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Active Roles 8.1.1 - Administration Guide

Introduction 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
Provisioning Policy Objects Deprovisioning Policy Objects How Policy Objects work Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning Exchange Mailbox AutoProvisioning AutoProvisioning in SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Microsoft 365 and Azure Tenant Selection E-mail Alias Generation 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
Using rule-based and role-based tools for granular administration Workflows
Key workflow features and definitions About workflow processes Workflow processing overview Workflow activities overview Configuring a workflow
Creating a workflow definition for a workflow Configuring workflow start conditions Configuring workflow parameters Adding activities to a workflow Configure 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
Approval workflow Email-based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic groups Active Roles Reporting Management History Entitlement profile Recycle Bin AD LDS data management One Identity Starling Join and configuration through Active Roles Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users Azure AD, Microsoft 365, and Exchange Online Management
Configuring Active Roles to manage Hybrid AD objects Managing Hybrid AD users
Creating a new Azure AD user with the Web Interface Viewing or updating the Azure AD user properties with the Web Interface Viewing or modifying the manager of a hybrid Azure user Disabling an Azure AD user Enabling an Azure AD user Deprovisioning of an Azure AD user Undo deprovisioning of an Azure AD user Adding an Azure AD user to a group Removing an Azure AD user from a group View the change history and user activity for an Azure AD user Deleting an Azure AD user with the Web Interface Creating a new hybrid Azure user with the Active Roles Web Interface Converting an on-premises user with an Exchange mailbox to a hybrid Azure user Licensing a hybrid Azure user for an Exchange Online mailbox Viewing or modifying the Exchange Online properties of a hybrid Azure user Creating a new Azure AD user with Management Shell Updating the Azure AD user properties with the Management Shell Viewing the Azure AD user properties with the Management Shell Delete an Azure AD user with the Management Shell Assigning Microsoft 365 licenses to new hybrid users Assigning Microsoft 365 licenses to existing hybrid users Modifying or removing Microsoft 365 licenses assigned to hybrid users Updating Microsoft 365 licenses display names
Unified provisioning policy for Azure M365 Tenant Selection, Microsoft 365 License Selection, Microsoft 365 Roles Selection, and OneDrive provisioning Microsoft 365 roles management for hybrid environment users Managing Microsoft 365 contacts Managing Hybrid AD groups Managing Microsoft 365 Groups Managing cloud-only distribution groups Managing cloud-only dynamic distribution groups Managing Azure security 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
Modern Authentication Managing the configuration of Active Roles
Connecting to the Administration Service 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 Using regular expressions Administrative Template Communication ports Active Roles and supported Azure environments Integrating Active Roles with other products and services Active Roles Language Pack Active Roles Diagnostic Tools Active Roles Add-on Manager

Office 365 Licenses Retention

This policy is intended to automate retention of all or selected Office 365 licenses assigned to an Azure AD user after the Azure AD user is deprovisioned successfully.

How this policy works

When processing a request to deprovision an Azure AD user, Active Roles uses this policy to determine if the licenses assigned to the Azure AD user must be retained.

When an Azure AD User is deprovisioned, this policy ensures that the administrator assigned Office 365 licenses are retained based on the policy configuration.

You can configure the Office 365 Licenses Retention policy to specify how you want Active Roles to modify the Azure AD user’s licenses in Azure AD upon a request to deprovision the Azure AD user.

When an Azure user is deprovisioned from the Active Roles Console, Web Interface, or Management Shell, the Office 365 licenses that were assigned to the user during user provisioning are retained based on the Office 365 Licenses Retention policy configuration. As per the policy set, all the licenses or only selected licenses are retained upon the user deprovision.

The changes that take effect after deprovisioning the user are reflected in the Azure portal and the Azure Properties > Licenses tab of the Azure AD user in the Web Interface.

Active Roles Console enables you to create a new Deprovisioning Policy Object or Add to the existing Built-in Policy – User Default Deprovisioning policy. For instructions on how to create a Deprovisioning Policy Object, see Creating a Policy Object. The Office 365 Licenses Retention policy from the User Deprovisioning Policies must be selected to enable retention of the required Office 365 licenses upon Azure AD user deprovisioning.

NOTE: The Office 365 Licenses Retention policy is enabled only when Azure AD is configured.

How to configure Office 365 License Retention policy

To configure an Office 365 Licenses Retention policy, select Office 365 Licenses Retention on the Policy to Configure page in the New Deprovisioning Policy Object Wizard or in the Add Deprovisioning Policy Wizard. Then, click Next to display the Office 365 Licenses Retention page.

Figure 89: Office 365 Licenses Retention page

On the Office 365 Licenses Retention page, you can select the tenant from which the licenses are required to be retained. You can also configure the policy to retain all the licenses or selected licenses.

Select the check box corresponding to Retain all the licenses option to enable the deprovisioned Azure AD user to retain all the Office 365 licenses after successful deprovisioning.

Select the check boxes corresponding to the specific Office 365 subscription plans and licenses that the deprovisioned Azure AD must retain after successful deprovisioning.

After configuring the required options for retaining the licenses, click Next and follow the instructions on the wizard to create the Policy Object.

NOTE: Consider the following when configuring an Office 365 Licenses Retention policy:

  • After performing an Undo Provisioning operation on the deprovisioned Azure AD User, the original licenses assignment made to the user at the time of User provisioning is restored to the user.

  • In Active Roles with Office365 Licenses Rention policy applied, when a deprovisioned Azure AD user tries to set licenses, a policy violation error is displayed.

  • For more information on deprovisioning Policy Objects and creating new deprovisioning policies see Deprovisioning Policy Objects and Creating a Policy Object.

Steps for configuring an Office 365 License Retention policy

To configure an Office 365 License Retention policy:

  1. On the Policy to Configure page, select Office 365 License Retention, and then click Next.

  2. On the Office 365 Licenses Retention page, select the options you want the policy to apply when deprovisioning the Azure AD user.

    • Select the tenant from which the licenses have to be retained for the user from the drop-down list.

    • Select the check box corresponding to Retain all the licenses option to enable the deprovisioned Azure AD user to retain all the Office 365 licenses after successful deprovisioning.

    • Select the check boxes corresponding to the specific Office 365 subscription plans and licenses that the deprovisioned Azure AD must retain after successful deprovisioning.

  3. Click Next.

    The Enforce Policy page is displayed, which enables you to specify objects to which this Policy Object is to be applied.

  4. Click Add, and use the Select Objects dialog to locate and select the objects on which you want to enforce the policy.

  5. Click Next, and then click Finish.

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