How to integrate CodeTwo Email Signatures 365 with Okta

Problem:

You would like to integrate CodeTwo Email Signatures 365 with Okta to insert employee data pulled from Okta into your email signatures.

Solution:

CodeTwo Email Signatures 365 can integrate with Okta via Microsoft Entra ID. If you’re using Okta with Microsoft 365 (Office 365), some of your users’ attributes may already be synced with Entra ID, where they can be accessed by CodeTwo. To ensure that no data is missing from your signatures, you only need to verify that Okta provisioning settings and attribute mappings for your Microsoft 365 tenant are configured correctly.

Since Okta lets you import and store user data from various HR systems, such as Workday or UKG Pro, you can use the solution below to easily unify and manage email signatures for all the imported users, even if their data originates from different sources. Learn more about importing users into Okta

How to integrate Okta with CodeTwo Email Signatures 365:

1. In Okta Admin Console, go to Applications > Applications and select Microsoft Office 365 from the list of active integrations.
2. Open the Provisioning tab and review the provisioning settings on the To App subtab. To make sure you will be able to use all relevant user data from Okta in your email signatures, click Edit and complete the steps below:
   1. In the Office 365 Provisioning Type section, select Universal Sync to synchronize all user attributes. Note that when this option is selected, you’ll no longer be able to edit users directly in Microsoft 365 – instead, all changes to user data will need to be made in Okta and then synchronized with Microsoft 365. Learn more about provisioning types
   2. Enable the Create Users, Update User Attributes, Deactivate Users, and Sync Password options to ensure your user data in Microsoft 365 is always up to date.
   3. When the Create Users or Update User Attributes options are enabled, the Manage Provisioning Scope for Create and Update actions section is displayed – select the User Attributes, Licenses, and Roles option in this section to enable assigning Microsoft 365 licenses in Okta.
   4. Adjust the other provisioning options as needed and save your changes.
3. Scroll down to the Microsoft Office 365 Attribute Mappings section and configure user attribute mappings as described in this article. Alternatively, click the Go to Profile Editor button in that section and navigate to Mappings > Okta User to Microsoft Office 365 to configure all mappings in a single view. Either way, make sure to map all attributes that you want to use in your email signatures.
4. If the Microsoft Office 365 application in Okta is not assigned to required users or groups, follow the steps from this article to assign it. This will synchronize missing user profiles with Microsoft Entra ID. Make sure to assign Microsoft 365 licenses to all users who should get CodeTwo signatures.

That’s it – once Okta employee data is synced with Entra ID, you can insert it into email signatures by using Entra ID placeholders in your email signature templates. Learn more