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Okta Users: Frequently asked questions


Okta User FAQs

1 General

What is Okta?

The university will be using Okta as its identity management platform.  Okta will securely connect all university members to the applications and tools that they need in a single sign-on format

What is the Okta dashboard?

The Okta dashboard is where applications that have been enrolled onto Okta will be shown.  Over time this will include many of the applications we use at the University, and you will only see the ones that you have access to.  You will be able to open your application directly from the Okta dashboard without having to sign in separately to it.

How do I sign into Okta?

You can reach the Okta sign in page by typing okta.sussex.ac.uk into your device’s browser.

I received a ‘New Sign On Notification’ when I first logged into Okta.  What is this?

The New Sign On Notification email is sent when Okta identifies that a new device or browser is being used to sign into an Okta account.

It is a security check to make sure that the user is aware of the sign in attempt.

If a secondary email address is recorded in Okta (see Settings/Personal Information), that email will be sent to both email addresses. Please also see the question below about what might included as your secondary email address’.

Why does my personal email address show under ‘Personal Information’ in ‘Settings’ on the Okta dashboard?

The University is implementing Okta to improve the security of your identity as well as providing easy access to your applications. Your Okta profile, which shows in the ‘Personal Information’ section, is based on information from the University’s staff database.

If you have previously provided a personal email address to the University then it will show here in your Okta profile as a ‘Secondary email address’. Only you can see what is shown in the Okta ‘Personal Information’ section.

In the future this secondary email address will be needed to send links for resetting forgotten passwords.

If you do wish to remove or change your secondary email address in Okta, then you can. Click your name (top right) and select ‘Settings’ then ‘Edit’.

Does Okta work on my mobile device?

It does. You can find Okta by typing ‘Okta.sussex.ac.uk’ into your mobile device’s browser. Most applications can be launched directly from the mobile dashboard.

Who do I contact in case of issues with my Okta account?

Contact the IT ServiceDesk - visit https://www.sussex.ac.uk/its/ and click on ‘Contact us for help’ to open a support ticket.

How do I change my password?

You can change your password by logging onto Sussex Direct>Personal Tab>Click Change password or please visit https://www.sussex.ac.uk/its/ and click on ‘Contact us for help’ to open a support ticket. Please don’t use the Okta password rest – this function will be enabled later in the process.

What do I do if I have forgotten my password?

You can go to Sussex Direct and click on Reset your password or please contact the IT Service Desk

How do I unlock my account?

Please contact the IT Service Desk

What are the different ways I can access Okta-integrated applications?

There are two ways you can log in:

  • You can go to okta.sussex.ac.uk and log in first, and then you can choose the application you want to access.
  • You can directly go to the application you want to access using the application URL, and then the application may or may not redirect you to Okta login page depending on whether you are already logged on to Okta.

Why do some of my applications remain open even after I’ve logged out of Okta?

Okta won’t automatically log you out of applications that you’ve accessed through the Okta dashboard.  Your applications have their own session lifetime which they determine, or you can manually log out of them when you’re finished.

 

2 Single Sign-On (SSO)

What is Single Sign-On (SSO)?

SSO is one of the products that Okta provides. SSO lets you sign in to one service, Okta, to access all your applications. You won’t need to remember the different password and username combinations for the applications that are on your Okta dashboard.

How does SSO work?

With SSO, you sign into your Okta Dashboard. From there, you can launch any of your web applications on the dashboard without having to enter any other additional credentials. Okta manages all your application credentials and securely logs you into your applications. For some applications you can navigate directly to the app and the app will sign you in from Okta.

How does Okta keep my username and password secure?

Okta provides rigorous security measures and controls to protect your information. This includes securing and verifying all communications with Okta, encrypting customer data, and ensuring that only the right people in in the University can control the Okta service. These controls are audited regularly.

Can I opt out of SSO?

No, you can’t choose to opt out of SSO. That would compromise the University’s security and leave everyone’s data vulnerable to an attack.

What is my username and password for Okta?

Your username is the same as your University IT account username. That is, it’s the short username for you, which usually includes a few letters and numbers followed by the Sussex address. For example, ano22@sussex.ac.uk. Your password is your usual IT Services account password. 

 

3 Multi-Factor Authentication (MFA)

What is Multi-Factor Authentication (MFA)?

Multi-Factor Authentication is a security practice that requires more than one method of authentication, using independent categories of credentials to verify a user’s identity. For example, you may log in to a system using your password (“what you know”) and then verifying a separate six-digit number that is sent to your phone (“what you have”).  By combining “what you know” and “what you have” verification, the hackers will have a harder time breaking into our systems as they may not have both your password and your phone.

 

When you log in to an account or application, you’re asked for a password so you can prove you are who you say you are. You may then be asked for a second factor.

 

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Created by Becca McKenna on 21 July 2022 and last updated by Wade Cason on 16 August 2022