BobS.45479 (Customer) asked a question.
Workflow to send Okta welcome email based on start date attribute?
We use Rippling (HRIS) to provision users in Okta by way of an Okta plugin that's available in Rippling.
We want to provision users in Okta ahead of their start date, unfortunately the Rippling Okta plugin does not allow for users to be provisioned in a staged state; user accounts can only be porivisioned in an active state, which then triggers the Okta welcome email to be sent ahead of their start date.
We can disable the Okta welcome email from going out using Okta's global settings, but we would then need the welcome message to go out on the user's start date (exists as a profile attribute). Is it possible to create a workflow to do this?
Hello @BobS.45479 (Customer) Thank you for posting on our Community page!
You can achieve this by following these high-level steps:
Disable Global Welcome Emails: As you mentioned, go to Customizations > Emails > User Activation and set the audience to "Disabled" or "Admins only" to prevent the automatic Okta system email.
Trigger the Flow: Use the Okta Connector - User Created event as your starting point.
Calculate the Wait: * Pull the startDate attribute from the user's profile.
Use the Date - Difference or Date - Subtract card to determine how many days/hours remain until that date.
Pause the Flow: Use the Flow - Wait For card or the Flow - Pause Until card, passing in the start date.
Note: If the start date is more than 30 days out, it’s best practice to store the user's ID and start date in a Workflows Table and use a daily Scheduled Flow to check who is starting "today."
Thank you for reaching out to our Community and have a great day!
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So it turns out I misspoke- Rippling looks like it allows users to be provisioned in a 'staged' status. Even so, your reply is super helpful in outlining the use of the 'Wait' and 'Pause' to trigger activating the account on the user's start date. Thank you!
@BobS.45479 (Customer) -- I wouldn't recommend utilizing "wait" for any extended period of time such as described in this use case. A better approach would be to store "pending" users in a Workflows table and have a scheduled flow that looks at the table daily then performs actions against the users that should be actioned against. Then once the job is successful remove the entry from the table.
Essentially, the Workflow table would be a "pending" job queue.
Edit: Also, I recommend storing Dates as ISO 8601 (YYYY-MM-DD). This is a standard and you will have much more consistent results when performing "searches" against a standard vs a non standard format.