SCIM guide: Update Okta integration to SCIM for admin management

Prepare the Okta app

Before you can move to the organizational group experience in Lucid, you must ensure that your Okta SCIM instance is properly configured. This guide is for accounts that:

• Have previously connected your Okta environment to Lucid
• Have been using SCIM to push users
• Have been using SCIM to license and delicense users in Lucid

After enabling the organizational groups feature, user licensing will be managed solely through your organizational group settings in Lucid. If we receive a SCIM request that attempts to modify an individual Lucid user’s license values, no changes will be made to that user’s license values in Lucid.

Move to the new Lucid app

While it is possible to use your existing Lucid app in Okta with SCIM for admin management we recommend installing a fresh Lucid app. This will ensure that you get access to our latest configuration and setting updates, including new user fields such as department and manager. To install a new copy of the Lucid app follow these instructions:

1. Log in to your Okta org as an admin. 
2. Open the Admin UI.
3. Select Applications from the navigation menu on the left side.
4. Click Applications from the dropdown options.
5. Click Browse App Catalog.
6. Search for and select the Lucid app.
7. Click Add integration from the top-right corner.
8. Follow the flow and set up the settings as needed.
9. Click Done.
10. Turn off all provisioning in your old app by disabling "Create Users," "Update User Attributes," and "Deactivate Users."
    
11. Configure the new application, including Provisioning of “Create Users,” "Update User Attributes,” and “Deactivate Users.”
    • Provisioning should proceed without issues. If there is a “Not Found” on the discovery aspect, those users will need to be removed from the Okta app and re-added to force an External ID re-map.
12. Go back to your Admin Dashboard.
13. Open your old app instance.
    • This is the previous Lucidchart or Lucid app you added before adding a new one in step 4.
14. Go to the Provisioning tab.
15. Select Integration.
16. Click Edit. 
17. Uncheck the box for “Enable API Integration”. 
18. Click Save. 
19. You must now deactivate and delete your old app instance and begin using the new app you added.

Reconfigure the Lucid app

Enable SCIM for admin management in Lucid

For this stage of the update, you need account owner or account admin access to Lucid. If you aren’t assigned one of those admin roles, reach out to the admin for your Lucid account to be assigned one of these roles before proceeding with the following steps.

To enable SCIM for admin management:

1. Log in to Lucid.
2. Select Admin from the left-hand menu.
3. Click App integration from the left-hand navigation menu.
4. From the dropdown menu, click General.
5. Locate the SCIM tile and click Settings.
6. If you selected SCIM for admin management in the survey, you will be prompted by the instructions at the top of the page to enable SCIM for admin management.
   • Under action item 1, click Enable SCIM for admin management.
   • Then return to this article and continue with the reconfiguration of your Lucid (All Products) app. When you are finished, you will return to the SCIM page in Lucid, and under action item 2, click Lucid app reconfigured.

Locate the Lucid app in Okta

The majority of the changes that you’ll be making will be from within the Lucid app in Okta. To locate this app, follow these instructions:

1. Log in to Okta as an admin.
2. Select Applications from the left-hand navigation menu.
3. From the dropdown menu, click Applications.
4. Under your “Active” integrations, select the Lucid app.

Customize push groups

To create new or update existing push groups to successfully work with Lucid organizational groups, follow these steps:

1. Select the Push Groups tab from the menu at the top of the Lucid app page in Okta.
2. Click + Push Groups.
3. From the dropdown options, select Find groups by name.
4. We recommend customizing licensing groups.
   • These groups will be used to assign a user a license in Lucid based on their membership to the group.
   • Removing users from a licensing group will delicense them to free up licenses for others to use.
5. Click Save & Add Another if you need to add another group.
6. Click Save when you’ve added your last group.

Unlink pushed groups

If you have any push groups that were previously assigned between your Okta applications and Lucid account, you will need to unlink them so that you can later re-assign them to appear in Lucid as organizational groups. To do so:

1. Navigate to the push groups page in Okta.
2. Select Active under the “Push Status” column.
3. From the dropdown options, select Unlink pushed group.

Manage assignments

To ensure that group assignments function properly, follow these steps:

1. From the Lucid app in Okta, select the Assignments tab from the menu at the top of the page.
2. Under “Filters” on the left-hand side, click Groups.
3. Click the delete icon to the far right of your licensed user groups.
4. If you have an “All Users” group assigned, we recommend that you keep it assigned.
   • This group (which most likely has a customized name for your company) is typically used to assign all users at your company to this Okta application so they can sign in and see the Lucid tiles within the main Okta applications page.

View Okta groups as organizational groups in Lucid

Check that you are seeing the expected Okta groups as organizational groups in Lucid, which is confirmation that the update was successful. To access the organizational groups page in Lucid, follow these steps:

1. Navigate back to the Lucid admin panel.
2. Select Groups from the left-hand navigation menu.
3. From the dropdown menu, click Organizational groups.

You can expect to see your Okta groups as organizational groups on this page of the Lucid admin panel.

Configure license settings for each group

You’re now ready to configure the license settings for each of your organizational groups. This ensures that users are licensed or delicensed appropriately when they are added to or removed from one of these groups. 

To access license settings, follow these steps:

1. Navigate to the Lucid admin panel.
2. Select License settings from the left-hand navigation menu.
3. From the dropdown menu, click Lucid Suite settings.
4. Proceed to the steps below to customize license settings for each organizational group.

Configure license settings for licensed users group:

1. Click your desired licensing group from the list of organizational groups on the left-hand side of the licensing page.
2. Under the “Access eligibility” section, select Eligible for full access.
3. Under “Customized eligibility criteria”, select Instant access.
4. Click Save changes.

You have now completed all the steps to reconfigure the Lucid SCIM app. License settings will now be managed via the Lucid organizational groups created via SCIM.

Deactivate users

In some cases, you may want to fully deactivate users via SCIM, rather than just delicensing them by removing them from a licensing group in Okta. This will ensure that these users can no longer sign in to Lucid under this account, even as limited-access users. A deactivation via SCIM will additionally trigger a delicense automatically.

When deactivating a user, their documents will be automatically transferred to another user on your Enterprise account. The document transfer will occur 24 hours after delicensing via SCIM.

By default, the account owner will be the recipient of the documents that are automatically transferred upon delicensing or deleting a user. You can change the recipient of the transferred documents by navigating to the SCIM integration settings in the Lucid admin panel and selecting Modify default owner to the right-hand side of the email address. See the screenshot below for reference.

Clicking Modify default owner redirects you to the “Compliance settings” page of the admin panel where you can change the default document owner on your account. Refer to Lucid admin panel: Compliance settings article for additional details.

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