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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

Integration with non-Outlook email clients

For organizations that have deployed Microsoft Exchange Server, but use an email client application other than Outlook, Active Roles offers the ability to approve or reject change requests by simply replying to notification messages that inform approvers of approval tasks. In this case, the notification message contains selectable options that, when clicked or tapped, cause the email application to create a new message in reply to the notification message. The reply message contains indication of the approval decision (approve or reject) and prompts the approver to supply a comment on the approval decision (approval or rejection reason). Then, the approver sends the reply message, thereby completing the approval task.

Software and configuration requirements for non-Outlook integration

The ability to manage approvals from non-Outlook email clients calls for the same software and configuration prerequisites as Outlook integration (see Integration with Microsoft Outlook), with the following exceptions and additions:

  • The email client applications that can be used to manage approvals are not restricted to Microsoft Office Outlook 2010 or later. It is possible to use, for instance, earlier Outlook versions or email applications on mobile devices.

  • Active Roles Add-in for Outlook does not need to be installed on the computer running the email client application.

  • The approval rule notification settings are configured so that the notification messages originated by Active Roles have integration with the Web Interface turned off. Ensure that the Send approval response by e-mail option is selected in the properties of the email configuration that is used by the approval rule (this is the default setting).

Email transport via Exchange Web Services

Active Roles can use Exchange Web Services (rather than an SMTP server) to communicate with Exchange Server when sending notification messages and getting response to notification messages. This enables notification recipients to perform approval tasks by replying to notification messages from their regular email clients, instead of using the Web Interface pages to approve or reject the requests. With the use of Exchange Web Services, Active Roles makes it possible for an approval workflow to behave as follows:

  • A change request that requires approval causes Active Roles to send a notification message to the designated approver, with the message body containing the option to approve or reject the request.

  • The approver replies to the notification message by choosing the desired option (either approve or reject) and typing in a text to explain the reason for that choice.

  • Active Roles receives the reply message 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.

The use of Exchange Web Services has the following prerequisites:

  • A supported Exchange Server installation, with Exchange Web Services deployed on it with the Client Access server role. For more information on the Microsoft Exchange Server versions supported by Active Roles, see System requirements in the Active Roles Release Notes.

  • A dedicated mailbox hosted on Exchange Server. The mailbox must be reserved for the exclusive use of Active Roles.

Configuration settings for email transport

This section describes the available configuration settings with the Exchange Web Services option for email transport.

Exchange Web Services address

This setting identifies the URL of the Exchange Web Services endpoint, which locates the exchange.asmx file on the Exchange server running the Client Access server role. For example, https://CAServer.domain.com/EWS/exchange.asmx

Authentication type

This setting specifies the authentication method of the Exchange Web Service.

NOTE: Basic authentication is only available for on-premises Exchange Server services, Exchange Online mail resources should be configured with Modern authentication, as Microsoft does not support Basic authentication in Exchange Online mail resources.

Active Roles' mailbox credentials

This setting specifies the user name and password of the mailbox through which Active Roles will send and receive email. The mailbox must be located on a supported Exchange Server installation, and must be reserved for the exclusive use of Active Roles. For more information on the Microsoft Exchange Server versions supported by Active Roles, see System requirements in the Active Roles Release Notes.

IMPORTANT: This mailbox must only be accessible by Active Roles. Providing access to any other application (for example, Microsoft Outlook) to process email messages in this mailbox can negatively impact the operation of Active Roles.

Options for the Approve and Reject links

This setting controls the behavior of the Approve and Reject links in the notification messages delivered using this email configuration. Two options are available:

  • Send approval response by e-mail

  • Approve or reject via Web Interface

If Send approval response by e-mail is selected, notification recipients can perform approval tasks from within their email application. When an approver chooses one of the links provided in a notification message to approve or reject a request, the email application replies with an email message containing information about the approval decision. Active Roles receives the reply message, checks it to see if the approver elected to approve or reject the request, and then allows or denies the requested changes accordingly.

If Approve or reject via Web Interface is selected, choosing the Approve or Reject link in a notification message directs the email application to open a Web Interface page for performing the approval task. The page may not open as expected if the email application does not support HTML format or an appropriate web browser does not exist on the device running the email application.

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