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Active Roles 8.2 - Administration Guide

Introduction Getting started with Active Roles Configuring rule-based administrative views Configuring role-based administration Configuring rule-based autoprovisioning and deprovisioning
Configuring Provisioning Policy Objects
User Logon Name Generation E-mail Alias Generation Exchange Mailbox AutoProvisioning Group Membership AutoProvisioning Home Folder AutoProvisioning Property Generation and Validation Script Execution O365 and Azure Tenant Selection AutoProvisioning in SaaS products
Configuring Deprovisioning Policy Objects
User Account Deprovisioning Group Membership Removal User Account Relocation Exchange Mailbox Deprovisioning Home Folder Deprovisioning User Account Permanent Deletion Office 365 Licenses Retention Group Object Deprovisioning Group Object Relocation Group Object Permanent Deletion Script Execution Notification Distribution Report Distribution
Configuring entry types Configuring a Container Deletion Prevention policy Configuring picture management rules Managing Policy Objects Checking for policy compliance Deprovisioning users or groups Restoring deprovisioned users or groups Configuring policy extensions
Using rule-based and role-based tools for granular administration Workflows
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
Azure tenant types and environment types supported by Active Roles Using Active Roles to manage Azure 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 and URLs used by Active Roles Integrating Active Roles with other products and services Active Roles Language Pack Active Roles Diagnostic Tools Active Roles Add-on Manager

Approval workflow notification message template

Notification messages are based on a message template that determines the format and contents of an email notification message, including the message subject and body. You can access the template from the page where you select an event together with notification recipients. When you change the template, your changes only take effect on the messages specific to the notification you are configuring.

In the previous example, you could configure the approval activity so that the approver would receive an email notification whenever a user creation operation is requested that requires their approval. Open the Properties page for that activity and go to the Notification step. Then, click Add, verify that the Task created event is selected, and select the appropriate recipient(s) under Notification recipients.

For step-by-step instructions, see Configuring a Notification activity.

Email-based approval

In addition to the Web Interface pages for performing approval tasks, Active Roles provides the facility to approve or reject a pending request by replying to a notification message that informs of the request. An approval workflow can be configured to behave as follows:

  • Upon the receipt of a change request that requires approval, Active Roles sends a notification message to the designated approvers, with the message body containing the option to approve or reject the request.

  • The approver replies to the notification message, choosing the desired option—approve or reject. In the reply message the approver is expected to provide a comment explaining the reason for that choice.

  • Active Roles receives the reply massage from the approver, checks to see if the approver elected to approve or reject the request, and then allows or denies the requested changes accordingly.

This way, the capabilities to work with approval requests are integrated into the e-mail client. The approvers do not need a web browser to view, and respond to, their approval requests. This, for instance, enables Microsoft Office Outlook users to manage approvals even when they are offline. One more opportunity is to manage approvals using an e-mail client on a mobile device.

IMPORTANT: To manage approval requests by replying to notification emails, you must be logged on to the approver’s mailbox as the owner of the mailbox or as an identity that has full access to the mailbox (including the Send As permission). The Send on Behalf permission will not suffice. Active Roles detects the situation where the reply is sent on behalf of the mailbox owner, and disregards the reply message in that case.

Integration with Microsoft Outlook

For organizations that have deployed a version of Microsoft Exchange Server supported by Active Roles, and use a Microsoft-supported version of Outlook as their standard email client, Active Roles provides an approvals management facility integrated in Outlook. This allows Microsoft Office end-users to manage approvals in Active Roles through the email application they use on a day-to-day basis.

The Add-in for Outlook component that is included with Active Roles offers the basic functionality for processing and submitting approvals. Active Roles Add-in for Outlook allows Microsoft Outlook users to approve or reject requests that are sent to them for approval. Requests are delivered through notification email messages, and can be approved or rejected directly from the notification email message, without having to use the Active Roles Web Interface. In every email message from Active Roles that notifies of an approval request, Active Roles Add-in for Outlook adds the Approve and Reject buttons along with Approve and Reject menu commands allowing the approver to respond by selecting the appropriate button or command.

For more information on the Microsoft Exchange Server versions supported by Active Roles, see System requirements in the Active Roles Release Notes.

Software and configuration requirements for Microsoft Outlook integration

Integration with Microsoft Office Outlook requires the following software and configuration prerequisites:

  • A supported Microsoft Exchange Server version: Integration with Outlook requires at least one server running an Exchange Server version supported by Active Roles. The Exchange server must hold the Client Access server role and the Mailbox server role, to be deployed in your Exchange organization. For more information on the Microsoft Exchange Server versions supported by Active Roles, see System requirements in the Active Roles Release Notes.

  • A supported Microsoft Office Outlook version: The approvers must use a Microsoft Outlook version that is still supported by Microsoft as their email client application.

  • Active Roles Add-in for Outlook (32-bit): The Add-in for Outlook component of Active Roles is installed on the computer running Microsoft Office Outlook. The software requirements specific to Active Roles Add-in for Outlook are listed in the Active Roles Installation Guide.

    NOTE: The Active Roles Add-in for Outlook does not support the 64-bit version of Microsoft Office Outlook.

  • (Optional) Approver mailboxes: The mailboxes by which requests can be approved or rejected must be located on a mailbox server running an Exchange server version supported by Active Roles.

    TIP: Although setting up approver mailboxes are not mandatory, One Identity highly recommends configuring them.

  • Active Roles mailbox: A mailbox reserved for the exclusive use of Active Roles. This mailbox must be on a mailbox server running an Exchange server version supported by Active Roles.

  • Exchange Web Services: The approval workflow has the approval rule notification settings configured so that Active Roles uses Exchange Web Services to communicate with Exchange. These settings include the address (URL) of the Exchange Web Services endpoint on an Exchange server that holds the Client Access server role, along with the credentials that identify the Active Roles mailbox.

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