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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 error handling for a CRUD activity

When configuring a CRUD activity, you can use error handling to suppress errors encountered by that activity.

To configure error handling for a CRUD activity

  1. In the process diagram, right-click the name of the activity and click Properties.

  2. Go to the Error handling tab in the Properties dialog, and select or clear the Continue workflow even if this activity encounters an error check box on that tab.

If the Continue workflow even if this activity encounters an error check box is not selected (default setting), then an error condition encountered by the activity causes Active Roles to stop the workflow. If you select this check box, the workflow continues regardless of whether or not the activity encounters an error condition.

Configuring “Run as” options for a CRUD activity

By default, CRUD activities are executed under the user account specified by the “Run as” options in the workflow options and start conditions. This could be the service account of the Active Roles Administration Service or the account of the user who caused the workflow to start. You can configure the activity to override the default “Run as” setting.

To configure “Run as” options for a CRUD activity

  1. In the process diagram, right-click the name of the activity and click Properties.

  2. Click “Run as” options at the bottom of the Properties dialog.

  3. To override the default “Run as” setting for this activity, select the Run this activity under check box, and then choose the account under which you want the activity to run:

    • Click The service account of Active Roles if you want this activity to run under the service account of the Active Roles Administration Service.

    • Click The account of the user who started the workflow if you want this activity to run under the account of the user who caused the workflow to start. Depending on the type of the workflow, this is either the user who requested the operation that started the workflow or the user who started the workflow on demand.

    The account under which the activity is running determines the access rights of the activity in the directory.

  4. View or change the settings under the Approval enforcement option heading.

The Approval enforcement option settings determine whether to apply approval rules to the operation requested by the activity if the activity is executed under a privileged account, such as the Active Roles service account, an Active Roles Admin account, or the account of the user who is designated as an approver. The following settings are available:

  • Inherit from the workflow options and start conditions: Select this option if you want the activity to use the approval enforcement option selected in the workflow options and start conditions.

  • Use the following option for this activity: Click this option and then select or clear the Enforce approval check box if you want this activity to override the approval enforcement option selected in the workflow options and start conditions.

    When selected, the Enforce approval check box causes the approval rules to be applied, submitting the operation for approval regardless of the account under which the activity is executed. Otherwise, the operation requested by the activity bypasses approval rules if the activity is executed under the Active Roles service account, an Active Roles Admin account, or the account of the user who is designated as an approver, so the operation is not submitted for approval.

Configuring additional settings for a CRUD activity

By using additional settings, you can override the default operation reason text, and add request controls to modify the behavior of the activity.

To configure additional settings for a CRUD activity

  1. In the process diagram, right-click the name of the activity and click Properties.

  2. Click the Additional settings link at the bottom of the Properties dialog.

  3. In the Additional Settings dialog, view or change the following options:

    • Use this text instead of the original operation reason text: If the operation requested by the CRUD activity is subject to approval, you can specify the operation reason text to be shown to the approver instead of the reason text specified in the operation request that started the workflow.

    • Select Use this text instead of the original operation reason text check box and type the appropriate reason text to replace the original reason text. Select the Use only if the operation reason is not originally specified check box if you want the activity to use your reason text only if the operation request that started the workflow does not have any reason text specified.

    • Allow the request created by this activity to start a new instance of the workflow containing this activity: When selected, requests created by the activity can start new instances of the workflow containing the activity.

      TIP: One Identity recommends leaving this setting clear in most cases, so that you can prevent the recurrent initialization of the activity if the operation requested by the activity within a specific workflow matches the start conditions of that same workflow.

      NOTE: Selecting this setting may result in a loop of workflow instances that repeatedly initializes the same activity, eventually resulting in an overflow.

    • Exclude or include request controls from the activity operation request: Request controls are certain pieces of data in an operation request that can be used to pass additional information to Active Roles on how to process the request. Request controls are optional.

    To add or change a control, click Add or Change, and then, in the dialog that opens, specify the name and, if applicable, the value of the control. If you want the activity to add the control to the requests, click Include this control in the activity operation requests. If you want to ensure that the control never occurs in the requests created by this activity, click Exclude this control from the activity operation requests.

Configuring a Save Object Properties activity

When you configure a Save Object Properties activity, you can specify the rules for selecting the object whose properties you want the activity to save, and list the properties for the activity to save. Additional options are available, such as notification and error handling.

To configure a Save Object Properties activity

  1. In the Active Roles Console tree, expand Configuration > Policies > Workflow, and select the workflow containing the Save Object Properties activity you want to configure.

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

  2. In the process diagram, right-click the name of the activity and click Properties.

  3. Navigate to the Activity target tab in the “Save Object Properties” Activity Properties dialog.

  4. Click in the Activity saves properties of this object box to specify the object whose properties you want the activity to save. This object is referred to as activity target. You can choose from the following options to specify the activity target:

    • Workflow target object: In a change workflow, the activity target is the target object of the request that started the workflow. For example, in a workflow that starts upon a deletion request, this choice causes the activity to save the properties of the object whose deletion is requested.

    • Fixed object in directory: The activity target is a particular object you select from Active Directory.

    • Object identified by workflow parameter: The activity target is the object specified by the value of a certain parameter of the workflow. You can choose the desired parameter from the workflow definition.

    • Object from workflow data context: The activity target will be selected by the activity on the basis of the data found in the workflow environment at the time of running the workflow. You can specify which object you want the activity to select at workflow execution time.

    • Object identified by DN-value rule expression: The Distinguished Name (DN) of the activity target is specified by the string value of a certain rule expression. By using a rule expression, you can compose a string value based on properties of various objects found in the workflow environment at the time of running the workflow. You can create the desired rule expression when you configure the activity.

  5. Navigate to the Target properties tab in the “Save Object Properties” Activity Properties dialog.

  6. Configure the list of the properties you want the activity to save:

    • To add a property to the list, click Add, and then select the name of the desired property.

    • To remove a property from the list, click the name of the property in the list, and then click Remove.

    The Workflow Designer provides a default list of properties. You can remove all properties from the list by clicking Clear list or revert to the default list by clicking Restore default.

  7. Navigate to the Notification tab in the “Save Object Properties” Activity Properties dialog to view or change notification settings. For more information, see Configuring a notification for a CRUD activity.

  8. Navigate to the Error handling tab in the “Save Object Properties” Activity Properties dialog to view or change error handling settings. For more information, see Configuring error handling for a CRUD activity.

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