1. Can I temporarily pause my integrations?
Yes, you can click "Stop" next to any of your workflows and restart it when you like!
Any employee that you onboard/offboard while the integration is stopped, may need to be created manually. The integration will still attempt to onboard/offboard employees based on the trigger conditions specified under each workflow (e.g. start date for new hires and effective termination date for offboardings). However, there is a risk we don't offboard/onboard someone if the integration is stopped and re-started.
2. How do I know if an Integration ran successfully?
To know if an integration ran successfully, there's three ways:
- Check the latest sync timestamp under your specific integration flow.
- Check the Firstbase App to see if an employee was onboarded, offboarded or updated successfully.
- Check the email summary we send out daily with results from the specific workflow sync.
3. What are the available "Integration Field" options when customizing my integration?
There's several integration field options you can use when customizing your integration. They include:
| Integration Field | Examples |
|---|---|
| Country |
UK, SG Note: Must follow standard standard 2 character ISO country codes. More info here. |
| Group Type |
This can be one of four values available in your Okta account. You must specify which one you are using: Department, Division, Cost Center or Organization |
| Group Name | Marketing, Engineering, Product, Operations, etc. |
| Employment Type |
Okta does not have a base attribute for employment type field. This must be configured as a custom field in your Okta instance and be named "employmentType". Examples of values you may want to add under this "employmentType" field include Part-Time, Full-Time, Contractor, etc. |
|
Status |
Active, Inactive |
| Custom 1, 2, 3 | We are able to use additional custom fields that you've built in your Okta instance in addition to above. However, this needs to be mapped internally. Contact your CSM to learn more. |
4. How do I use the different integration fields to configure my package mapping?
You can map your packages using one or multiple attributes. For example, let's say you want to assign a "Customer Success" package based on the employee's country being US or UK and department being Customer Success. Here's how you'd set it up:
- Country would be US or UK
- Group Type would = Department
- Group Name would = Customer Success
- Package would be set to "Customer Success"
5. What operators are available and how do they work?
In general, you can map packages using the six available operators:
-
= Allows for a unique value.
- Example: "DEPARTMENT" = "Engineering"
-
≠ Allows for a unique value.
- Example: "DEPARTMENT" ≠ "Engineering"
-
IN - Allows for comma separated values.
- Example: "DEPARTMENT" IN "Engineering"
-
NOT IN - Allows for comma separated values
- "Employment Type" NOT IN "Engineering"
-
LIKE - Allows for comma separated values. Useful when you have small different variations for a given field. Like Sales - Contractor; Engineering - Contract; Operations - Contractor...
- Example: "Employment Type" LIKE "Contractor"
-
NOT LIKE - Allows for comma separated values. Useful when you have small different variations for a given field. Like Sales - Contractor; Engineering - Contract; Operations - Contractor...
- Example: "Employment Type" NOT LIKE "Contractor"
All conditions are AND conditions, meaning we'll consider all when assigning a package. There's no OR conditions today.
6. What options can I use to map my departments or divisions to packages?
To map packages to departments or division, we use two fields on our side called "Group Type" and "Group Name". Here's how both work:
- Group Type is the name of the field we should be looking at. There's four possible values: Department, Division, Cost Center and Organization.
- Group Name is the actual value for this field per employee. For example: Marketing, Operations, Engineering, etc.
When setting up your integration, map both group type and group name so we know the exact values to look for.
7. What start date is assigned to onboarding employees?
Okta does not have a base attribute field for start date. As such, we assign the "Created at" date as a workaround.
We are able to map to a different custom field if the organization has a different field set up in Okta for this. Please contact your CSM if you are interested in this option.
8. Can I map my packages to a different field than department or division? For example, cost center?
Yes. Just set "Cost Center" as the Group Type, and the Group Names should align to your cost centers, when configuring package mapping rules. See screenshot below for an example:
9. I want to use a different custom field to onboard/offboard certain employees or map my packages in Firstbase. How can I do this?
There’s two options here:
-
- For your onboarding integration only, you can add a custom field in Okta called “Firstbase” which can have two values: True or False. We’ll only onboard employees that have the Firstbase = True flag.
- We can work with you to use different custom fields in Okta to define customization options in your onboarding setup.
- Under the available integration fields, there's two fields called "Custom 1" and "Custom 2".
- We can map any of these fields to a field from your HRIS.
- We'll need to work with you to map it and ensure we are getting this information when the data syncs.
- If you are interested in exploring this option, please reach out to your CSM and we’ll schedule time with you to configure it.
10. I want to use a custom field to populate the start date for my users instead of the "Created At" date. Can this be done?
Yes. Please contact your CSM and we can schedule time to map your employee's start date to a field different than the "created at" date.
11. I have a custom need or separate question, how can I get help?
Please contact your CSM so he can share your request with the product and engineering team.