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Active Roles 8.0.1 LTS - Administration Guide

Introduction About Active Roles 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
About Policy Objects Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning E-mail Alias Generation Exchange Mailbox AutoProvisioning AutoProvisioning for SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Office 365 and Azure Tenant Selection 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
Workflows
Understanding workflow Workflow activities overview Configuring a workflow
Creating a workflow definition 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
Example: Approval workflow E-mail based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic Groups Active Roles Reporting Management History
Understanding Management History Management History configuration Viewing change history
Workflow activity report sections Policy report items Active Roles internal policy report items
Examining user activity
Entitlement Profile Recycle Bin AD LDS Data Management One Identity Starling Management Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users Azure AD, Office 365, and Exchange Online management
Configuring Active Roles to manage hybrid AD objects Managing Hybrid AD Users Unified provisioning policy for Azure O365 Tenant Selection, Office 365 License Selection, and Office 365 Roles Selection, and OneDrive provisioning Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Microsoft 365 Groups Managing Azure Security Groups Managing cloud-only distribution 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
Managing Configuration of Active Roles
Connecting to the Administration Service Adding and removing 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 Active Roles integration with other One Identity and Quest products Active Roles integration with Duo Active Roles integration with Okta Active Roles Language Pack Active Roles Diagnostic Tools Active Roles Add-on Manager

Changing the location of the shadow accounts

By default, the ERFM - Mailbox Management built-in policy saves shadow accounts in the Users container of the resource forest. If your organization stores other users as well in the Users container, then One Identity recommends changing the container for storing the shadow accounts for clarity.

To configure the location of the shadow accounts

  1. In the Active Roles Console, in the Active Directory (AD) tree, navigate to Configuration > Policies > Administration > Builtin.

  2. To open the Properties of the ERFM - Mailbox Management policy, in the list of policies, double-click Built-in Policy - ERFM - Mailbox Management. Alternatively, right-click the policy, then click Properties in the context menu.

    Figure 130: Active Roles Console – Opening the Properties of the ERFM - Mailbox Management built-in policy

  3. To open the policy settings, in the Policies tab, click Policy Description > ERFM - Mailbox Management.

    Figure 131: Active Roles Console – Opening the policy settings of the ERFM - Mailbox Management built-in policy

  4. Under Shadow Account, select This container, then Browse for the container in the resource forest where you want to store the shadow accounts of the linked mailboxes.

    TIP: You can also modify the default shadow account description (This is a shadow account).

    Figure 132: Active Roles Console – Specifying the container for the shadow accounts

  5. To apply your changes, click OK.

Configuring the synchronized, back-synchronized or substituted properties of linked mailboxes

By default, ERFM synchronizes a pre-defined set of user and mailbox properties between the master accounts and shadow accounts. If you need to modify and/or expand the default set of synchronized properties (for example, because of organizational reasons), open and update the applicable ERFM - Mailbox Management policy settings.

ERFM synchronizes three types of properties:

  • Synchronized properties: Active Roles updates these properties of the master account in both the master account and its shadow account whenever they are modified. Such properties include, for example, the personal (First Name, Last Name, and so on), geographical (Office Location, City), organizational (Company, Department, and so on) or contact (Home Phone, Mobile Number) information of the user.

  • Substituted properties: Active Roles updates these properties in the shadow account in the resource forest, even if you modify them in the master account in the account forest. Substituted properties include all Exchange recipient properties of the mail-enabled user.

  • Back-synchronized properties: Active Roles copies these properties from the shadow account to the master account. By default, this category includes a single property, E-Mail Address (mail).

To view or modify the synchronized, back-synchronized or substituted properties of linked mailboxes

  1. In the Active Roles Console, in the Active Directory (AD) tree, navigate to Configuration > Policies > Administration > Builtin.

  2. To open the Properties of the ERFM - Mailbox Management policy, in the list of policies, double-click Built-in Policy - ERFM - Mailbox Management. Alternatively, right-click the policy, then click Properties in the context menu.

    Figure 133: Active Roles Console – Opening the Properties of the ERFM - Mailbox Management built-in policy

  3. To open the policy settings, in the Policies tab, click Policy Description > ERFM - Mailbox Management.

    Figure 134: Active Roles Console – Opening the policy settings of the ERFM - Mailbox Management built-in policy

  4. (Optional) To view or modify the list of properties synchronized by the ERFM - Mailbox Management policy, click Synced.

    Figure 135: Active Roles Console – Viewing or modifying the synchronized properties of linked mailboxes

    • To add a new property to the list, click Add. Then, in the Select Object Property window, select the property (or properties) you wish to add, and click OK.

      Figure 136: Active Roles Console – Adding or removing synchronized properties for linked mailboxes

      TIP: If you cannot find the property you are looking for, select Show all possible properties to list all available properties.

    • To remove a property (or properties) from the list, select the property (or properties), click Remove, and confirm the removal.

    • To apply your changes, click OK.

  5. (Optional) To view or modify the list of back-synchronized properties, click Back-synced.

    • To add a new property to the list, click Add. Then, in the Select Object Property window, select the property (or properties) you wish to add, and click OK.

      TIP: If you cannot find the property you are looking for, select Show all possible properties to list all available properties.

    • To remove a property (or properties) from the list, select the property (or properties), click Remove, and confirm the removal.

    • To apply your changes, click OK.

  6. (Optional) To view or modify the list of substituted properties, click Substituted.

    • To add a new property to the list, click Add. Then, in the Select Object Property window, select the property (or properties) you wish to add, and click OK.

      TIP: If you cannot find the property you are looking for, select Show all possible properties to list all available properties.

    • To remove a property (or properties) from the list, select the property (or properties), click Remove, and confirm the removal.

    • To apply your changes, click OK.

Creating a linked mailbox for a new user

After Exchange Resource Forest Management (ERFM) is set up for your organization, you can configure linked mailboxes for new users in the Active Roles Web Interface.

Prerequisites

Make sure that all mandatory requirements listed in Prerequisites of configuring linked mailboxes have been performed in your organization. Otherwise, linked mailboxes will not be available for your users.

To create a new user with a linked mailbox

  1. In the Active Roles Web Interface, under Directory Management > Tree > Active Directory, navigate to the OU for which ERFM is configured.

    Figure 137: Active Roles Web Interface – Navigating to the OU supporting linked mailboxes

  2. In the list of actions available for the selected OU, click New User.

  3. In the General step, specify the following information as required by your organization:

    • First name: The first name of the user.

    • Last name: The last name of the user.

    • (Optional) Initials: The initials of the user.

    • Name: The fully-qualified user name of the user. By default, Active Roles automatically fills this property based on the specified First name, Last name, and Initials.

    • Display name: The name of the user as it will appear in Active Directory. By default, Active Roles automatically fills this property based on the specified Name.

    • User logon name: The user name used to log in to the domain. The User logon name also contains a user principal name (UPN) suffix. To configure the appropriate UPN suffix, use the drop-down button and select the appropriate domain for the user.

      NOTE: The list contains:

      • The full DNS name of the current domain.

      • The full DNS name of the root domain of the current forest.

      • Any alternative UPN suffixes created via the Active Directory Domains and Trusts console.

    • (Optional) User logon name (pre-Windows 2000): The user name used to log in to the domain, following the pre-Windows 2000 logon name format: <domain-name>\<user-name>. By default, Active Roles automatically fills this property based on the specified User logon name.

  4. In the Account step, specify the security settings of the user:

    • Password and Confirm password: The initial password of the user and the corresponding password confirmation field. You can specify the password either manually, or Generate one with Active Roles that follows the password policy requirements of your organization.

      To clear the specified password, click Clear. To spell out each character of the password for clarification, click Spell out.

      Figure 138: Active Roles Web Interface – Spelling out the characters of the generated or specified password

    • Account options: Use these options to specify additional security settings for the user (for example, to have them change the configured password during their next login attempt, or have the configured password expire after some time). If you want to enable the created user account later for increased security (for example, because the new user joins later to your organization), select Account is disabled.

  5. In the Create Mailbox step, configure the following settings:

    • Create an Exchange mailbox: Make sure that this setting is selected.

    • Alias: Specify the Microsoft Exchange alias of the new mailbox. By default, Active Roles generates the mailbox alias from the value specified for the General > User logon name property of the user.

    • Mailbox database: If all the mandatory prerequisites of this procedure are met, Active Roles must indicate in this field the default mailbox database of the Microsoft Exchange server deployed in the resource forest.

      If this field does not point to the Exchange server of the resource forest for any reason, click Browse and select the Exchange server of the resource forest.

  6. (Optional) Retention policy: If your organization has any retention policies configured for user mailboxes as part of its messaging records management (MRM) strategy, apply them to the new mailbox by selecting this setting and clicking Browse to select the appropriate policy or policies.

  7. (Optional) Exchange ActiveSync mailbox policy: If your organization has any Exchange ActiveSync mailbox policies configured for mobile devices, then apply them to the new mailbox by selecting this setting and clicking Browse to select the appropriate policy or policies.

  8. (Optional) Address book policy: If your organization has any address book policies configured for global address list (GAL) segmentation, apply them to the new mailbox by selecting this setting and clicking Browse to select the appropriate policy or policies.

  9. (Optional) To open the settings of the new user immediately after finishing the procedure, select Open properties for this object when I click Finish.

  10. To apply your changes, click Finish.

Active Roles then creates the new user with the following resources:

  • A new master user account in the OU of the account forest you navigated to at the beginning of this procedure.

  • A new shadow account and a linked mailbox in the resource forest, either in the default Users container or in the container you manually specified in Changing the location of the shadow accounts.

Creating a linked mailbox for an existing user with no mailbox

After Exchange Resource Forest Management (ERFM) is set up for your organization, you can configure linked mailboxes for existing users without mailboxes in the Active Roles Web Interface.

NOTE: If your organization has any existing users whose user mailboxes were created before configuring linked mailboxes, you cannot configure new linked mailboxes for those users. Instead, you must convert their existing user mailboxes to linked mailboxes. For more information, see Converting a user mailbox to a linked mailbox.

Prerequisites

Make sure that all mandatory requirements listed in Prerequisites of configuring linked mailboxes have been performed in your organization. Otherwise, linked mailboxes will not be available for your users.

To create a linked mailbox for an existing user

  1. In the Active Roles Web Interface, under Directory Management > Tree > Active Directory, navigate to the OU for which ERFM is configured.

    Figure 139: Active Roles Web Interface – Navigating to the OU supporting linked mailboxes

  2. Select the user account for which you want to configure the linked mailbox.

  3. To start configuring the mailbox for the user, click New User Mailbox.

  4. In the Mailbox Settings step, configure the following settings:

    • Alias: Specify the Microsoft Exchange alias of the new mailbox. By default, Active Roles generates the mailbox alias from the value specified for the General > User logon name property of the user.

    • Mailbox database: If all the mandatory prerequisites of this procedure are met, Active Roles must indicate in this field the default mailbox database of the Microsoft Exchange server deployed in the resource forest.

      If this field does not point to the Exchange server of the resource forest for any reason, click Browse and select the Exchange server of the resource forest.

    • (Optional) Retention policy: If your organization has any retention policies configured for user mailboxes as part of its messaging records management (MRM) strategy, apply them to the new mailbox by selecting this setting and clicking Browse to select the appropriate policy or policies.

    • (Optional) Exchange ActiveSync mailbox policy: If your organization has any Exchange ActiveSync mailbox policies configured for mobile devices, then apply them to the new mailbox by selecting this setting and clicking Browse to select the appropriate policy or policies.

    • (Optional) Address book policy: If your organization has any address book policies configured for global address list (GAL) segmentation, apply them to the new mailbox by selecting this setting and clicking Browse to select the appropriate policy or policies.

  5. To apply your changes, click Finish.

Active Roles then creates a new shadow account and a linked mailbox in the resource forest, either in the default Users container or in the container you manually specified in Changing the location of the shadow accounts.

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