Okta

Trelica connects to Okta using an Okta API token.

This is used to:

List your Okta users, and which groups they are in.
List the applications your users are assigned to.
Read the date/time that users last logged in to applications through Okta from the Okta audit log.

If you enable Provisioning or Deprovisioning then you can also:

Assign and unassign users to and from applications in Okta
Create and suspend users in Okta
Run additional workflow actions related to onboaring and offboarding
Automate access requests that assign users to Okta groups or apps to grant access

Okta API tokens are granted the permissions of the user who issued them.

We always recommend limiting the permissions of access tokens to the minimum required and these instructions describe how to create a specific Trelica API user with the minimal permissions needed.

If you change permissions you will have to recreate the Okta access token.

If you're wanting to configure Okta SSO with Trelica please read the dedicated article on SAML configuration.

There's also an article about how Trelica works with Okta particularly relating to approaches to onboarding and offboarding.

Creating an Okta user with limited permissions

Create a new custom role

Go to Security > Administrators and click the Roles tab.
Click Create new role
Enter the name Trelica
Enter an appropriate description, e.g. if the role is going to allow provisioning and deprovisioning, then enter something like Trelica usage, provisioning & deprovisioning

Add the following permissions:

Permission to include	Connection feature	Needed for
User permissions
Create users	Provisioning	Provision user
Suspend users	Deprovisioning	Suspend user
Clear users' sessions	Deprovisioning	Revoke all active Okta sessions for a user
Unsuspend users	Provisioning	Activate user
Activate users	Provisioning	Activate user
Deactivate users	Deprovisioning	Deactivate user
View users and their details	Default
Reset users' passwords	Deprovisioning	Reset password
Reset users' authenticators	Deprovisioning	Reset all MFA factors
Edit user's application assignments	Deprovisioning	Removing access from an app / Assigning access to an app / Access requests
Edit user's profile attributes	Provisioning	Set Okta Profile attribute
Edit users' group membership	Provisioning	Provision user / Add to group / Remove from group / Access requests
Group permissions
Edit groups' application assignments	Deprovisioning	Removing access from an app / Assigning access to an app / Access requests
Manage group membership	Provisioning	Provision user / Add to group / Remove from group / Access requests
View groups and their details	Default
Applications permissions
View application and their details	Default
Edit application's user assignments	Deprovisioning via Okta	Deprovision user / Access requests

Click Save role

If you change permissions at a later date you will have to recreate the Okta access token.

Create a new resource set

Go to Security > Administrators and click the Resources tab
Click Create new resource set
Enter the name All resources and an appropriate description.
Clicking Add another resource type to add resources for Users, Groups and Applications.
For each type, select 'All users', 'All groups', 'All applications' respectively (or restrict according to specific requirements you may have).
Click Create

Create a new person

Okta API tokens are linked to a user account so we need to create a new user account which can be used to issue the API token.

Go to Directory > People
Click Add person
Enter details
- First name: Trelica
- Last name: API
- Username & Primary email: (your choice)
- Choose Set by admin for the password, and untick User must change password on first login
- Enter a strong password
- Click Save

Assign the new person administrative rights

Go to Security > Administrators and click the Admins tab
Click Add administrator
Search for and select the Trelica API person you just created

Now we need to add the required roles. For each role click Add assignment.

Role	Usage
Read-only Administrator	Read-only access to Okta data. This is required because the assignable permissions don't include access to the Okta audit log which is needed to analyze last usage data.
Trelica	Specific permissions to modify users and groups
Organization Administrator	Only assigned temporarily, but this is needed to issue the API token. Once the token is issued you will be shown how to remove this role assignment.

When you add the Trelica role, then you will need to choose a resource set. Use the All resources set that you created earlier.

Once you're done, don't forget to scroll to the top of the page and click Save changes.

Creating an Okta API token

Go to Security > API > click the Tokens tab, and then click Create Token:

Enter a name for the token, e.g. Trelica and click Create Token:

The token will now be shown:

Click the Clipboard icon to copy it to the clipboard, click OK, got it and then paste the token into Trelica when you connect to Okta.

Removing the Organization Administrator role

The Organization Administrator role is only required to issue the API token. Once the token has been issued you should remove this role.

Login to Okta as a full administrator.
Go to Security > Administrators and click the Admins tab
Find the Trelica role in the list, click Edit and choose Edit assignments

Click the trash icon by the Organization Administrator role

Click Save Changes (at the top of the page)
Confirm the assignment deletion in the dialog box that appears.

People directory profile fields retrieved by Trelica

By default Trelica pulls the following default fields from Okta People directory profiles:

Trelica	Okta profile attribute name
Job title	`title`
Line manager	`managerEmail`, `manager`, `managerId`
Team	`department`
Location	`location`
Cost center	`costCenter`
Employee number	`employeeNumber`
Employee type	`userType`
Start date	`hireDate`, `HireDate`, `startDate`, `employee_start_date` Trelica tries to parse most date formats. `xx-xx-yyyy` is ambiguous and is interpreted as `mm-dd-yyyy` on app.trelica.com and `dd-mm-yyyy` on eu.trelica.com.
Leaving date	`future_termination_date`, `TerminationDate`, `terminationDate`, `termDate` Trelica tries to parse most date formats. `xx-xx-yyyy` is ambiguous and is interpreted as `mm-dd-yyyy` on app.trelica.com and `dd-mm-yyyy` on eu.trelica.com.
Personal email	`personalEmail`
Time-zone	`timezone`

Okta statuses are mapped in Trelica as follows:

Trelica	Okta status
Active	`Active`, `Password Expired`, `Provisioned`
Invited	`Staged`
Suspended	`Suspended`, `Recovery`
Inactive	`Deprovisioned`

If you need support for mapping custom schema items, or other changes, please contact support@trelica.com.

Trelica also extracts the Okta groups that each person is a member of.

How does Trelica deprovision users from applications in Okta?

Users are associated with applications in Okta through an 'assignment' that links the user to the application.

Typically group membership is used to assign users to applications (e.g. members of the 'All staff' group are assigned to 'Airtable').

Okta's API supports modifying this assignment on a per user basis: even though a user might be assigned via group membership, this assignment can be converted to a 'user' scope assignment and then the assignment removed.

The user will no longer see the app in Okta, and if Okta has a SCIM connection to the application that the user was assigned to, then SCIM deprovisioning is triggered and the user is also removed from the underlying application.

This means that Trelica can instruct Okta to remove a user from an application, even if the assignment was originally through group membership, without having to remove the user from a group (which might have broader implications).

You can reverse this process (using the Convert assignments button in Okta).

FAQs

Is there a way to terminate a user's Okta sessions and log them out of all apps that they've signed in to via Okta?

No. This isn't possible because once Okta has logged someone in, then it has no control over their access to the application in question.

See: https://support.okta.com/help/s/article/How-does-Okta-end-active-application-session-after-revoking-access-to-a-managed-SAML-application?language=en_US

Does Trelica import bookmarked apps?

Trelica returns bookmark applications that have been added by an Okta administrator via the Admin UI, since these have Okta assignments for people and or groups. It doesn't, however, return personal bookmarks due to API restrictions and the fact that the data quality is potentially poor and very noisy.

Administrator created bookmarks don't get created as recognised apps in Trelica, so won't display in the default filter on the application list when you load it. To see these apps currently go to the Applications list, select the All apps filter and then add a filter for Source = Okta.

To make these apps appear in the default application list we recommend editing each relevant app to set the Audience to Business.