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  • Introduction

    This walk-through demonstrates how to create a lightweight reporting flow that captures Okta events and stores them in a table and Excel Online. The example event is “User is suspended in Okta.”

    There are four tasks in this tutorial:

    1. Build the basic flow
    2. Add a table to the flow
    3. Add a spreadsheet to the flow
    4. Trigger the flow

    Before you begin

  • Build the Flow

    1. In Admin Console, go to Workflow > Workflows Console.
    2. In Workflows console, click New Flow. Or, if you have a folder where you’d like to store the Flow, open it and click Create a Flow Now.
    3. Click Add New Event, and then select Okta from the menu of applications.
    4. In the Okta events menu, select User Suspended.
    5. In Workflows console, click Function, and then select Compose.
    6. In the Compose card, type the following message: Hello, the user with username has been suspended. Just wanted to make you aware. (Leave a blank space after username.)
    7. Drag and drop the user’s Alternate ID field from the Okta - User Suspended card to the blank space in the Compose card.
    8. In Workflows console, go to Add Another > App Action.
    9. Select Office 365 Mail from the menu of applications, and then choose Send Email from the actions menu.
    10. If you haven’t authenticated your Office 365 account, complete the prompt steps.
    11. In the Send Email card, enter an email address into the To field.
    12. Drag and drop the output from the Compose card to the Body field of the Send Email card.
    13. Enter User Suspension Notification in the Subject field of the Send Email card.
  • Add a table to the Flow

    1. In Workflows console, click New Table. Or, if you have a folder where you’d like to store the Flow, open it and click Create a Flow Table.
    2. Enter a name for your table.
    3. Click New Column. Call it userName, choose a Field Type of Text, and then click Create.
    4. Click New Column. Call it Name, choose a Field Type of Text, and then click Create.
    5. Click New Column. Call it Date, choose a Field Type of Date, and then click Create.
    6. In your workflow, go to Add Another > Function > Tables. In the Tables menu, select Create Row.
    7. In the Create Row card, click Choose Table, and then select the table that you just created.
    8. Confirm the selected table in the Create Row card, and then click Done.
    9. Map your table fields:
      • Drag and drop the the Alternate ID field from the User Suspended card to the userName field of the Create Row card.
      • Drag and drop the the Display Name field from the User Suspended card to the Name field of the Create Row card.
      • Drag and drop the the Date and Time field from the User Suspended card to the Date field of the Create Row card.
  • Add an Excel Spreadsheet to the Flow

    1. In Workflows console, go to Add Another > App Action.
    2. Select Excel from the menu of applications, and then choose Add Row from the actions menu.
    3. In the Add Row card, choose User Suspension Report from the Workbook menu.
    4. In the Add Row card, choose the appropriate sheet number from the Worksheet menu.
    5. Click Done.
    6. Map your table fields:
      • Drag and drop the the user’s Alternate ID field from the User Suspended card to the Column A field of the Create Row card.
      • Drag and drop the the Display Name field from the User Suspended card to the Column B field of the Create Row card.
    7. Click Save, and then name your flow. Be sure to select Save All Data.
    8. In Workflow console, toggle the Flow is OFF switch to ON.
  • Trigger the Flow

    Note: Enabling the flow takes about 60 seconds. After saving and turning on your flow, wait a minute before you attempt to trigger it.

    1. In Admin Console, go to Directory > People.
    2. Select your test user, and in their More Actions menu, click Suspend.
    3. In Workflows console, click Flow History.
    4. Verify that each card in your flow has a success check mark.
    5. Verify that your received the User Suspension Notification email.
    6. Verify that your new table contains the suspension (you may need to refresh your browser).
    7. Verify that your Excel spreadsheet contains the suspension (you may need to refresh your browser).
  • Video Walkthrough