Report lifecycle activity

Retrieve lightweight logging and reporting on lifecycle activity.

Summary

Problem: An IT administrator fields frequent requests for user data from business units, application owners, and auditors or compliance personnel. For example:

• Which users are assigned to this application?
• Which users were suspended in the past 60 days?
• Which users are part of this group but haven't logged in within the past month?

Solution: Create and update custom reports within a Workflows table based on either inbound events or through a recurring poll of an application (including Okta).

Applications: Connectors that support lifecycle management combined with Google Sheets or Excel Online. For the full list of Workflows connectors, see Connectors.

Tutorial

For a detailed tutorial to implement this flow, see Tutorial: Basic reporting flow.

Sample Flow 1

Sample Flow 2

Guidelines and limitations

• Limits in reading large numbers of records apply to reporting as scheduled jobs. Do not use Workflows for full imports or synchronization from upstream systems, or for filtering of a full set of users in memory within a Flow.
• Do not use Workflows as a substitute for syslog, but rather for logging particularly critical or significant lifecycle events.
• Tables have specific limits:
  • 100 tables per org
  • 100K rows per table
  • 256 columns per table
  • 16kb per cell

• Workflows system-wide limits also apply. See Learn about Workflows best practices and limits.