Managing users via IdP sync

Your organization may have already set up an integration with the Airtable app in Okta. If this has not been set up yet, then Okta provides a native Airtable integration that can be set up by searching for "Airtable" in their app integration catalog. Look for the app with the "SAML, Provisioning" tag. We will not run you through the full step process of adding this integration as it is covered in Okta's documentation here.

After connecting Okta and Airtable, you'll want to check the Airtable app integration's settings. From the app's page click Airtable. This will bring you to a window with several tabs. It's worth investigating all of these tabs, but for our purposes, we'll just be looking at the "Provisioning" tab, which allows us to decide whether to enable the "push" toggles discussed above. In our case, we will have these enabled in order to automatically push new users and also sync user activation and deactivation changes made in Okta over to match in Airtable.

If you are unfamiliar with user group creation in Okta, then please refer to their documentation. The simplified version of group creation involves navigating to the "Groups" option under "Directory" and clicking "Add group."

This will bring up a window to add a group name and optional description. The group name chosen here will sync over to Airtable as that same group name. In this case, we are creating a new group for a "Support" team.

After saving the newly created "Support" group, find the group name and click it to open that group's page in Okta. Here you can "Assign People" to the group.

We are assigning Heather, Cam, and Samuel to this group since they are support team members in our example.

Now, you'll want to assign the Airtable app from earlier steps to this group. From the "Support" group's page in Okta click the "Applications" tab and then "Assign applications." Once the Airtable app has been assigned, the page should refresh and you should see the Airtable app appear in the list.

For the last setup step in OKTA, you'll need to head back to the "Applications" page and open the Airtable App. Under the "Push Groups" tab you'll find an option to "Push Groups." Click this to find the group by name or rule.

In this case, we'll find the group by searching for it's name. All that's left is to click the "Save" button at the bottom of the window.

The group should now appear in the Airtable Application's group list. It may take a moment for the "Push Status" column to change from pushing to "Active."

Once the push status in Okta is Active, navigate to the Admin Panel in Airtable to make further adjustments related to the group as noted in the Groups Admin Panel article—avoid making changes to the fields pushed from IdP (e.g., Group name) as a future sync can overwrite this.

Suppose your organization has not integrated the Airtable gallery app into Entra ID. In that case, Microsoft provides a native Airtable integration that can be enabled by searching "Airtable" in their app integration gallery.

1. Search for the app with "Federated SSO" and "Provisioning" tags.

2. Follow the steps covered in Microsoft's Entra single sign-on (SSO) integration with Airtable documentation.

1. After connecting Entra ID and Airtable, update the Airtable app provisioning settings.

2. click Airtable from the "Enterprise applications" page.

3. Select the “Provisioning” tab.

4. Follow the steps covered in Microsoft’s Configure Airtable for automatic user provisioning documentation.

If you are unfamiliar with user group creation in Entra ID, please refer to the Manage Microsoft Entra groups and group membership documentation.

1. Navigate to Entra ID’s “Groups” page under the “Manage” section.

2. Click New group.

A new page opens, allowing you to configure your group settings. The group name chosen here will sync to Airtable using that same group name. In this case, we are creating a new security group for a “Support” team.

1. Locate your group name and open that group's overview after saving the newly created "Support" group.

In this example, we are assigning Jacob, Kylie, and Victoria to this group since they are support team members.

1. Assign the Airtable app to your group. (See step 4.)

2. Navigate to "Enterprise Applications" and select your Airtable instance.

3. Select Users and groups and then Add user/group.

5. Click the checkbox next to the “Support” group and then click Select.

6. Click Assign to assign Airtable access to your group and its members.

Once assigned, this group should be provisioned in Airtable. The timing of this can depend on your provisioning cycle.

To Provision your group immediately:

1. Select Provision on demand, then your “Support” group.

2. Select the users you want to provision, then click Provision.

The "Support" group should now appear in the Airtable group list.

Once provisioning is complete, navigate to the Airtable admin panel to make further adjustments related to the group, as noted in the Groups admin panel article. Avoid changing the fields pushed from IdP (group name), as future syncs can overwrite this.

After setting up attribute mapping in the IdP, Airtable populates a "Cost Center" field in the Users page of the admin panel with related data held in the IdP.

Additionally, if cost center data is available for a user, then it is visible on their individual user details page:

The following information will be available in a CSV export from the admin panel:

• External ID

• Title

• Cost Center

• Department

• Division

• Organization

• Manager name

• Manager ID

Here is a redacted image of how that information will appear in the exported CSV:

We support a subset of the specification for System for Cross-domain Identity Management, or SCIM. We also support a select list of user attributes.

Note

SCIM is only available for ELA & CLAIM enterprises, and SSO is a prerequisite for creating and updating users since we don't allow setting passwords with SCIM. For CLAIM enterprises SCIM can only manage claimed users. More information and a complete list of SCIMP API points are available here.

Suppose you use a custom Entra ID Integration rather than the Airtable Gallery App. In that case, you may encounter a known issue with automatic provisioning. Switching to the Airtable Gallery App or following the steps in Microsoft’s documentation should fix your problem.