Email notifications about login data
You can configure the login information for new user accounts to be sent by email to a specified person. In this case, two messages are sent with the user name and the initial password. Mail templates are used to generate the messages. The mail text in a mail template is defined in several languages. This means the recipient’s language can be taken into account when the email is generated. Mail templates are supplied in the default installation with which you can configure the notification procedure.
The following prerequisites must be fulfilled in order to use notifications:
- Ensure that the email notification system is configured in One Identity Manager. For more information, see the One Identity Manager Installation Guide.
- In the Designer, set the Common | MailNotification | DefaultSender configuration parameter and enter the sender address for sending the email notifications.
- Ensure that all employees have a default email address. Notifications are sent to this address. For more information, see the One Identity Manager Identity Management Base Module Administration Guide.
- Ensure that a language can be determined for all employees. Only then can they receive email notifications in their own language. For more information, see the One Identity Manager Identity Management Base Module Administration Guide.
When a randomly generated password is issued for the new user account, the initial login data for a user account is sent by email to a previously specified person.
To send initial login data by email
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Enable the TargetSystem | GoogleApps | Accounts | InitialRandomPassword configuration parameter in the Designer.
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In the Designer, set the TargetSystem | GoogleApps | Accounts | InitialRandomPassword | SendTo configuration parameter and enter the notification recipient as a value.
If no recipient can be found, the email is sent to the address stored in the TargetSystem | GoogleApps | DefaultAddress configuration parameter.
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In the Designer, set the TargetSystem | GoogleApps | Accounts | InitialRandomPassword | SendTo | MailTemplateAccountName configuration parameter.
By default, the message sent uses the Employee - new user account created mail template. The message contains the name of the user account.
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In the Designer, set the TargetSystem | GoogleApps | Accounts | InitialRandomPassword | SendTo | MailTemplatePassword configuration parameter.
By default, the message sent uses the Employee - initial password for new user account mail template. The message contains the initial password for the user account.
TIP: To use custom mail templates for emails of this type, change the value of the configuration parameter.
Managing Google Workspace entitlement assignments
In a customer, users can have different entitlements, which are mapped in One Identity Manager as follows:
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Entitlement for logging in to Google Workspace
Table: Google Workspace Products and SKUs (GAPPaSku)
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Administrative entitlements
Table: Google Workspace Admin role designations (GAPOrgAdminRole)
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Entitlement for the use of Google Workspace groups
Table: Google Workspace Groups (GAPGroup)
Entitlement assignments refer to the assignment of the various entitlements to user accounts. These include:
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Google Workspace user accounts: assignments to products and SKUs (GAPUserInPaSku table)
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Google Workspace user accounts: assignments to admin role designations (GAPUserInOrgAdminRole table)
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Google Workspace user accounts: assignments to groups (GAPUserInGroup table)
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Google Workspace groups: assignments to customers (GAPCustomerInGroup table)
In addition, external users can participate in groups as members, owners, or managers. External users are represented by an external email address and assigned to the groups.
Detailed information about this topic
Assigning Google Workspace entitlements to user accounts in One Identity Manager
In One Identity Manager, Google Workspace entitlements can be assigned directly or indirectly to employees.
In the case of indirect assignment, employees and entitlements are organized in hierarchical roles. The number of entitlements assigned to an employee is calculated from the position in the hierarchy and the direction of inheritance. If the employee has a Google Workspace user account, the entitlements are assigned to this user account.
Entitlements can also be assigned to employees through IT Shop requests. To enable the assignment of entitlements using IT Shop requests, employees are added as customers in a shop. All entitlements assigned to this shop as products can be requested by the customers. After approval is granted, requested entitlements are assigned to the employees.
You can use system roles to group entitlements together and assign them to employees as a package. You can create system roles that contain only Google Workspace entitlements. You can also group any number of company resources into a system role.
To react quickly to special requests, you can also assign the entitlements directly to user accounts.
For more information see the following guides:
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Basic principles for assigning and inheriting company resources |
One Identity Manager Identity Management Base Module Administration Guide
One Identity Manager Business Roles Administration Guide |
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Assigning company resources through IT Shop requests |
One Identity Manager IT Shop Administration Guide |
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System roles |
One Identity Manager System Roles Administration Guide |
Detailed information about this topic
Prerequisites for indirect assignment of Google Workspace entitlements to Google Workspace user accounts
In the case of indirect assignment, employees and Google Workspace entitlements are assigned to hierarchical roles, such as departments, cost centers, locations, or business roles. When assigning Google Workspace entitlements indirectly, check the following settings and modify them if necessary.
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The assignment of employees, Google Workspace products and SKUs, Google Workspace admin role assignments, and Google Workspace groups is permitted for departments, cost centers, locations, or business roles.
For more information, see the One Identity Manager Identity Management Base Module Administration Guide.
To configure assignments to roles of a role class
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In the Manager, select role classes in the Organizations > Basic configuration data > Role classes category.
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In the Manager, select role classes in the Business roles > Basic configuration data > Role classes category.
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Select the Configure role assignments task and configure the permitted assignments.
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To generally allow an assignment, enable the Assignments allowed column.
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To allow direct assignment, enable the Direct assignments permitted column.
- Save the changes.
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Settings for assigning Google Workspace entitlements to Google Workspace user accounts.
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Google Workspace user accounts are labeled with the Products and SKUs can be inherited, Admin roles assignments can be inherited, and Groups can be inherited options.
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Google Workspace user accounts are linked with an employee through the UID_Person (Person) column.
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Google Workspace user accounts and entitlements belong to the same customer.
NOTE: There are other configuration settings that play a role when company resources are inherited through departments, cost centers, locations, and business roles. For example, role inheritance might be blocked or inheritance of employees not allowed. For more detailed information about the basic principles for assigning company resources, see the One Identity Manager Identity Management Base Module Administration Guide.
Related topics
Allow assignments to role classes of departments, cost centers, locations, or roles