An employee is onboarding, and depending on their department, an email should be sent to the group associated with that department. It can be one group or multiple groups. For example, if the person is in the Engineering department, an email should go to that person, plus a copy to eng1@company.com and eng2@company.com. If the person is in the Marketing department, an email will go to that person, plus a copy to marketing1@company.com.

• Okta Workflows
• Okta Classic Engine
• Okta Identity Engine (OIE)

Review the following example of an Okta Workflows helper flow designed to send department-based emails.

The flow uses a table to hold department emails and looks like this:

This is how the flow works:

1. The first card, On Demand – Helper Flow, makes this a helper flow. The helper flow has two inputs: Department and Primary email. A helper flow can be reused with other flows.
2. The second card, Tables – Search Rows, retrieves all emails associated with the particular department.
3. The result from Tables – Search Rows is a JSON object with five key/value pairs. The List–Pluck card removes (plucks) all key/value pairs except the one specified in the key input (Email). After this step, there should be a list of email(s) to copy.
4. The last card, Gmail – Send Email, sends an email to the person who was onboarded (Primary email), and one or more department groups are copied (CC field) on the email.

Related References

• Okta Workflows How-To: Sending Automatic Emails to Groups Based on Employee Department