Managing Identity-Driven App Assignments with Okta

The integration ensures that only applications assigned to users in Okta are reflected in AppVentory, establishing a single source of truth for identity-managed SaaS applications.

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How the Integration Works

The Okta integration is credential-based and relies on an Okta API Services application configured in the Okta Admin Console.

1. An API Services application is created in Okta with required scopes enabled.
2. The Client ID, Client Secret, and Okta Domain are generated.
3. These credentials are entered into AppVentory’s Okta integration page.
4. The integration is then connected and used for synchronization.

Synchronization Behavior

• Synchronization is on-demand via the Sync Now action.
• Each sync retrieves:
• Application assignments
• User-to-application relationships
• Departmental data (if available in Okta)
• A confirmation notification is displayed after each successful sync.
• Sync history records each execution, including timestamp and number of applications fetched.
• Synced applications appear in the Applications section.
• Connected users appear in the Organization page.

Deactivation Behavior

• Deactivating the integration stops all future synchronization.
• Previously synced data remains intact for auditing and historical analysis.

Setup Guide

Step 1: Start Connection

1. Navigate to the Apps page in AppVentory.
2. Locate Okta under supported identity providers.
3. Click Connect Now.
   
   

Step 2: Create Okta Developer Account (if needed)

1. In Okta Developer Console, click Start Free Trial.
2. Complete required fields (name, email, etc.).
3. Confirm reCAPTCHA and activate via email.
4. Set up password.
5. Install Okta Verify mobile app.
6. Scan QR code to complete multi-factor setup.
   
   

Step 3: Create Okta Application

1. In Okta Admin Dashboard, create a new application.
2. Provide:
• App Name
• App Icon
3. Navigate to API Services tab.
4. Enable required scopes.
   
   

Step 4: Generate Credentials

1. Click Test → Install and Authorize in Okta.
2. Copy:
• Client ID
• Client Secret
• Okta Domain
3. Paste these into AppVentory’s Okta integration page.
4. Click Connect.
   
   

Step 5: Configure App Assignments in Okta

1. Navigate to Applications → Browse App Catalog.
2. Select an application (e.g., Salesforce).
3. Complete setup (Integration → Next → Done).
4. Assign users via Assign to People.
   
   

Step 6: Sync Data into AppVentory

1. Return to AppVentory Integration page.
2. Click Sync Now.
3. Confirm sync success notification.
4. View:
• Sync History tab (audit logs)
• Applications page (synced apps)
• Organization page (users)
  
  

Step 7: Manage Integration

• Click Deactivate to stop syncing.
• Historical data remains available in AppVentory.

Integration Capabilities & Limitations

What the Integration Can Do

• Sync application assignments from Okta
• Provide a single source of truth for identity-managed SaaS applications
• Fetch departments from Okta (where available)
• Capture user-to-application relationships for governance and ownership decisions
• Maintain sync history for auditing and tracking
• Retain all synced records after deactivation
  
  

Known Limitations

• Only assigned applications are synced (unassigned catalog apps are excluded)
• One Okta tenant per AppVentory account (no multi-tenant aggregation)
• One-way integration only (no provisioning or deprovisioning in Okta)
• Sync is manual (no continuous/real-time sync)
• Deactivation does not delete historical data

Data Mapping

Data Not Extracted

The integration does not sync:

• Unassigned applications in Okta catalog
• Okta policies, MFA settings, groups, or sign-on rules
• Login or usage event logs beyond assignments
• Spend, billing, or financial data

Security & Data Handling

• Authentication uses an Okta API Services application controlled by the customer
• Customers define required API scopes during setup
• Credentials (Client ID, Client Secret, Okta Domain) are stored securely within AppVentory configuration
• Integration can be deactivated at any time to stop data synchronization

Business Value

For Organizations

• Centralized visibility of SaaS applications tied to identity access
• Eliminates spreadsheet-based SaaS tracking
• Aligns software inventory with actual access control systems
• Supports SaaS governance, access reviews, and ownership tracking
• Enables structured application portfolio management

For Advisors & Accountants

• Quickly obtain a complete assigned-app landscape for Okta-based clients
• Identify redundant or underutilized SaaS tools
• Use historical sync data for recurring audits and quarterly stack reviews
• Support SaaS rationalization and compliance reporting

Notes

• Each AppVentory account supports only one Okta tenant
• Sync frequency is user-controlled via Sync Now
• Deactivation preserves historical records for reporting and analysis
• Only Okta-assigned applications are reflected in AppVentory after sync

If you need further assistance, please contact our dedicated customer support team at support@appventory.com, who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.