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Active Roles 8.0 LTS - Administration Guide

Introduction About Active Roles 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
About Policy Objects Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning E-mail Alias Generation Exchange Mailbox AutoProvisioning AutoProvisioning for SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Office 365 and Azure Tenant Selection 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
Workflows
Understanding workflow Workflow activities overview Configuring a workflow
Creating a workflow definition 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
Example: Approval workflow E-mail based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic Groups Active Roles Reporting Management History
Understanding Management History Management History configuration Viewing change history
Workflow activity report sections Policy report items Active Roles internal policy report items
Examining user activity
Entitlement Profile Recycle Bin AD LDS Data Management One Identity Starling Management Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users Azure AD, Office 365, and Exchange Online management
Configuring Active Roles to manage hybrid AD objects Managing Hybrid AD Users Unified provisioning policy for Azure O365 Tenant Selection, Office 365 License Selection, and Office 365 Roles Selection, and OneDrive provisioning Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Microsoft 365 Groups Managing Azure Security Groups Managing cloud-only distribution 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
Managing Configuration of Active Roles
Connecting to the Administration Service Adding and removing 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 Appendix A: Using regular expressions Appendix B: Administrative Template Appendix C: Communication ports Appendix D: Active Roles and supported Azure environments Appendix E: Active Roles integration with other One Identity and Quest products Appendix F: Active Roles integration with Duo Appendix G: Active Roles integration with Okta Active Roles Language Pack

Controlled groups

To help distinguish the groups that are under the control of a Group Family (controlled groups), the Active Roles console marks them with a special icon. For example, the following icon is used to indicate a global group that is under the control of a Group Family:

In addition, an explanatory text is added to the Notes field for such groups, stating that the Group Family will override any changes made directly to the group membership list.

In the Active Roles console, the Properties dialog box for controlled groups includes a Group Family-specific tab named Controlled By. From that tab, you can manage the configuration of the Group Family that controls the group.

The Controlled By tab displays the name and path of the group that stores the configuration of the Group Family. To view or change the configuration of the Group Family, click the Properties button.

So, there are two ways to access the Properties dialog box of the Group Family configuration storage group:

  • On the Controlled By tab in the Properties dialog box for any group controlled by the Group Family, click Properties
  • Right-click the Group Family configuration storage group, and click Properties

The following sections elaborate on the Group Family-specific tabs found in the Properties dialog box for the Group Family configuration storage group.

General tab

The General tab displays the Group Family name, and allows you to edit the description. This tab cannot be used to modify the Group Family name. You can change the name by using the Rename command on the Group Family configuration storage group.

By clicking the Storage Group Scope and Type (Advanced) button, you can view or modify the group scope and group type of the configuration storage group. Changes to these settings do not affect the Group Family. The group type and group scope are set to Security and Global by default, and normally need not be modified.

Controlled Groups tab

The Controlled Groups tab lists the groups that are controlled by this Group Family. The tab includes the following items:

Table 64: Controlled groups tab items

Item

Description

Controlled groups

This is a list of all groups that are under the control of this Group Family. For each group, the list displays the name of the group along with the path and name of the container that holds the group.

Capture Groups

Click this button to examine the list of controlled groups in detail. For each of the controlled groups, you can identify the grouping assigned to that group.

Manage Rules

Click this button to view or change the Group Family settings that determine properties of the controlled groups such as the naming properties, the group type and scope, the container that holds the groups, and Exchange-related properties.

Each of the groups listed on this tab is either created or captured by the Group Family, and linked to a certain grouping. You can view or modify those links by clicking Capture Groups.

NOTE: For a newly created Group Family configuration, the list on this tab only includes the groups specified in the Capture Existing Groups Manually step of the New Group Family wizard. If that step was skipped, the list is empty until the Group Family has been run.

Clicking Capture Groups displays a window where you can view the list of controlled groups in more detail. The Capture Groups window allows you to add, modify, or remove entries from that list.

The Capture Groups window lists all the controlled groups. For each group, you can see which grouping is linked to that group. As usual, groupings are identified by combinations of values of the group-by properties. Thus, each entry in the list includes the following information:

  • Combination of values of the group-by properties  The combination of property values that identifies a grouping.
  • Group Name  Identifies the group linked to the grouping.
  • In Folder  The canonical name of the container holding the group.
  • Last Update. The date and time the group was last updated by the Group Family. The update occurs during a Group Family run, when any changes to the grouping are detected and the membership list of the group is modified so as to reflect those changes.
  • Members  The number of members that the group holds after the last update. Equals to the number of objects the Group Family found in the grouping as of the time of the last update.

The Capture Groups window provides these buttons for managing the list:

  • Add  Opens a window where you can select a group and specify a grouping to which you want to link (assign) an existing group. To specify a grouping, you need to enter a certain value of each of the group-by properties. The result is that the group you select is linked to the grouping identified by the combination of values you have entered.
  • Edit  Allows you to modify an entry you select from the list. Opens a window where you can select a different group, or specify a different grouping by making changes to the combination of values of the group-by properties.
  • Remove  Deletes the entries you select from the list. The result is that the Group Family will create new groups for the groupings you remove from the list.
  • Scan  Detects new combinations of values of group-by properties, and displays them in the list so that you can link existing groups to new combination manually if you do not want the Group Family to create new groups for those combinations.

When managing the list of groups in the Capture Groups window, consider the following:

  • You can assign an existing group to a grouping regardless of whether the grouping actually exists in the directory. For example, you can assign a group to a grouping with a Department property value that is not encountered in the directory. Once the Department property for some users is set to that value, the Group Family will add those users to the specified group instead of creating a new group for the new Department.
  • Only one group can be assigned to a grouping. If the list already includes a given grouping, you will not be allowed to add a new entry referring to that same grouping. In this case, you have the option to use the Edit button, to link a different group to the grouping.
  • When you edit a list entry to link a different group to a grouping, the group that was earlier linked to the grouping remains intact. It neither is deleted nor has the membership list updated. In other words, the members of the grouping still belong to the group even though you have removed that group from the list, and thus from under the control of the Group Family.
  • When you remove an entry from the list, the group that the entry refers to is not deleted. During a subsequent run, the Group Family will detect a grouping that has no group assigned and try to create a group for that grouping. This operation may fail due to a name conflict so long as there is an existing group with the same name—the group that was earlier linked to the grouping. To avoid name conflicts, rename or delete the groups you remove from under the control of the Group Family.

Group creation-related rules

When a Group Family discovers a grouping that is not linked to any group, it creates a new group, links the new group to the grouping, and adds the members of the grouping to that group. The Group Family configuration specifies a number of rules on how to set up certain properties for new groups.

The rules that control the group creation process are defined when the Group Family configuration is created. You can examine or modify those rules by using the Manage Rules button on the Controlled Groups tab, in the Properties dialog box of the Group Family configuration storage group.

  • The Manage Rules button gives you access to a series of pages that are similar to those of the New Group Family wizard discussed earlier in this chapter. Clicking Manage Rules starts a step-by-step process organized into these pages:
  • Group Naming Rule  Group Family uses this rule to generate the Group name, Display name, Group name (pre-Windows 2000), and E-mail alias when creating new groups. For details, refer to the Group naming rule section earlier in this chapter.
  • Group Type and Scope  The group type and group scope that is assigned to the groups created by the Group Family.
  • Location of Groups  The rule that determines the container in which the Group Family creates new groups. For details, refer to the Location of groups section earlier in this chapter.
  • Exchange-related Settings  The rule that determines whether the groups created by the Group Family are mail-enabled, and a number of options pertinent to mail-enabled groups. For details, refer to the Exchange-related settings section earlier in this chapter.

You can navigate through these pages by using the Back and Next buttons. The Finish button on the last page commits the changes, if any, from all pages to the Properties dialog box, and completes the task of managing the group creation rules. The changes are applied when you click OK or Apply in the Properties dialog box, and can be discarded by clicking Cancel.

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