Learn the fundamentals of OKTA identity and access management platform. This guide covers organizations, users, groups, and the admin console to help you understand the core building blocks of OKTA.
Table of Contents
1. What is OKTA?
OKTA is a cloud-based identity and access management (IAM) platform that enables organizations to manage user authentication, authorization, and access to applications and services. OKTA provides single sign-on (SSO), multi-factor authentication (MFA), user provisioning, and lifecycle management capabilities.
OKTA acts as a central identity provider (IdP) that connects users to applications, whether they're cloud-based SaaS applications, on-premises applications, or custom-built applications. It eliminates the need for users to remember multiple passwords and provides administrators with centralized control over user access.
Key capabilities:
- Single Sign-On (SSO): Users authenticate once and gain access to all authorized applications
- Multi-Factor Authentication: Enhanced security through multiple authentication factors
- User Lifecycle Management: Automated provisioning and deprovisioning of user accounts
- Universal Directory: Centralized user profile and directory management
- API Access Management: Secure API access using OAuth 2.0 and OpenID Connect
- Adaptive Security: Risk-based authentication and threat detection
2. Organizations
An OKTA Organization (org) is the top-level container that represents your company or tenant in OKTA. Each organization is completely isolated and has its own:
- Users and groups
- Applications and integrations
- Policies and security settings
- Admin roles and permissions
- Billing and subscription information
2.1 Organization URL
Each OKTA organization has a unique URL in the format: https://<your-org>.okta.com. This URL is used to:
- Access the admin console
- Provide SSO endpoints for applications
- Access OKTA APIs
- Configure SAML and OIDC applications
2.2 Organization Types
OKTA supports different organization types:
- Production: Live environment for managing real users and applications
- Preview: Testing environment with limited features and data
- Developer: Free tier for development and testing purposes
2.3 Organization Settings
Key organization settings include:
- Company name and branding
- Domain verification
- Password policies
- Session timeout settings
- Email notifications
- API token management
3. Users
Users are the individuals who need access to applications and resources in your OKTA organization. Each user has a profile that contains information such as name, email, department, and other attributes.
3.1 User States
Users can be in different states:
- ACTIVE: User can log in and access assigned applications
- STAGED: User account created but not yet activated
- PROVISIONED: User account created in an application but not yet activated in OKTA
- SUSPENDED: User temporarily disabled, cannot log in
- DEPROVISIONED: User account removed from OKTA and applications
- LOCKED_OUT: User account locked due to failed login attempts
3.2 User Profile
Each user has a profile containing:
- Basic information (first name, last name, email)
- Contact information (phone, mobile, address)
- Organizational attributes (title, department, cost center)
- Custom attributes (defined by administrators)
- Authentication credentials
- Group memberships
- Application assignments
3.3 User Creation Methods
Users can be created through:
- Manual creation: Admin creates users individually in the admin console
- CSV import: Bulk import users from a CSV file
- Directory integration: Sync users from Active Directory, LDAP, or HR systems
- API: Programmatic user creation using OKTA APIs
- Self-registration: Users register themselves through OKTA's self-registration flow
4. Groups
Groups are collections of users that simplify user management and application access control. Instead of assigning applications and permissions to individual users, you assign them to groups, and all group members inherit those assignments.
4.1 Group Types
OKTA supports different group types:
- OKTA Groups: Groups created and managed directly in OKTA
- Directory Groups: Groups synced from Active Directory or LDAP
- App Groups: Groups created within specific applications
- Dynamic Groups: Groups based on user profile attributes (rules-based)
4.2 Group Use Cases
Common use cases for groups:
- Application assignment: Assign applications to groups instead of individual users
- Policy assignment: Apply sign-on policies, password policies, and MFA policies to groups
- Role-based access: Define roles through group memberships
- Department organization: Organize users by department, location, or function
- Provisioning rules: Control how users are provisioned to applications based on group membership
4.3 Group Management
Groups can be managed through:
- Admin console UI
- OKTA API
- Directory integration (for synced groups)
- Group rules (for dynamic groups)
5. Admin Console
The OKTA Admin Console is the web-based interface where administrators manage users, groups, applications, policies, and security settings. It provides a centralized dashboard for all identity and access management tasks.
5.1 Main Navigation
The admin console is organized into main sections:
- Dashboard: Overview of system health, user activity, and recent events
- Directory: Manage users, groups, and user profiles
- Applications: Configure and manage application integrations
- Security: Configure authentication, policies, and threat detection
- Reports: View system reports, audit logs, and analytics
- Workflows: Create automation workflows for user lifecycle management
- Settings: Organization settings, branding, and integrations
5.2 Admin Roles
OKTA provides different admin roles with varying levels of access:
- Super Admin: Full access to all features and settings
- Org Admin: Access to most features except billing and some security settings
- User Admin: Manage users, groups, and basic application assignments
- Application Admin: Manage applications and their configurations
- Read-Only Admin: View-only access to configuration and reports
- Custom Admin: Custom role with specific permissions
5.3 Common Tasks
Common administrative tasks in the console:
- Create and manage users
- Assign users to groups
- Add and configure applications
- Assign applications to users or groups
- Configure authentication policies
- Set up MFA requirements
- Review audit logs and reports
- Configure directory integrations
6. Getting Started
To get started with OKTA, follow these initial steps:
6.1 Create an OKTA Account
- Sign up for an OKTA developer account at
developer.okta.com(free) or contact OKTA sales for an enterprise account - Verify your email address
- Complete the initial setup wizard
- Note your organization URL (e.g.,
https://dev-123456.okta.com)
6.2 Initial Configuration
- Configure your organization settings (company name, domain)
- Set up password policies
- Configure email notifications
- Review and adjust security settings
6.3 Create Your First User
- Navigate to Directory → People
- Click Add Person
- Enter user details (first name, last name, email)
- Set user type and role
- Click Save to create the user
- The user will receive an activation email
6.4 Create Your First Group
- Navigate to Directory → Groups
- Click Add Group
- Enter group name and description
- Add users to the group
- Click Save
6.5 Next Steps
After setting up your basic OKTA organization:
- Configure directory integration (if using Active Directory or LDAP)
- Add your first application
- Set up authentication policies
- Configure MFA requirements
- Review OKTA's security best practices
Summary
OKTA provides a comprehensive identity and access management platform built on the foundation of organizations, users, groups, and the admin console. Understanding these core concepts is essential for effectively managing identity and access in your organization. The organization serves as your tenant, users represent individuals who need access, groups simplify management, and the admin console provides the interface for all administrative tasks.
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