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I'm a Service Provider: New Employees & Okta Accounts Follow

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Lara Jan Vensy Benitez
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 Pre-requisites: Special Service Provider permissions are required. Okta accounts will be created automatically by the system if it is not a state.gov or already registered in Okta.

 

Topics Covered
New Employees
Okta Accounts
Bulk Import Feature

Target Users
All Users

Required Permissions
Service Provider

atlas_w.png

 

Introduction

To access ATLAS Workflows, an Okta account is required. The Okta account replaces the ADG account (name@departmentofstate.onmicrosoft.com). Every DOS employee with a state.gov email address already has an Okta account. For employees of other agencies, an Okta account is also required and can be created as needed.

 

Okta Accounts

This functionality can be used for:

  • New users who do not currently have an account.
  • Current users without an Okta account.

There are two options to verify and create Okta accounts.

Option 1: Through the New Employee Section

Go to the Dashboard menu, scroll down to the Service Providers section, and click New Employee.

In the Search for Employee section, enter the employee's email address and click the Verify Okta button.

If no Okta account is found:
Click the Create Okta & Workflows Account button to create a new Okta account. This will redirect you to the New Account Invitation page.

If the Okta account already exists:
Click the Create Workflow Account button. This will redirect you to the New Account Invitation page.

Incomplete Registrations

If a Service Provider attempts to create an account for a user who already exists in the system but has not completed their registration, the following prompt will appear:

"An Incomplete Registration with that Email Account exists. Click 'Delete Incomplete Registration' to delete the registration and create a new invitation."

In this case:

  1. The Service Provider should select Delete Incomplete Registration.
  2. The system will remove the incomplete registration and redirect to the New Account Invitation page.
  3. From there, create a new account for the user.

Note: Ensure the user does not already have an account with another government agency to avoid creating duplicate accounts. Personal email accounts can be used as a temporary solution until the employee has an official account.

Option 2: Through the Manage Logins Section

Go to the Dashboard menu, scroll down to the For Service Providers section, and click Manage Logins.

This page displays all accounts without linked Okta accounts. You can search for the user by name or select from the available list.

Click the Add Okta Account button, which opens the Update Okta Email window.

If the Okta account exists:
Click Verify/Save to confirm. No further action is required in the Manage Logins section. Proceed to the New Employee section to add the user.

If the Okta account does not exist:

Click Create Okta Account to generate a new account.

Bulk Import Feature

If you're looking to efficiently onboard a large number of new employees in ATLAS Workflows, the Bulk Import feature is here to help.

Go to the Dashboard menu, scroll down to the Service Providers section, and click New Employee to open a new window.

On the New Employee page, locate the Actions section and select Import to initiate the bulk upload process.

Step 1: Download the Template and Populate Account Invitations
If you don't already have a pre-prepared Excel file for the import, you can download the provided template directly from this section.

Fill out the template with the necessary details for the employees you want to add. These details will include:

  • Account information
  • Employment details such as organization, employment type, and agency.

Step 2: Select the File to Upload the Account Invitations

Once you've populated the template, use the File Upload button in the import section to re-upload your filled-out Excel file.

After uploading, click the Import button to begin the bulk import process. 

In the Confirm Account Invitation Import section, review the results of the import. This section provides details about the success or failure of the import process.

Click Complete Import to finalize the process. The system will automatically process the file and add the new employee accounts

Reference Codes for Accuracy

To ensure accuracy while filling out the template, Reference Codes are provided below the import section.

These codes help you map critical details correctly, including:

  • The organization the employee will belong to.
  • The specific employment type.
  • The agency tied to the employee's invitation.

 

Related Videos:

 

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.

 


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