is returned and this value, then do this.

We have several resources to help learn how to set up if/then logic.

• KB: How to Set Up If/Else Logic in Okta Workflows.
• Other cards:
  • Branching – If/Else.
  • Branching – If/Elseif.
  • Branching – Continue If.
  • Error handling – If Error.

How do we restrict access to specific Workflows resources?

The Role-based Access Control (RBAC) capability helps with that.

• Access control.
• Resource permissions.

Okta Workflows resources

🍫 Get help from Workflows specialists during weekly community office hours.

📺 Learn from Workflows videos.

🛟 Share your flows and ask questions on the Okta Workflows community forum.

🙋🏻‍♀️ Get help from the community: join the #okta-workflows channel on MacAdmins Slack.