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Password Manager 5.13.2 - Administration Guide

About Password Manager Getting started Password Manager architecture
Password Manager components and third-party applications Typical deployment scenarios Password Manager in a perimeter network Management Policy overview Password policy overview Secure Password Extension overview reCAPTCHA overview User enrollment process overview Questions and Answers policy overview Password change and reset process overview Data replication Phone-based authentication service overview
Management policies
Checklist: Configuring Password Manager Understanding Management Policies Configuring access to the Administration Site Configuring access to the Legacy Self-Service Site or Password Manager Self-Service Site Configuring access to the Helpdesk Site Configuring Questions and Answers policy Workflow overview Custom workflows Custom activities Legacy Self-Service or Password Manager Self-Service Site workflows Helpdesk workflows Notification activities User enforcement rules
General Settings
General Settings overview Search and logon options Importing and exporting configuration settings Outgoing mail servers Diagnostic logging Scheduled tasks Web Interface customization Instance reinitialization Realm Instances Domain Connections Extensibility features RADIUS Two-Factor Authentication Internal Feedback Password Manager components and third-party applications Unregistering users from Password Manager Bulk Force Password Reset Fido2 key management Working with Redistributable Secret Management account Email templates
Upgrading Password Manager Administrative Templates Secure Password Extension Password Policies Enable 2FA for administrators and helpdesk users Reporting Password Manager integration Accounts used in Password Manager Open communication ports for Password Manager Customization options overview Feature imparities between the legacy and the new Self-Service Sites Third-party contributions Glossary

Creating custom activities

When you create a custom activity from scratch or by converting a built-in activity, the created custom activity in the Custom group of the activities list in the workflow designer. If you want to copy the created activity, hover over the activity in the left pane of the workflow designer, and click Copy.

Note, that this functionality is available only after you turn on the extensibility features.

To turn extensibility features on

  1. Open the Administration Site and click the General Settings tab.

  2. On the General Settings page, select the Extensibility tab.

  3. On the Extensibility settings page, click the upper Turn on button.

To create a custom activity from scratch

  1. On the Administration Site, open the workflow designer, expand the Custom group in the left pane, and click Add new custom activity.

  2. On the User Interface Designer tab, enter the main instruction for the activity in the default language. You can translate the main instruction text into other languages by clicking the Add new language link. This text will be displayed on the page of the Self-Service or Helpdesk Site page when the activity is executed. Any user interface elements that you add will be displayed below the main instruction.

  3. To add user interface elements, click Add new element in the User interface elements section.

  4. In the Add New Element dialog, select the user interface element you want to add and enter the element’s ID and label. Select the following options if required:

  5. Click OK:

    • Disable the element on the user interface: Select this check box if you want to make this element disabled on the Self-Service or Helpdesk Site.

    • Hide the element on the user interface: Select this check box if you want to hide this element from the Self-Service or Helpdesk Site.

  6. On the Activity Name tab, specify the following options:

    • Activity short name: The activity name that should be used in PowerShell scripts to refer to the activity.

    • Activity display name: The activity name displayed in the activities list and workflow designer.

    • Activity description : Your description of the custom activity.

  7. On the PowerShell Script tab, enter the PowerShell script to set the activity behavior. For more information on how to create and use activity scripts, refer to the Password Manager SDK.

  8. Click OK.

Any built-in activity (Self-Service or Helpdesk) can be converted to a custom one by clicking the Convert to custom activity link on a built-in activity in the activities list or the workflow designer. If you want to copy the created activity, hover over the activity in the left pane of the workflow designer, and click Copy.

To convert a built-in activity to a custom activity

  1. On the Administration Site, open the workflow designer, select the built-in activity you want to convert, and click the Convert to custom activity link on the activity.

  2. Hover over the created activity and click the Shared settings link.

  3. On the Activity Name tab, specify the following options:

    • Activity short name. The activity name that should be used in PowerShell scripts to refer to the activity.

    • Activity display name. The activity name displayed in the activities list and workflow designer

    • Activity description. Your description of the custom activity.

  4. On the PowerShell Script tab, enter the PowerShell script to set the activity behavior. For more information on how to create and use activity scripts, refer to the Password Manager SDK.

  5. Click OK.

Importing and exporting custom activities

Using the import and export custom activity functionality, you can effortlessly share and copy custom activities that you created. If you want to reuse a custom activity in another workflow, export the activity to an archive file and then import it to the required workflow.

Note that you can import and export custom activities only. This functionality is available only after you turn on the extensibility features.

To turn extensibility features on

  1. Open the Administration Site and click the General Settings tab.

  2. On the General Settings page, select the Extensibility tab.

  3. On the Extensibility settings page, click the upper Turn on button.

To export custom activity

  1. On the Administration Site, open the workflow designer, expand the Custom group in the left pane of the workflow designer, hover over the custom activity you want to export, and click Export.

  2. Depending on your browser settings, specify where you want to save the archive file and download the archive.

When you import custom activities, note that existing custom activities with the same name will be replaced. You can back up existing activities by exporting them when prompted.

IMPORTANT: When you import custom activities, it is strongly recommended to audit activities’ scripts before using activities in a production environment. This is required because security-sensitive information can be accessed via PowerShell scripts included in a custom activity. Import custom activities from a trusted source only.

To import custom activity

  1. On the Administration Site, open the workflow designer, expand the Custom group in the left pane of the workflow designer, and click Import custom activity.

  2. In the Import Custom Activity dialog, click Upload to select the activity archive file and then click OK.

Removing custom activities

To remove a custom activity, click the Remove link on the custom activity in the workflow designer or in the activities list.

NOTE: You can permanently remove the custom activity only if it is removed from all workflows where it is used first.

Legacy Self-Service or Password Manager Self-Service Site workflows

By configuring the Legacy Self-Service or the Password Manager Self-Service workflows, you can specify what tasks will be available for users on the Legacy Self-Service Site and on the Password Manager Self-Service Site, and configure options for each available task. Preconfigured Self-Service workflows are available out of the box. You can always customize the workflow, add activities to or remove them from the workflow.

The following are the available Legacy Self-Service and Password Manager Self-Service workflows:

  • Register

  • Manage My Profile

  • Forgot My Password

  • Manage My Passwords

  • Unlock My Account

  • My Notifications

  • I Have a Passcode

All available workflows are preconfigured and ready to use.

The Self-Service and the workflows correspond to the tasks on the Self-Service Site. If you enable a self-service workflow, the corresponding task will be available to users on the Self-Service Site.

The Self-Service workflows provide the ability to combine different authentication options in a single workflow. For example, you can configure the authentication activities so that all secret questions are displayed on a single page, or only one secret question is displayed at a time. You can combine different authentication options such as authentication with Questions and Answers profile, Defender, and phone authentication in a single workflow.

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