Manage tasks
Approvers and users who are assigned to a step in a request need clear visibility and context for requests, so they understand what to approve and for whom. When a requester submits a request, tasks are assigned automatically to approvers based on the request type configuration or access request condition setup.
For requests that are managed by request types, approvers and task assignees can view request details like requester, request creator, request type, assignee, team, tags, and followers. Approvers who are a part of the team that owns the request type or are also request assignees can also modify the request.
For requests that are managed by conditions, approvers and task assignees can view request details like requester and followers. If an approver or a task assignee denies the task, Okta automatically closes the request and the requester is denied access.
In both scenarios, approvers can chat with the requester from within a request. If you've integrated Slack with Access Requests, the chat in the request is synced with the Slack chat. Similarly, if you've integrated Microsoft Teams with Access Requests, the chat in the request is synced with the Microsoft Teams chat.
If your org has Access Governance - Delegates enabled, super admins and users (approver, task assignee, or request assignee) can assign another user as a delegate to complete governance tasks for them. This helps ensure that governance processes don't stall when approvers are unavailable or tasks need to be rerouted to a different stakeholder for a long period. See Manage delegates.
To understand how requests managed by conditions are different from the ones managed by request types, see Considerations.
Manage tasks from the Access Requests web app
To approve or deny a task from the Okta Access Requests web app, approvers can follow these steps:
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Go to the Okta Access Requests web app from their End-User Dashboard.
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Select Inbox and go to the Open tab to view tasks awaiting approval.
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Select a request and review the request details, such as request type and requester information. Depending on the admin-defined access request settings for separation of duty conflict, approvers may see a warning when approving the access request.
If a user submitted a request for someone else, the request creator is listed in the Requested By field and the person for whom they requested the access for is displayed as Requester.
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Optional. Review the following information provided by the requester:
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Requester answers to questions about the access request.
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The activity log from the Activity tab.
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Notes in the chat from the central panel of the request. Approvers can also ask the requester for more information in the chat.
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Select the appropriate option. The choices vary based on the task type:
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Questions: Follow the prompts in the UI and respond.
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Approval tasks: Click Approve or Deny.
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Custom tasks: Click Mark complete.
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Action tasks: They click Run or Mark as complete, to resolve the task. If they click Mark as complete, the task is resolved without any action being taken in Okta.
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After approvers take action on a task, Okta moves the request to the Pending tab if the request is awaiting an automated action.
If an automated task doesn't complete, request assignees can check that the questions and other tasks in the request are complete. Access Requests automatically runs the task after a request assignee enters the missing information. They can run a delegated workflow manually by clicking Run manually or mark the task as done without running the flow by clicking Mark as complete.
Manage tasks from Slack or Microsoft Teams
Approvers can also manage tasks directly from Slack or Microsoft Teams if you've integrated Slack or Microsoft Teams with Access Requests. See Integrate Slack with Access Requests or Integrate Microsoft Teams with Access Requests
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Go to the Okta or Access requests app using either of the following methods:
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In Slack, go to the Access Requests app and then to the Messages tab.
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In Microsoft Teams, go to the Okta app and then to the Chat tab.
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Review the access request details such as requester responses to questions, any chat messages. Approvers can also chat with the requester using the thread associated with the request.
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Respond to questions assigned to the approver.
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Select the appropriate option. The choices vary based on the task type:
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Questions: Follow the prompts in the UI and respond.
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Approval tasks: Click Approve or Deny.
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Custom tasks: Click Mark complete.
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Action tasks: They click Run or Mark as complete, to resolve the task. If they click Mark as complete, the task is resolved without any action being taken in Okta.
For admin role bundle access requests, approvers are redirected to the Okta Access Requests web app to approve or deny the request.
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