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Okta

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Okta provides cloud software that helps companies manage and secure user authentication into modern applications, and for developers to build identity controls into applications, website web services and into devices. Greenhouse Recruiting's integration with Okta allows your organization to use Okta to enable Single Sign-On (SSO) in your Greenhouse Recruiting account. In this article, we will cover how to:

 

Add and Configure Greenhouse Recruiting to Okta Account with Custom Subdomain

If your organization has a custom subdomain configured for Greenhouse Recruiting, navigate to your Okta administrator console and click Applications. Use the provided search bar to search for Greenhouse. Click Greenhouse Recruiting (subdomain)

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Navigate to the General tab for the Greenhouse application and enter your organization's subdomain in the Sub Domain field. Click Done when finished.Greenhouse_Software__Inc_-_Setup__Greenhouse_2018-05-16_10-48-37.png

On the Sign-On Options tab, click SAML 2.0. Click Done when finished.

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Note: If you have an Enterprise Okta account, you will be taken to the Sign-On Options tab after you complete the steps on the General Settings tab where you should enable SAML 2.0. Please finish creating the application by clicking Done on this page before sending the Greenhouse team your Metadata file. If you click View Setup Instructions before clicking Done to finish creating the application, the certificate may not generate properly. 

Navigate to the Assignments tab and assign all relevant users to the application.

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Navigate to the Sign On tab and click View Setup Instructions.

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Click here to open a ticket with Greenhouse Support to request assistance enabling SSO. The Greenhouse Support team will request you share your IdP metadata.

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Add and Configure Greenhouse Recruiting to Okta Account with ACS URL

If your organization has been provided an ACS URL by Greenhouse, navigate to your Okta administrator console and click Applications. Use the provided search bar to search for Greenhouse. Click Greenhouse Recruiting.

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Navigate to the General tab for the Greenhouse application and confirm the information is correct. Click Done when finished. 

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On the Sign On tab, click Edit

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Click SAML 2.0 and enter your ACS URL in the SSO Assertion Consumer URL field. Click View Setup Instructions on the SAML 2.0 tile and copy your IdP metadata. Save the metadata to enter in Greenhouse Recruiting in a later step. Click Save when finished. 

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Navigate to the Assignments tab and assign all relevant users to the application.

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Enable SSO in Greenhouse Recruiting

For organizations enabling Okta with a custom subdomain, once the Greenhouse Support team receives your IDP metadata file, we will complete the configuration and coordinate with you to determine exactly when SSO should be enabled for your organization. It is important that this launch is timed carefully, because you will need to instruct users about the change.

For organizations enabling Okta with an ACS URL, once you have added Greenhouse Recruiting to Okta and gathered the necessary information, follow the steps outlined here to finish enabling Single Sign-On in Greenhouse Recruiting.

See notes below:

  • All users MUST log in through Okta once SSO is enabled. Users will not be able to log in via the normal Greenhouse Recruiting login screen anymore, even if they already have passwords.
  • Your users will access Greenhouse via the custom URL, which will use the company subdomain that you entered (i.e. https://my-company.greenhouse.io), if applicable.
  • If a new user has an Okta account but not a Greenhouse Recruiting account, Greenhouse Recruiting will create a Greenhouse Recruiting user account for them automatically the first time they log in via Okta. The user account will be created with Basic permissions. Administrators can still invite users and change permissions in Greenhouse Recruiting using our existing process.
  • Data will be unaffected. Your users will still have access to all of their existing jobs, scorecards, interviews, etc. Okta only changes the way users log in.