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Okta

What is Okta?

From the Okta website - Okta is the foundation for secure connections between people and technology. It’s a service that gives employees, customers, and partners secure access to the tools they need to do their most important work.

In practice - Okta is an Identity and Single Sign On solution for applications and Cloud entities. It allows GitLab to consolidate authentication and authorisation to Applications we use daily through a single dashboard and ensure a consistent, secure and auditable login experience for all our staff.

How is GitLab using Okta?

GitLab is using Okta for a few key goals :

What are the benefits to me using Okta as a user?

What are the benefits to me as an application administrator to using Okta?

How do I get my Okta account set up?

All GitLab team-members will have an Okta account set up as part of their onboarding process.

Follow the GitLab Okta Getting Started Guide and FAQs.

We have also prepared Introductory Videos on Okta Setup, Setting up MFA/Yubikeys, Configuring Applications and Dashboard Tips.

We recommend particularly that once your account is set up, you set up an additional MFA factor (either YubiKey or Google Authenticator/TOTP) in case there's an issue with one of your MFA factors.

Setting up my Okta Account requires me to use Okta Verify on my Phone, and I don't like that…

Our Okta implementation defaults to using Okta Verify as the Required MFA factor. Okta Verify is a safe and secure application that allows Push Notifications and One-time tokencodes on your phone to validate your login. It is supported on iPhone, Android and Windows Phones.

For some people, there are issues with installing a verification App on their phone. If there is some reason that this is not appropriate for your geography or other reasons, please submit an issue to Opt Out and we can add you to an authentication group that will make Okta Verify optional. Please note that we still recommend that you set up at least two MFA factors, in case something happens to one of your factors.

I forgot my password/my login doesn't work, what do I do?

There is a "need help signing in?" button on the login screen. If you expand this there is a link to an automated password reset process via email. You will need to know the answers to your security question(s) to use this.

We recommend that you store your Okta password in 1Password as well as your Security Questions there. Please review the 1Password Guidelines for best ways to use Okta and 1Password together.

I forgot my Security Questions, how do I reset my password?

Firstly, review the 1Password Guidelines. Then head to #it_help in Slack and ask for a Temporary Password to be issued. One of our helpful IT Ops team will be in touch with a temporary issued password, at which point you can reset your access.

I changed my phone and now can't do MFA, what do I do?

Did you set up a YubiKey or Google Authenticator as another form of MFA? Use that, and then access your settings page to re-set your Okta Verify Application.

Lost all your MFA Factors? Head to #it_help in Slack and ask for a MFA Reset. Once your Factors have been reset, please set up at least two MFA factors (Yubikey or Google Authenticator, see this video).

My Okta account has been locked out because of failed attempts, what do I do?

Head to #it_help and ask to have your account unlocked. As a precaution, you will also need to change your Okta Password.

Why isn't an Application I need available in Okta?

First up, check against the Okta Application list to see if your application is listed there with a correct status. If you cannot see your Application listed here, create a new application setup issue and fill in as much information as you can.

How do I get my Application set up within Okta?

If you are an Application Owner please submit a new application setup issue on the Okta project page for your application. We will work with you to verify details and provide setup instructions.

I have an Application that uses a Shared Password for my team, can I move this to Okta?

Yes you can! Submit a new application setup issue on the Okta project page for your application. We will work with you to verify details and provide setup instructions.

I'm getting asked to MFA Authenticate a lot, is that normal?

The way we have Okta setup should require you to authenticate once with MFA when you start your working day, and that session should last for the rest of your work day. It's recommended that you login via the Okta Dashboard at the beginning of your day, and then use either the dashbaord or the Okta plugin for applications during your work day.

For some applications, we enforce an additional MFA step periodically because of the sensitivity of the data in them. We are also trialling a risk-based authentication algorithm that may ask you to re-authenticate if anomolous behaviour is detected on your account or Okta detects an unusual login pattern. At this stage, BambooHR and GreenHouse require an additional authentication step.

If you are having problems with being asked for multiple MFA authentications during the day, please log an issue and we can look into it.

Why does GitLab.com ask for an additional MFA when I login via Okta?

Your gitlab.com account will have 2FA installed as required by our policy. Note that the 2FA for Gitlab.com is different to the MFA you use to log into Okta. This issue has been opened to propose a solution.

Where do I go if I have any questions?