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Active Roles 8.1.4 - Administration Guide

Introduction Getting started with Active Roles Configuring rule-based administrative views Configuring role-based administration 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 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
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 Migrating Active Roles configuration with the Configuration Transfer Wizard Managing Skype for Business Server with Active Roles
About Skype for Business Server User Management Active Directory topologies supported by Skype for Business Server User Management User Management policy for Skype for Business Server User Management Master Account Management policy for Skype for Business Server User Management Access Templates for Skype for Business Server Configuring the Skype for Business Server User Management feature Managing Skype for Business Server users
Exchanging provisioning information with Active Roles SPML Provider Monitoring Active Roles with Management Pack for SCOM Configuring Active Roles for AWS Managed Microsoft AD Azure AD, Microsoft 365, and Exchange Online Management
Configuring Active Roles to manage Hybrid AD objects Unified provisioning policy for Azure M365 Tenant Selection, Microsoft 365 License Selection, Microsoft 365 Roles Selection, and OneDrive provisioning Changes to Active Roles policies for cloud-only Azure objects
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 Configuring federated authentication 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

Configuring request for additional information

You can configure the Approval activity so that the approver is requested to supply certain properties of the object when performing the approval task. Suppose the creation of a user is submitted for approval. The approver may be requested to supply certain properties of the user in addition to the the properties specified in the creation request. Thus, you may configure the Approval activity to prompt the approver to specify the mailbox database for the mailbox of the user to be created.

To configure request for additional information

  1. Navigate to the Request for information tab in the Properties dialog for the Approval activity.

  2. Add the desired properties to the Request the approver to supply or change these properties list.

When performing the Approval task, the approver will be prompted to supply or change the properties presented in that list. The approver can provide the requested information in the Approval section of the Web Interface, under the Supply or change the following properties heading on the Object Properties tab of the Approval Task page. The tab also displays an instruction specified by the Approval activity. You can view or change the instruction text on the Request for information tab in the Properties dialog for the Approval activity, under the Show this instruction to the approver heading.

Configuring request for review

You can configure the Approval activity so that the approver will be requested to review the object properties submitted for approval. One more option is to allow the approver to make changes to those properties.

To configure request for review

  1. Navigate to the Request for information tab in the Properties dialog for the Approval activity.

  2. Select the Show the original request to the approver check to enable the approver to review the properties submitted for approval.

  3. (Optional) Select the Allow the approver to modify the original request check box to allow the approver to make changes to the properties submitted for approval.

When the Show the original request to the approver check box is selected, the Object Properties tab of the Approval Task page in the Approval section of the Web Interface displays the object properties submitted for approval. The property values are shown read-only in the area under the Review the properties submitted for approval heading.

TIP: You can configure the Approval activity to allow the approver to change those property values by selecting the Allow the approver to modify the original request check box. If you do not want the approver to view the properties submitted for approval, clear the Show the original request to the approver check box.

Customizing the header of the approval task page

You can configure the Approval activity to specify how the approval tasks created by that activity are identified in the Approval section of the Web Interface. The Approval section contains a list of approval tasks, with each task identified by a header that provides basic information about the task, including the title of the task and information about the target object of the operation that is subject to approval. The title of the task is located in the middle of the task header. The properties that identify the operation target object are displayed above the title of the task.

To change the title of the approval task

  1. Navigate to the Customization tab in the Properties dialog for the Approval activity.

  2. Click Customize the task header area.

  3. Type the appropriate title in the Display this title to identify the approval task box.

    By default, the title is Approve operation.

To change the properties that identify the operation target object

  1. Under Customize the task header area, verify that the Display these properties of the object submitted for approval check box is selected.

  2. Use Add and Remove to configure the list of properties.

    By default, the list contains the Friendly Name property, which causes Active Roles to use the display name of the object. If the object does not have a display name, then Active Roles uses the name of the object.

TIP: By default, the approval task’s header provides summary information about the changes that are subject to approval, including the type of the changes and the reason for the changes. You can configure the header not to display that information by clearing the Display the operation summary in the task header area check.

NOTE: Changes to the configuration of the task’s header have an effect on the tasks created by the Approval activity after the changes were made, and do not affect the tasks created earlier.

Customizing approval action buttons

You can configure the Approval activity to specify the actions the approver can take on the approval task. On the pages for performing the approval task, in the Approval section of the Web Interface, the task header contains the action buttons that are intended to apply the appropriate resolution to the task, such as Approve or Reject. The action buttons are located at the bottom of the header area. Which buttons are displayed depends upon configuration of the Approval activity.

To rename or hide an action button

  1. Go to the Customization tab in the Properties dialog for the Approval activity.

  2. Click Customize action buttons.

  3. Click the title of the button in the list, and then click Edit.

  4. In the Action Button Properties dialog, perform the following tasks:

    • To rename the button, type the appropriate name in the Button title box.

    • The new name will appear on the action button in the Web Interface.

    • To hide the button, clear the Is visible on the pages for performing the approval task check box.

    • As a result, the Web Interface will not display the action button.

You can restore the action button in the Web Interface by selecting the Is visible on the pages for performing the approval task check box.

NOTE: This option is unavailable for the Escalate and Delegate action types. The Web Interface displays the Escalate or Delegate button only if the Approval activity allows the approver to escalate or reassign (delegate) the approval task, respectively.

Action buttons appear on the pages for performing the approval task. Each button applies a certain action to the task. You can add buttons to create custom actions. Clicking a custom action button allows (Complete action type) or denies (Reject action type) the operation that is subject to approval. If-Else activities can refer to a custom action button by title and elect the appropriate branch of the workflow when the approver clicks that button.

To add a custom action button

  1. Navigate to the Customization tab in the Properties dialog for the Approval activity.

  2. Click Customize action buttons.

  3. Click Add.

  4. In the Action Button Properties dialog, do the following:

    1. In the Button title box, type the appropriate name of the button.

      This name will appear on the action button in the Web Interface.

    2. From the Action type list, select the appropriate type of the action button.

      When applied to an approval task, the Complete action type, causes the workflow to continue, allowing the operation that is subject to approval; the Reject action type button denies the operation.

    3. Select the Is visible on the pages for performing the approval task check box.

TIP: When adding a custom action button, One Identity recommends including instructions explaining the meaning and purpose of the custom action. You can enter these instructions in the Properties > Customization > Customize action buttons > Show this instruction for action buttons field of the Approval activity. The approver will see that text above the action buttons on the pages for performing the approval task in the Web Interface.

To complete an approval task, the approver normally has to fill in a confirmation dialog box. You can configure the Approval activity to prevent the confirmation dialog from appearing: Select the Suppress the confirmation dialog upon completion of approval task check box in the Customize action buttons area on the Customization tab in the Properties dialog for the Approval activity.

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