Okta

Okta is our enterprise identity and access management platform that provides secure single sign-on (SSO) to all company applications.

Overview

Okta provides:

• Single sign-on (SSO) to all company applications
• Multi-factor authentication (MFA)
• User provisioning and lifecycle management
• Secure access from any device
• Password management integration

Getting Started

Initial Setup

Step 1: Receive Your Okta Account

1. Check your email for the Okta activation email
2. Subject line will be: "Activate your Okta account"
3. Email will come from noreply@okta.com

Step 2: Activate Your Account

1. Click Activate Okta Account in the email
2. Create your password:
   • Minimum 8 characters
   • At least one uppercase letter
   • At least one lowercase letter
   • At least one number
   • At least one special character
3. Set up security questions
4. Click Create My Account

Step 3: Set Up Multi-Factor Authentication (MFA)

Required for all users:

1. After first login, you'll be prompted to set up MFA
2. Choose your preferred method:
   • Okta Verify (Recommended) - Mobile app
   • Google Authenticator - TOTP app
   • SMS Authentication - Text message codes
3. Follow the setup wizard for your chosen method

Setting up Okta Verify (Recommended):

1. Download Okta Verify on your mobile device:
   • iOS App Store
   • Google Play Store
2. Open the app and tap Add Account
3. Scan the QR code shown in your Okta browser
4. Complete the setup

Step 4: Access Your Dashboard

1. Go to your company Okta URL (provided by TechOps)
2. Sign in with your credentials
3. Complete MFA verification
4. You'll see your Okta dashboard with all assigned applications

Using Okta

Accessing Applications

From Okta Dashboard:

1. Sign in to Okta
2. Click on any application tile
3. You'll be automatically logged in (SSO)

Direct Access:

1. Navigate directly to an application URL
2. Click Sign in with Okta or SSO
3. You may be redirected to Okta for authentication
4. Once verified, you're logged into the application

Browser Extension (Optional)

Install the Okta Browser Plugin for easier access:

1. Visit Okta Browser Plugin page
2. Add the extension for your browser:
   • Chrome/Edge: Chrome Web Store
   • Firefox: Firefox Add-ons
3. Sign in to the extension
4. Access apps from the browser toolbar

Mobile Access

Okta Mobile App:

1. Download Okta Mobile:
   • iOS
   • Android
2. Sign in with your Okta credentials
3. Set up biometric authentication (Face ID/Touch ID)
4. Access all your applications from the mobile app

Managing Your Account

Changing Your Password

1. Sign in to Okta
2. Click your name/profile icon (top right)
3. Select Settings
4. Click Change Password
5. Enter current and new password
6. Click Save

Managing MFA Methods

1. Sign in to Okta
2. Click Settings (gear icon) or your profile
3. Go to Extra Verification
4. Add, remove, or configure MFA methods:
   • Add backup methods
   • Remove old devices
   • Test authentication

Updating Profile Information

1. Sign in to Okta
2. Click your profile icon
3. Select Settings → Profile
4. Update information as needed
5. Click Save

Common Issues

Login & Access Issues

Account Locked Out

Problem: Your account is locked after multiple failed login attempts.

Solution:

1. Wait 15-30 minutes for automatic unlock (default policy)
2. Or contact TechOps to unlock immediately
3. Ensure you're using the correct password
4. Check if Caps Lock is on

Prevention:

• Use 1Password to store your Okta credentials
• Enable password auto-fill to avoid typos

Forgot Password

Problem: You can't remember your Okta password.

Solution:

1. Go to your company Okta login page
2. Click Forgot password?
3. Enter your username or email
4. Check your email for reset instructions
5. Follow the link to create a new password
6. Update password in 1Password

MFA Device Not Available

Problem: You don't have access to your MFA device.

Solution:

1. If you set up backup methods:
   • Click Verify with something else
   • Choose alternative method (backup phone, security key, etc.)
2. If no backup methods:
   • Contact TechOps immediately
   • They can temporarily disable MFA or send bypass code
   • Set up backup MFA methods once access is restored

Prevention: Always configure at least 2 MFA methods.

Can't Receive SMS Codes

Problem: SMS authentication codes aren't arriving.

Solution:

1. Wait 2-3 minutes (SMS can be delayed)
2. Check your phone has signal
3. Try requesting a new code
4. Use an alternative MFA method
5. Contact your mobile provider if issue persists
6. Contact TechOps if you're completely locked out

Prevention: Use app-based MFA (Okta Verify) instead of SMS.

Application Not Showing in Dashboard

Problem: You can't see an application you need to access.

Solution:

1. Check if you've been granted access - ask your manager
2. Refresh your browser (Ctrl/Cmd + R)
3. Sign out and sign back in
4. Clear browser cache
5. Contact TechOps if the app should be there

MFA Issues

Okta Verify Push Not Working

Problem: Push notifications aren't reaching your device.

Solution:

1. Check internet connection on your phone
2. Ensure Okta Verify has notification permissions
3. Force close and reopen Okta Verify app
4. Try entering the code manually from the app
5. Use backup MFA method
6. Reinstall Okta Verify if issue persists

Lost Phone with MFA

Problem: You've lost the device with your MFA app.

Solution:

1. Immediate: Contact TechOps to disable MFA temporarily
2. Provide verification of your identity
3. TechOps will reset your MFA settings
4. Sign in and set up MFA on new device
5. Add backup methods immediately

Prevention: Always set up multiple MFA methods before you need them.

Can't Scan QR Code

Problem: Camera won't scan the QR code during MFA setup.

Solution:

1. Ensure camera permissions are enabled for the app
2. Improve lighting conditions
3. Clean your camera lens
4. Try entering the code manually:
   • Click Can't scan? or similar option
   • Copy the setup key
   • Paste into authenticator app
5. Try different authenticator app if issue persists

Browser & Technical Issues

"Your Session Has Expired"

Problem: You keep getting logged out of Okta.

Solution:

1. Check if you're using an outdated browser version
2. Enable cookies for Okta domain
3. Disable privacy extensions temporarily
4. Clear browser cookies and cache
5. Try different browser
6. Contact TechOps if issue persists

Redirect Loop After Login

Problem: Browser keeps redirecting between Okta and application.

Solution:

1. Clear all browser cookies and cache
2. Disable browser extensions temporarily
3. Try incognito/private browsing mode
4. Update your browser to latest version
5. Contact TechOps if issue continues

Application Shows "Access Denied"

Problem: You can log in to Okta but get access denied when opening an app.

Solution:

1. Verify you've been granted access to the application
2. Check if your user profile is complete in Okta
3. Sign out of both Okta and the application completely
4. Clear browser cookies
5. Sign back in through Okta
6. Contact TechOps to verify your access permissions

How-To Guides

Set Up Multiple MFA Methods

Having backup MFA methods ensures you can always access your account.

1. Sign in to Okta
2. Click Settings → Extra Verification
3. Click Set up next to each method you want to add:
   • Okta Verify (Primary recommendation)
   • Google Authenticator (Good backup)
   • Security Key (For advanced users)
   • SMS (Backup only)
4. Follow the setup wizard for each method
5. Test each method to ensure it works

Recommended Setup:

• Primary: Okta Verify on your phone
• Backup 1: Google Authenticator on same phone
• Backup 2: SMS to your number
• Optional: Hardware security key

Replace Lost MFA Device

If you've lost your phone or MFA device:

1. If you have backup access:
   • Sign in using backup MFA method
   • Go to Settings → Extra Verification
   • Remove the lost device
   • Add new device
2. If you don't have backup access:
   • Contact TechOps immediately
   • Verify your identity
   • TechOps will reset your MFA
   • Set up new MFA on your new device
   • Important: Set up backup methods

Access Okta from Mobile

Using Okta Mobile App

1. Download Okta Mobile from app store
2. Open app and tap Add Account
3. Enter your company Okta URL
4. Sign in with your credentials
5. Complete MFA verification
6. Enable biometric login (Face ID/Touch ID)
7. Access all your apps from the mobile app

Using Mobile Browser

1. Open Safari/Chrome on your device
2. Navigate to your company Okta URL
3. Sign in with credentials
4. Complete MFA (push notification or code)
5. Bookmark the page for easy access
6. Apps will open in mobile browser

Configure Okta Browser Extension

1. Install extension from your browser's store:
   • Chrome/Edge
   • Firefox
2. Click the Okta icon in browser toolbar
3. Sign in with your Okta credentials
4. Enable auto-fill if prompted
5. Pin extension to toolbar for easy access
6. Click extension icon to see your apps

Benefits:

• Quick access to apps from browser
• Auto-fill Okta credentials on login pages
• See notifications in browser

Request Access to New Application

1. Identify the application name (ask your manager or team)
2. Contact your direct manager
3. Manager submits access request to TechOps
4. TechOps provisions access (usually within 24 hours)
5. Check your Okta dashboard for the new app tile
6. If not visible after 24 hours, contact TechOps

Sign Out of All Sessions

To end all active Okta sessions (useful if you suspect unauthorized access):

1. Sign in to Okta
2. Click your profile icon
3. Go to Settings → Security
4. Look for Active Sessions or similar
5. Click Sign out of all sessions or end individual sessions
6. You'll be signed out and need to re-authenticate
7. Change your password if you suspect compromise

When to do this:

• Lost or stolen device
• Suspicious login activity
• After using public computer
• Before going on vacation

Security Best Practices

1. Always use MFA - Never disable multi-factor authentication
2. Use Okta Verify - More secure than SMS
3. Set up multiple MFA methods - Have backups in case you lose your device
4. Never share credentials - Okta passwords should remain private
5. Report suspicious activity - Contact TechOps immediately if you notice unusual login attempts
6. Keep mobile apps updated - Ensure Okta Verify and Okta Mobile are current
7. Use company devices - When possible, use company-managed devices for accessing sensitive applications
8. Review active sessions - Periodically check what devices are signed in
9. Use password manager - Store Okta credentials in 1Password
10. Sign out on shared devices - Always sign out completely when using public computers

Quick Reference

Common Tasks

Task	How To
Access an application	Click app tile in Okta dashboard
Change password	Settings → Change Password
Add MFA device	Settings → Extra Verification → Set up
Remove MFA device	Settings → Extra Verification → Remove
Access from mobile	Use Okta Mobile app
Request app access	Contact your manager
Unlock account	Wait 15-30 min or contact TechOps
Reset MFA	Contact TechOps

MFA Methods Comparison

Method	Security	Convenience	Recommended
Okta Verify	High	High	✅ Yes
Google Authenticator	High	Medium	✅ Yes
Security Key	Very High	Medium	✅ For advanced users
SMS	Medium	High	⚠️ Backup only
Email	Low	High	❌ Not recommended

Keyboard Shortcuts

Action	Windows/Linux	Mac
Search apps	Ctrl + K	Cmd + K
Open settings	Ctrl + ,	Cmd + ,
Sign out	Ctrl + Shift + Q	Cmd + Shift + Q

Official Resources

• Okta Help Center
• Okta End User Guide
• Okta Community
• Okta Trust & Status
• Okta Mobile Apps

Support

TechOps Team:

• Slack: #techops-support
• For urgent access issues, contact TechOps directly

Emergency Access Issues:

• Contact TechOps immediately if you're locked out
• Have backup contact methods ready

Okta Support:

• Enterprise support available through TechOps
• Visit support.okta.com