Providing administrative user accounts for several employees
Prerequisite
-
The user account must be labeled as a shared identity.
-
A pseudo employee must exist. The pseudo employee must be labeled as a shared identity and must have a manager.
-
The employees who are permitted to use the user account must be labeled as a primary identity.
To prepare an administrative user account for multiple employees
-
Label the user account as a shared identity.
-
In the Manager, select the Google Workspace > User accounts category.
-
Select the user account in the result list.
-
Select the Change main data task.
-
On the General tab, in the Identity menu, select Shared identity.
-
Link the user account to a pseudo employee.
-
In the Manager, select the Google Workspace > User accounts category.
-
Select the user account in the result list.
-
Select the Change main data task.
-
On the General tab, select the pseudo employee from the Employee menu.
TIP: If you are the target system manager, you can choose 
to create a new pseudo employee.
-
Assign the employees who will use this administrative user account to the user account.
-
In the Manager, select the Google Workspace > User accounts category.
-
Select the user account in the result list.
-
Select the Assign employees authorized to use task.
-
In the Add assignments pane, add employees.
TIP: In the Remove assignments pane, you can remove assigned employees.
To remove an assignment
For more information about mapping employee identities, see the One Identity Manager Identity Management Base Module Administration Guide.
Related topics
Privileged user accounts
Privileged user accounts are used to provide employees with additional privileges. This includes administrative user accounts or service accounts, for example. The user accounts are labeled with the Privileged user account property (IsPrivilegedAccount column).
NOTE: The criteria according to which user accounts are automatically identified as privileged are defined as extensions to the view definition (ViewAddOn) in the TSBVAccountIsPrivDetectRule table (which is a table of the Union type). The evaluation is done in the TSB_SetIsPrivilegedAccount script.
To create privileged users through account definitions
-
Create an account definition. Create a new manage level for privileged user accounts and assign this manage level to the account definition.
-
If you want to prevent the properties for privileged user accounts from being overwritten, set the IT operating data overwrites property for the manage level to Only initially. In this case, the properties are populated just once when the user accounts are created.
-
Specify the effect of temporarily or permanently disabling or deleting, or the security risk of an employee on its user accounts and group memberships for each manage level.
-
Create a formatting rule for the IT operating data.
You use the mapping rule to define which rules are used to map IT operating data for user accounts and which default values are used if no IT operating data can be determined through a person's primary roles.
The type of IT operating data required depends on the target system. The following settings are recommended for privileged user accounts:
-
In the mapping rule for the IsPrivilegedAccount column, use the default value 1 and set the Always use default value option.
-
You can also specify a mapping rule for the IdentityType column. The column owns different permitted values that represent user accounts.
-
To prevent privileged user accounts from inheriting the entitlements of the default user, define a mapping rule for the IsGroupAccount_Group, IsGroupAccount_PaSku, and IsGroupAccount_OrgAdminRole columns with a default value of 0 and set the Always use default value option.
-
Enter the effective IT operating data for the target system.
Specify in the departments, cost centers, locations, or business roles which IT operating data should apply when you set up a user account.
-
Assign the account definition directly to employees who work with privileged user accounts.
When the account definition is assigned to an employee, a new user account is created through the inheritance mechanism and subsequent processing.
TIP: If customization requires that the login names of primary mail addresses of privileged user accounts follow a defined naming convention, specify how the email addresses are formatted in the template.
Related topics
Specifying deferred deletion for Google Workspace user accounts
You can use deferred deletion to specify how long the user accounts remain in the database after deletion is triggered before they are finally removed. By default, user accounts are finally deleted from the database after 30 days. First, the user accounts are disabled or blocked. You can reenable the user accounts up until deferred deletion runs. After deferred deletion is run, the user accounts are deleted from the database and cannot be restored anymore.
You have the following options for configuring deferred deletion.
-
Global deferred deletion: Deferred deletion applies to user accounts in all target system. The default value is 30 days.
In the Designer, enter a different value for deferred deletion in the Deferred deletion [days] property of the GAPUser table.
-
Object-specific deferred deletion: Deferred deletion can be configured depending on certain properties of the accounts.
To use object-specific deferred deletion, in the Designer, create a Script (deferred deletion) for the GAPUser table.
Example:
Deferred deletion of privileged user accounts is 10 days. The following Script (deferred deletion) is entered in the table.
If Not $IsPrivilegedAccount:Bool$ Then
End If
For detailed information on editing table definitions and configuring deferred deletion in the Designer, see the One Identity Manager Configuration Guide.
Login information for Google Workspace user accounts
When new user accounts are created in One Identity Manager, the passwords needed to log in to the target system are created immediately also. Various options are available for assigning the initial password. Predefined password policies are applied to the passwords, and you can adjust these policies to suit your individual requirements if necessary. You can set up email notifications to distribute the login information generated to users.
Detailed information about this topic
.