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Active Roles 8.0 LTS - Administration Guide

Introduction About Active Roles Getting Started Rule-based Administrative Views Role-based Administration
Access Templates as administrative roles Access Template management tasks Examples of use Deployment considerations Windows claims-based Access Rules
Rule-based AutoProvisioning and Deprovisioning
About Policy Objects Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning E-mail Alias Generation Exchange Mailbox AutoProvisioning AutoProvisioning for SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Office 365 and Azure Tenant Selection User Account Deprovisioning Office 365 Licenses Retention Group Membership Removal Exchange Mailbox Deprovisioning Home Folder Deprovisioning User Account Relocation User Account Permanent Deletion Group Object Deprovisioning Group Object Relocation Group Object Permanent Deletion Notification Distribution Report Distribution
Deployment considerations Checking for policy compliance Deprovisioning users or groups Restoring deprovisioned users or groups Container Deletion Prevention policy Picture management rules Policy extensions
Workflows
Understanding workflow Workflow activities overview Configuring a workflow
Creating a workflow definition Configuring workflow start conditions Configuring workflow parameters Adding activities to a workflow Configuring an Approval activity Configuring a Notification activity Configuring a Script activity Configuring an If-Else activity Configuring a Stop/Break activity Configuring an Add Report Section activity Configuring a Search activity Configuring CRUD activities Configuring a Save Object Properties activity Configuring a Modify Requested Changes activity Enabling or disabling an activity Enabling or disabling a workflow Using the initialization script
Example: Approval workflow E-mail based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic Groups Active Roles Reporting Management History
Understanding Management History Management History configuration Viewing change history
Workflow activity report sections Policy report items Active Roles internal policy report items
Examining user activity
Entitlement Profile Recycle Bin AD LDS Data Management One Identity Starling Management Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users Azure AD, Office 365, and Exchange Online management
Configuring Active Roles to manage hybrid AD objects Managing Hybrid AD Users Unified provisioning policy for Azure O365 Tenant Selection, Office 365 License Selection, and Office 365 Roles Selection, and OneDrive provisioning Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Microsoft 365 Groups Managing Azure Security Groups Managing cloud-only distribution groups Managing cloud-only Azure users Managing cloud-only Azure guest users Managing cloud-only Azure contacts Changes to Active Roles policies for cloud-only Azure objects Managing room mailboxes Managing cloud-only shared mailboxes
Managing Configuration of Active Roles
Connecting to the Administration Service Adding and removing managed domains Using unmanaged domains Evaluating product usage Creating and using virtual attributes Examining client sessions Monitoring performance Customizing the console Using Configuration Center Changing the Active Roles Admin account Enabling or disabling diagnostic logs Active Roles Log Viewer
SQL Server Replication Appendix A: Using regular expressions Appendix B: Administrative Template Appendix C: Communication ports Appendix D: Active Roles and supported Azure environments Appendix E: Active Roles integration with other One Identity and Quest products Appendix F: Active Roles integration with Duo Appendix G: Active Roles integration with Okta Active Roles Language Pack

Enabling or disabling an activity

Temporarily disabling an activity may be useful when the workflow is under construction so the workflow definition is not finalized and the activity should not run until a certain time.

To disable an activity or enable a disabled activity

  1. Select the workflow definition in the console tree to display the workflow as a process diagram.
  2. In the process diagram, right-click the activity and click Disable or Enable, respectively.

While an activity is disabled in a given workflow, Active Roles skips that activity when running that workflow. When you enable a disabled activity in a given workflow, you allow Active Roles to execute that activity when running that workflow.

Enabling or disabling a workflow

Temporarily disabling a workflow may be useful when the workflow is under construction so the workflow definition is not finalized and the activities included in the workflow should not run until a certain time.

To disable a workflow or enable a disabled workflow

  • Right-click the workflow definition in the console tree and click Disable Workflow or Enable Workflow, respectively.

While a workflow is disabled, Active Roles does not run any activities included in that workflow regardless of the workflow start conditions. When you enable a disabled workflow, you allow Active Roles to run the activities included in that workflow.

Using the initialization script

When executing a workflow instance, Active Roles uses a single PowerShell operating environment, referred to as a runspace, for all script activities held in that workflow. The workflow runtime engine creates a runspace once the workflow instance has been started, and maintains the runspace during the execution of the workflow instance.

When you configure a workflow, you can specify PowerShell commands you want the workflow runtime engine to execute immediately after the runspace creation. These commands constitute the initialization script that the workflow engine runs prior to performing script activities.

With an initialization script, you can define runspace configuration data separately from the logic of the script activities and use it to initialize the environment for executing script activities. Specifically, you can:

  • Load PowerShell modules and snap-ins. All activity scripts can use the modules and snap-ins loaded in the initialization script, without having to load the prerequisite modules or snap-ins on a per-activity basis.

    The modules and snap-ins loaded in the initialization script are available to all script activities at workflow runtime. For example, the Import-Module 'SmbShare' command added to the initialization script makes the Server Message Block (SMB) Share-specific commandlets available to all script activities within the workflow.

  • Initialize environment-specific variables, referred to as global variables. All activity script can retrieve and update global variables, which makes it possible to exchange data between different activity scripts.

    The global variables are visible to all script activities at workflow run time. For example, the $rGuid = [Guid]::NewGuid() command added to the initialization script makes the $rGuid variable available to all script activities within the workflow. To reference a variable that is defined in the initialization script, the activity script must use the $global: qualifier, such as $global:rGuid.

    When execution of the workflow instance is suspended (for example, waiting for approval), and then resumed (for example, after receiving an approval decision), the runspace is reinitialized so the global variables may change. If you need to preserve the value of a global variable, add the [Persist()] attribute to the variable's name in the initialization script, such as [Persist()]$rGuid = [Guid]::NewGuid(). The global variables defined in this way are saved to a persistent storage upon suspending the workflow instance and restored from the storage when the workflow instance is resumed. To save a variable, Active Roles creates and stores an XML-based representation of the object signified by that variable, similarly to the Export-Clixml command in Windows PowerShell. When restoring the variable, Active Roles retrieves the XML data that represents the object, and creates the object based on that data, similarly to the Import-Clixml command.

To view or change the initialization script

  1. In the Active Roles console tree, expand Configuration | Policies | Workflow, and select the workflow you want to configure.

    This opens the Workflow Designer window in the details pane, representing the workflow definition as a process diagram.

  1. In the details pane, click the Workflow options and start conditions button to expand the area above the process diagram, and then click the Configure button.
  2. Click the Initialization script tab in the dialog box that opens.

The Initialization script tab displays the current script. You can add or modify the script by typing in the edit box on that tab.

 

Example: Approval workflow

Approval workflow complements automated policies, to make provisioning and deprovisioning decisions based on human input. While automated policies require no manual intervention, approval-based fulfillment of administrative operations adds to process automation the ability to manually accept or deny operation requests, and to monitor the execution of request-processing tasks to ensure they are responded in a timely manner.

Approval workflow can service a range of requests, which are user actions intended to perform administrative operations. Examples of such operations include the creation, modification, and deprovisioning of user accounts.

When a requested operation requires permission from certain individuals in an organization, a workflow can be started to coordinate the approval process. The system only performs the requested operation after approval is given by an authorized person.

Active Roles administrators can create and configure approval workflows by using the Workflow Designer-a graphical tool provided in the Active Roles console for constructing workflows. When designing an approval workflow, the administrator specifies which kind of operation causes the workflow to start, and adds approval rules to the workflow. The approval rules determine who is authorized to approve the operation, the required sequence of approvals, and who needs to be notified of approval tasks or decisions.

The approval workflow solution provided by Active Roles includes:

  • The Workflow Designer for constructing workflows, available from the Active Roles console. You use the Workflow Designer to configure an approval workflow by adding approval activities to the workflow definition.
  • The directory management interfaces, such as the Web Interface or Active Roles Console for submitting operation requests for approval. For example, approval workflow could be configured so that the creation of a user account via Active Roles starts the approval workflow instead of immediately executing the user creation operation.
  • The approval-related section of the Web Interface to manage operation requests. This section provides a “to-do” list of the approval tasks a designated user has to carry out, allowing the user to perform tasks such as approving or rejecting operation requests.
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