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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

Creating an automation workflow definition

The Active Roles Console provides the Workflow Designer for creating and configuring automation workflows. First, you create an automation workflow definition. Then, you use the Workflow Designer to construct an automation workflow, saving the configuration data in the workflow definition.

To create an automation workflow definition

  1. In the Active Roles Console tree, expand Configuration > Policies, right-click Workflow, and select New > Workflow.

  2. Follow the steps in the New Workflow wizard:

    1. On the Name and Description page, type in a name and, optionally, a description for the new workflow.

    2. On the Workflow Type page, under This workflow is intended to start, click On user demand or on a scheduled basis (automation workflow).

    3. On the Completion page, click Finish.

Once you have created a workflow definition, you can open it in the Workflow Designer to add workflow activities and specify workflow start conditions.

You can create containers to store related workflows and other containers. To create a workflow container, right-click Workflow in the Console tree and select New > Container. To create an automation workflow definition in a given container, right-click the container in the Console tree, and select New > Workflow.

You can delete an automation workflow definition as follows: In the Console tree under Configuration > Policies > Workflow, right-click the object representing the workflow definition, and click Delete.

Configuring start conditions for an automation workflow

The start conditions of an automation workflow determine the trigger that causes the workflow to start. You can use a time-based trigger or an event-based trigger to start an automation workflow. It is also possible to allow a workflow to be started on demand. Use the Workflow Designer to view or change the start conditions for an automation workflow.

To view or change the start conditions for an automation workflow

  1. In the Active Roles Console tree, expand Configuration > Policies > Workflow, and select the automation workflow you want to configure.

    This opens the Workflow Designer window in the details pane, representing the automation workflow definition as a process diagram.

  2. In the details pane, click Workflow options and start conditions to expand the area above the process diagram, and then click Configure.

This opens the Workflow Options and Start Conditions page where you can view or change the following:

  • The schedule settings that determine the frequency with which to run the workflow. To enable these settings, select the Run the workflow on a schedule check box. This causes the workflow to run according to a schedule, and the options below the check box allow you to set the schedule. For details, see Run the workflow on a schedule.

  • The workflow can be run on demand. By selecting the Allow the workflow to be run on demand check box, you specify that users can manually run the workflow at any time regardless of the schedule. For more information, see Allow the workflow to be run on demand.

  • The “Run as” options determine the account under which to run the workflow. Click the “Run as” options link to view or change the account setting. For details, see “Run as” options for an automation workflow.

  • Choose whether to terminate the workflow if it runs longer that a certain time period. Click the Additional settings link to view or change that setting. For details, see Additional settings for an automation workflow.

  • Specify parameters to specify certain data when configuring or starting the workflow and then pass that data to workflow activities when the workflow is running. The data is represented as parameter values. To assign a value to a given parameter, navigate to the Parameters tab, select the parameter from the list, and then click View or change parameter value. For more information, see Parameters for an automation workflow.

When finished, click OK to close the Workflow Options and Start Conditions page, and then click Save Changes in the Workflow Designer.

Adding activities to an automation workflow

The Active Roles Console provides the Workflow Designer for creating and configuring workflows. First, you create a workflow definition. Then, you use the Workflow Designer to construct the workflow by adding and configuring workflow activities.

To add an activity to an automation workflow

  1. In the Active Roles Console tree, expand Configuration > Policies > Workflow, and select the automation workflow to which you want to add an activity.

    This opens the Workflow Designer window in the details pane, representing the automation workflow definition as a process diagram.

  2. In the Details pane, drag the activity from the left panel onto the process diagram.

  3. Right-click the name of the activity on the process diagram and click Properties.

  4. Use the Properties dialog to configure the activity.

The steps for configuring an activity depend upon the type of the activity. For more information on how to configure each activity type, see Configuring a workflow.

In the Properties dialog, you can change the name and description of the activity. These settings are common to all activities. The name identifies the activity on the process diagram. The description appears as a tooltip when you point to the activity on the process diagram.

You can remove activity from the workflow by right-clicking the name of the activity in the process diagram and then clicking Delete. This deletes all the configuration settings of the activity from the workflow. It is possible to disable an activity, preserving the activity’s configuration settings: Right-click the activity name and click Disable. Active Roles does not execute the disabled activities when running the workflow. The ability to disable rather than remove an activity is useful if you plan to temporarily turn off the activity within the workflow. Later, you can easily re-enable a disabled activity by right-clicking its name and then clicking Enabled.

Running an automation workflow on demand

An automation workflow can be configured so that users can run it manually regardless of the schedule. This allows them to start the workflow on demand. One can only run an automation workflow on demand if the workflow is enabled and the Allow the workflow to be run on demand setting is selected in the workflow start conditions. For information about enabling a workflow, see Unblocking an automation workflow to run. For more information on how to view or change workflow start conditions, see Configuring start conditions for an automation workflow.

You can run an automation workflow on demand from the Active Roles Console or Web Interface.

To run an automation workflow on demand from the Active Roles Console

  1. In the Active Roles Console tree, under Configuration > Policies > Workflow, right-click the desired automation workflow and click Run.

  2. If prompted, examine or change the values of the workflow parameters.

  3. Click OK in the confirmation message box.

To run an automation workflow on demand from the Web Interface

  1. On the home page in the Web Interface, click Directory Management.

  2. In the Tree pane, expand the Workflow branch and click the container that holds the desired workflow.

  3. In the list of the workflow names, to the right of the Tree pane, click the name of the desired workflow.

  4. Choose the Run command from the menu.

  5. If prompted, examine or change the values of the workflow parameters.

  6. Click OK in the confirmation message box.

Active Roles prompts you for parameter values if the workflow has any parameters that need to be supplied by the user running the workflow on demand. If the workflow has no parameters that require user input, then Active Roles will start the workflow without prompting you for parameter values.

Once you have started an automation workflow, Active Roles opens a run history report, allowing you to examine the progress of running the workflow. The report displays the workflow run status along with information about the activities performed during it. For a workflow that is in progress you have the option to cancel running it by clicking Terminate.

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