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Active Roles 8.1.1 - Administration Guide

Introduction 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
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 Configure 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 Azure AD, Microsoft 365, and Exchange Online Management
Configuring Active Roles to manage Hybrid AD objects Managing Hybrid AD users
Creating a new Azure AD user with the Web Interface Viewing or updating the Azure AD user properties with the Web Interface Viewing or modifying the manager of a hybrid Azure user Disabling an Azure AD user Enabling an Azure AD user Deprovisioning of an Azure AD user Undo deprovisioning of an Azure AD user Adding an Azure AD user to a group Removing an Azure AD user from a group View the change history and user activity for an Azure AD user Deleting an Azure AD user with the Web Interface Creating a new hybrid Azure user with the Active Roles Web Interface Converting an on-premises user with an Exchange mailbox to a hybrid Azure user Licensing a hybrid Azure user for an Exchange Online mailbox Viewing or modifying the Exchange Online properties of a hybrid Azure user Creating a new Azure AD user with Management Shell Updating the Azure AD user properties with the Management Shell Viewing the Azure AD user properties with the Management Shell Delete an Azure AD user with the Management Shell Assigning Microsoft 365 licenses to new hybrid users Assigning Microsoft 365 licenses to existing hybrid users Modifying or removing Microsoft 365 licenses assigned to hybrid users Updating Microsoft 365 licenses display names
Unified provisioning policy for Azure M365 Tenant Selection, Microsoft 365 License Selection, Microsoft 365 Roles Selection, and OneDrive provisioning Microsoft 365 roles management for hybrid environment users Managing Microsoft 365 contacts Managing Hybrid AD groups Managing Microsoft 365 Groups Managing cloud-only distribution groups Managing cloud-only dynamic distribution groups Managing Azure security 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
Modern Authentication 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 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 the general email address settings of an Exchange Online mailbox

You can add, edit or remove email addresses to or from an Exchange Online mailbox in the Exchange Online Properties > General tab of the Active Roles Web Interface. Adding, editing, or removing email addresses is typically required in case of organizational changes (for example, the mailbox user is assigned to a new project, or the contract of a guest user ends within the organization).

To add a new email address to an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure user or guest user, click Exchange Online Properties on the right pane.

  4. To open the email address settings, click the General tab.

    Figure 188: Exchange Online Properties > General — Accessing the email account settings of an Exchange Online mailbox

  5. Click Add.... The E-mail Address dialog then opens.

  6. From the E-mail address type list, select the email account type applicable to your organization.

  7. In the E-mail address text box, specify the address of the new account.

  8. To apply your changes and create the new email account, click OK.

  9. To close the Exchange Online Properties window, click Close.

To edit an existing email address of an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure user or guest user, click Exchange Online Properties on the right pane.

  4. To open the email address settings, click the General tab.

  5. To open the settings of an email address, select the email address, then click Edit....

  6. In the E-mail address text box, modify the current email address.

    NOTE: You cannot modify the E-mail address type of an existing email account. You can only change the name of the existing address.

  7. To apply your changes, click OK.

  8. To close the Exchange Online Properties window, click Close.

To remove an existing email address of an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure user or guest user, click Exchange Online Properties on the right pane.

  4. To open the email address settings, click the General tab.

  5. In the E-mail addresses list, select the address you want to remove.

  6. Click Remove and confirm the deletion of the email address.

  7. To close the Exchange Online Properties window, click Close.

Configuring the mailbox features of an Exchange Online mailbox

You can enable or disable various Exchange Online mailbox features for an Exchange Online mailbox (such as Outlook Mobile Access or support for messaging protocols like IMAP4 or POP3) in the Exchange Online Properties > Mailbox Features tab of the Active Roles Web Interface. This is typically required if the organization supports specific applications and protocols for its Exchange mailboxes.

To enable or disable Exchange Online mailbox features for an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure user or guest user, click Exchange Online Properties on the right pane.

  4. To open the mailbox feature settings, click the Mailbox Features tab.

    Figure 189: Exchange Online Properties > Mailbox Features — Configuring mailbox features for an Exchange Online mailbox

  5. Select the Exchange Online mailbox feature that you want to enable or disable:

    • Outlook Mobile Access: Enables or disables the Outlook Mobile Access (OMA) mobile browsing service for the mailbox. Enabling this settings allows the mailbox user use OMA on their mobile device to access their account.

    • Exchange ActiveSync: Enables or disables the Exchange ActiveSync synchronization protocol for the mailbox. Enabling this setting allows the mailbox user synchronize their configured mobile device with their mailbox.

    • Up-to-Date Notifications: Enables or disables the Up-to-date (UTD) feature notifications for the mailbox.

    • Outlook Web App: Enables or disables access to the browser-based Outlook Web App for the mailbox user.

    • MAPI, IMAP4, POP3: Enables or disables support for the MAPI, IMAP4 or POP3 protocols for the mailbox user. If MAPI is enabled, the mailbox user can access their mailbox through the Outlook desktop app (or other MAPI clients). If IMAP4 or POP3 is enabled, they are also able to access their mailbox with any IMAP4 or POP3 email client.

    • Archive: Enables or disables the archive mailbox feature for the mailbox.

  6. Click Enable to enable the selected mailbox feature, or Disable to disable it.

  7. Once you are done with the configuration, click Close.

  8. To close the Exchange Online Properties window, click Close.

Configuring the mailbox settings of an Exchange Online mailbox

You can configure settings related to Messaging Records Management (MRM) for an Exchange Online mailbox in the Exchange Online Properties > Mailbox Settings tab of the Active Roles Web Interface. MRM settings are typically configured to meet mailbox archiving policies in effect within the organization.

For more information about MRM in Exchange Online, see Messaging records management in the Microsoft Exchange Online documentation.

To configure Messaging Records Management settings for an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure user or guest user, click Exchange Online Properties on the right pane.

  4. To open the MRM settings, click the Mailbox Settings tab.

    Figure 190: Exchange Online Properties > Mailbox Settings — Accessing the MRM settings of an Exchange Online mailbox

  5. Under Mailbox Settings, make sure that Messaging Records Management is selected, then click Properties. The Messaging Records Management dialog opens.

  6. To enable placing the entire contents of the user mailbox on hold, enable the Enable litigation hold check box. For more information on the Litigation Hold feature of Exchange Online, see the In-Place Hold and Litigation Hold page of the official Microsoft documentation.

  7. (Optional) If your organization has an internal resource on the litigation hold practices, specify its URL in the Messaging records management description URL text box.

  8. (Optional) If you want to display a customized message in Outlook for the mailbox user on the litigation hold, write the message in the Comments text box.

  9. Click Save to apply your changes and close the Messaging Records Management dialog.

  10. To close the Exchange Online Properties window, click Close.

Resetting the password of an Azure guest user

You can reset the password of an existing Azure guest user in the selected Azure tenant with the Reset Password option of the Active Roles Web Interface. This is typically performed if the guest user forgot their password.

To reset the password of an Azure guest user

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Azure Guest Users.

    The list of Azure guest users of the selected tenant is displayed.

    Figure 238: Directory Management > Tree View > Azure > <azure-tenant-name> > Azure Guest Users — Listing the Azure guest users in the tenant

  2. Select the Azure guest user whose password you want to reset.

  3. Click Reset Password.

  4. Specify a new password either manually or by generating a new one.

    1. Configure the Password

      Under Password, specify the new password of the Azure guest user with one of the available methods:

      • Configure the password manually

        To specify the new password manually, enter it into the Password and Confirm password fields.

      • Generate the password automatically

        To generate a new password with Active Roles automatically, click Generate. The generated password will meet the policy requirements of both your organization and Azure AD.

        To clear the currently specified password, click Clear.

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

    2. Configure Account Options

      Under Account options, configure the password change settings.

      • To enforce password change after the first successful login, select User must change password at next Sign-in.

  5. To apply your changes, click Finish.

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