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Provision team members from Okta

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Naomi Papoushado
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This task is performed by tech admins. You should also be an Okta admin or work with an Okta admin to complete these steps.

With automatic provisioning, you'll be billed whenever provisioning users with capabilities that require a coaching, professional or enterprise seat. For more info, see Plans and seats.

Supported features

  • Push new users: New users created in Okta will also be provisioned in Gong

  • Push user updates: Updates made to the user's profile in Okta will be pushed to Gong

  • Push user deactivation: Deactivating the user or disabling the user's access to the application through Okta will deactivate the user in Gong

  • Push user reactivation: Reactivating a user in Okta will reactivate the user in Gong

  • Push groups: Push existing Okta groups and their memberships to Gong, which are then mastered by Okta

     

    For more information about managing users from Okta, refer to Okta documentation.

Step 1: Configure Okta in Gong

  1. Go to your company settings page > PEOPLE area > Team Member Provisioning.

  2. Select Okta as the provisioning source.

  3. For org's that don't have assignments (see Step 6: Create automatic assignments in Gong, below), select the permission profile to apply to for automatically provisioned users.

    More information on permission profiles.

  4. In the Manager's provisioning settings area:

    1. Select Notify direct managers with recorded teams when a new team member is imported to send a notification by email when new team members are automatically provisioned.

    2. Select Managers can turn data capture on or off for their team to allow direct managers to change the data capture settings for their team members.

    Tip

    For more information, see "What are Manager's provisioning settings" in the FAQ for team member provisioning article.

  5. Click SAVE.

Step 2: Install Gong for Okta app

If you already have Gong for Okta, learn how to migrate to the latest version below.

Step 3: Configure Gong for Okta app in Okta

  1. In the Okta Gong for Okta app page, go to Provisioning tab > Integration.

    Okta1.png

  2. Click Configure API Integration.

  3. Select Enable API Integration.

    The “Authenticate with Gong” area appears.

    Okta2.png

  4. Click Authenticate with Gong., and sign into Gong (if asked).

  5. Click Allow to let Okta access your account.

  6. Click Save.

    Two new tabs appear in the Provisioning tab (To App and To Okta).

    Okta3.png

  7. In the To App tab, click Edit, and enable the following: Create Users, Update User Attributes, and Deactivate Users.

  8. Click Save.

Step 4: Set up the Gong profile for automatic provisioning

In Okta, configure the fields for the people you want to provision in Gong.

  1. In Okta, go to Directory > Profile Editor, and locate the Gong profile.

  2. Click the Edit icon to edit the profile.

    In the Attributes > All tab, you can see all the attributes in the Gong profile.

  3. Make sure that the following mandatory fields are configured for all the users you want to provision in Gong:

    • Given name

    • Last name

    • Primary email (Note that the email domain must match your company primary domain, otherwise the user won't be imported)

  4. The following fields are optional, but it’s highly recommended to configure them for your users before provisioning in order to avoid the need for manual updates:

    Note

    Provisioned fields cannot be edited manually. If you leave a field empty, it can be manually set once in Gong. Thereafter, this field cannot be changed.

    • Phone number: Enter the phone number in any of the following formats:

      • (865) 365-1900

      • (212) 575-1994 ext 3437

      • (317) 251-0700 ext. 468

      • (202) 903-2585 x2991

      • (206) 324-1800 x 229

      • 540.946.4600 Ext. 143

    • Primary Phone Ext: Enter the extension number

    • Secondary Email: If users have more than one work email address, configure this field. If you need more, you can define these in Okta so they get added in Gong.

    • Private Email: If users have a private email, configure this field.

    • Title: Enter the user's job title

    • Manager Email: Enter the manager's email address. Without this field, Gong cannot build your org's hierarchy.

    • Manager Full Name: In the format firstname lastname, e.g. John Doe. If you do not have the manager email, make sure this field is populated with the manager's full name. If neither this field or the Manager ID field are defined, Gong cannot automatically build your org hierarchy. Note that, if there's more than one manager with the same name, Gong can't set the manager for the user and you'll have to set this manually in Gong.

    • Time zone: Use any of the values from the TZ Database Name column in the following wiki link: https://en.wikipedia.org/wiki/List_of_tz_database_time_zones

    • Country: Enter the country’s full name or 2 or 3 letter country code, according to ISO 3166-1 alpha-2 codes

    • State or Province: Enter the full state or province name, or two letter code according to the following ISO codes:

    • Locale: Use the following format: en-US. If you don’t define a locale for a user, they are assigned en-US by default. This field is used in Gong to identify the user weekend in order to avoid sending notifications when the user is not working.

How is the timezone calculated?

Note

Timezone offsets (e.g. -05:00) are not supported.

Gong calculates the user timezone according to the following hierarchy:

  1. Time zone attribute from Okta, if provided.

  2. Country attribute from Okta, if provided.

  3. State-or-Province attribute from Okta, in a country where timezones are different between states or provinces.

  4. Default timezone, as set for the company in Gong.

Step 5: Provision users or groups

Note

When testing SCIM provisioning with users created in Okta, make sure the users are activated. Otherwise, there's a chance the users stay in 'staged' state, and not all functionalities will work.

  1. To provision users and groups to Gong, assign them the Gong.io app by doing one of the following:

    • Open the user or group window, go to the Application > Assign Application tab, and select Gong.io.

    • Open the applications window, go to the Applications tab and select Gong.io. In the Assignment tab, select users or groups to assign to Gong and click Assign.

  2. Gong is assigned to the user or all the users in the group.

  3. If you already use Okta SAML SSO authentication: In Okta, unassign anyone that is already assigned to Gong, otherwise they will not be provisioned when you perform this task.

Step 6: Create automatic assignments in Gong

Automatic assignments are based on Okta groups.

  1. In Okta, go to the Gong app > Push Groups tab, and locate the group/s you want to use in Gong, and push them to Gong.

  2. In Gong, go to your company settings page > PEOPLE area > Team Member Provisioning.

  3. To assign data capture, workspace, and permission settings to Okta groups:

    1. In the Assign settings area, click ADD ASSIGNMENT.

    2. Give the assignment a name.

    3. In the Okta groups area, select the Okta group you want to define the settings for.

    4. In the Data capture area, select the home workspace and the data capture settings for people that belong to this group.

    5. In the Workspaces and permissions area, set the permissions profile for other workspaces in your org.

    6. In the Update settings area, define how settings can be managed for this assignment:

      • Select Manual editing to manage data capture and permission settings for users in this assignment in Gong.

        After you create the assignment: if you make changes to group settings in Okta, they will not be pushed to Gong. However, you can edit the group settings manually in Gong.

      • Select Automatic updates to give Okta governance over data capture and permission settings in Gong.

        Define data capture and permission settings in Gong only when creating an assignment. Thereafter, other changes will only be applied to users in groups with this assignment when pushed from Okta.

    7. Click ADD ASSIGNMENT.

  4. Click SAVE.

Upgrade from one Gong app to a later version

Gong was recently updated to provide a better overall experience to Okta customers. In the latest version (v3), we added the following fields: Manager Email, Manager Full Name, Private Email, Country, State or Province, and Primary Phone Ext. These fields are described in detail above.

To enjoy the latest version, add a new instance of Gong in your Okta org. Follow these steps to migrate from to the latest instance of Gong:

  1. Login to your Okta org as an Admin.

  2. Open the Admin dashboard, and click Add Applications.

    unnamed__3_.png

  3. Add a new instance of Gong.

    unnamed__4_.png

  4. Configure the application including Provisioning.

    See step 3 above for more information. After SCIM Provisioning has been enabled, go to the Assignments tab of your new Gong app instance.

  5. Click Assign and start assigning the same users/groups that are assigned to your old Gong instance.

    Note

    Make sure you assign all the users to your new Gong instance to avoid any accidental de-provisioning/loss of access for your users.

  6. Go back to your Admin dashboard, and open your old Gong app instance.

  7. Go to the Provisioning tab, and in the SETTINGS section, click API.

  8. Click Edit and clear the Enable API Integration checkbox.

  9. Click Save.

    You can now deactivate or delete your old Gong app instance and start using the new instance.

    Important

    If you were using SAML as the sign-on mode for your old Gong app instance, you will need to set up SAML on your new app instance in Okta (recommended) or maintain the old app instance to ensure that the SAML functionality continues to work. See this guide to set up SAML.