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Active Roles 8.2.1 - 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

Enabling or disabling an activity

Temporarily disabling an activity may be useful when the workflow is under construction so the workflow definition is not finalized and the activity should not run until a certain time.

To disable an activity or enable a disabled activity

  1. In the Active Roles Console tree, select the workflow definition to display the workflow as a process diagram.

  2. In the process diagram, right-click the activity and click Disable or Enable, respectively.

While an activity is disabled in a given workflow, Active Roles skips that activity when running that workflow. When you enable a disabled activity in a given workflow, you allow Active Roles to run that activity when running that workflow.

Enabling or disabling a workflow

Temporarily disabling a workflow may be useful when the workflow is under construction so the workflow definition is not finalized and the activities included in the workflow should not run until a certain time.

To disable a workflow or enable a disabled workflow

  • In the Active Roles Console tree, right-click the workflow definition and click Disable Workflow or Enable Workflow, respectively.

While a workflow is disabled, Active Roles does not run any activities included in that workflow regardless of the workflow start conditions. When you enable a disabled workflow, you allow Active Roles to run the activities included in that workflow.

Using the initialization script

When running a workflow instance, Active Roles uses a single PowerShell operating environment, referred to as a runspace, for all script activities held in that workflow. The workflow runtime engine creates a runspace once the workflow instance has been started, and maintains the runspace during the initalization of the workflow instance.

When you configure a workflow, you can specify PowerShell commands you want the workflow runtime engine to run immediately after the runspace creation. These commands constitute the initialization script that the workflow engine runs prior to performing script activities.

With an initialization script, you can define runspace configuration data separately from the logic of the script activities and use it to initialize the environment for executing script activities. Specifically, you can:

  • Load PowerShell modules and snap-ins: All activity scripts can use the modules and snap-ins loaded in the initialization script, without having to load the prerequisite modules or snap-ins on a per-activity basis.

    The modules and snap-ins loaded in the initialization script are available to all script activities at workflow runtime. For example, the Import-Module 'SmbShare' command added to the initialization script makes the Server Message Block (SMB) Share-specific cmdlets available to all script activities within the workflow.

  • Initialize environment-specific variables, referred to as global variables: All activity script can retrieve and update global variables, which makes it possible to exchange data between different activity scripts.

    The global variables are visible to all script activities at workflow run time. For example, the $rGuid = [Guid]::NewGuid() command added to the initialization script makes the $rGuid variable available to all script activities within the workflow. To reference a variable that is defined in the initialization script, the activity script must use the $global: qualifier, such as $global:rGuid.

    When the execution of the workflow instance is suspended (for example, waiting for approval), and then resumed (for example, after receiving an approval decision), the runspace is reinitialized so the global variables may change. If you need to preserve the value of a global variable, add the [Persist()] attribute to the variable's name in the initialization script, such as [Persist()]$rGuid = [Guid]::NewGuid(). The global variables defined in this way are saved to a persistent storage upon suspending the workflow instance and restored from the storage when the workflow instance is resumed. To save a variable, Active Roles creates and stores an XML-based representation of the object signified by that variable, similarly to the Export-Clixml command in Windows PowerShell. When restoring the variable, Active Roles retrieves the XML data that represents the object, and creates the object based on that data, similarly to the Import-Clixml command.

To view or change the initialization script

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

    This opens the Workflow Designer in the Details pane, representing the 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.

  3. Click the Initialization script tab in the dialog that opens.

The Initialization script tab displays the current script. You can add or modify the script by typing in the edit box on that tab.

Approval workflow

Approval workflows complement automated policies, to make provisioning and deprovisioning decisions based on human input. While automated policies require no manual intervention, approval-based fulfillment of administrative operations adds to process automation the ability to manually accept or deny operation requests, and to monitor the execution of request-processing tasks to ensure they are responded in a timely manner.

An Approval workflow can service a range of requests, which are user actions intended to perform administrative operations. Examples of such operations include the creation, modification, and deprovisioning of user accounts.

When a requested operation requires permission from certain individuals in an organization, a workflow can be started to coordinate the approval process. The system only performs the requested operation after approval is given by an authorized person.

Active Roles administrators can create and configure Approval workflows by using the Workflow Designer: a graphical tool provided in the Active Roles Console for constructing workflows. When designing an Approval workflow, the administrator specifies the kind of operations that start the workflow, and also adds Approval rules to the workflow. The Approval rules determine who is authorized to approve the operation, the required sequence of approvals, and who needs to be notified of approval tasks or decisions.

The Approval workflow solution provided by Active Roles includes:

  • The Workflow Designer for constructing workflows, available from the Active Roles Console. Use the Workflow Designer to configure an Approval workflow by adding approval activities to the workflow definition.

  • The directory management interfaces, such as the Web Interface or Active Roles Console for submitting operation requests for approval. For example, you can configure an Approval workflow so that when creating a user account via Active Roles, the user is only created if the action is approved beforehand.

  • The approval-related section of the Web Interface to manage operation requests. This section provides a “to-do” list of the approval tasks a designated user has to carry out, allowing the user to perform tasks such as approving or rejecting operation requests.

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