MatthewH.10249 (State of Iowa) asked a question.
Is there any form of list/object caching within a Workflow that would span multiple executions of said Workflow?
I have a Workflow that is trigged when users are added to any group in Okta. We have a Google Sheet that contains the group IDs of 12 groups now and will have many more soon that we want to know when someone is assigned to them so we can continue to process the same Workflow functions. This spreadsheet will not change very often so rather than making a call to the Google Sheet and fetching the list every time someone gets added to any group in Okta, I want to know if there was a way to fetch that list from the Google Sheet maybe once or twice a day and cache the results somehow and that cached list/object would be what the Workflow does a lookup in to make this process more efficient.
We have not run into any issues with searching the Google Sheet every time for now but it just does not seem like it is the most efficient way. I thought about pushing the Google Sheet to a Workflow table once or twice a day but I don't think that really gains me much. I could create individual trigger Workflows, one for each group I'm interested in, but I don't care for that idea.
I'm hoping I just missed some documentation on how to cache lists/objects and one of you will send me a link or maybe there is another approach I've not even considered. Thanks in advance!
Hi @MatthewH.10249 (State of Iowa),
Thank you for posting on the Okta community page!
Unfortunately I have done some research and it seems that currently there is no form of list/object caching within a Workflow that would span multiple executions therefore I would assume that you could submit a feature request in case you would like to see such functionality. The best way to file a feature request would be from the community site.
Once feature requests are submitted they are visible to other Okta admins, who can vote on them to provide more visibility. Using this method will allow you to maintain visibility on your feature requests throughout the process.
Thanks! I've added a feature request.
https://ideas.okta.com/app/#/case/162634
Go out and upvote everyone!!!
@MatthewH.10249 (State of Iowa)
You would need to leverage a Workflows table. Essentially build-out a Workflows table on a schedule that contains the same data in the sheet. Then in your flow utilize the "at rest" data in the Workflows table for your evaluation.
Workflows tables are an internal function of Workflows and are not making external API calls. Workflows table also have the ability to search for content which isn't available in Google Sheets (Yes we have a card for it but that is because we built in search functionality by pulling in the whole sheet, building out its structure, then searching it.. which is super inefficient).
Thank for your input Tim! I had thought about using an Okta Table for this but I did not really see how that improves things much and required more Workflows just to maintain. Your comments have made me reconsider so now I'll be doing what you suggest but I still would like a cached list object ideally so that is why I upvoted the previous suggestion post.