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Active Roles 8.0.1 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 Using regular expressions Administrative Template Communication ports Active Roles and supported Azure environments Active Roles integration with other One Identity and Quest products Active Roles integration with Duo Active Roles integration with Okta Active Roles Language Pack Active Roles Diagnostic Tools Active Roles Add-on Manager

Software and configuration requirements

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 the list of 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 Quick Start Guide.

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

  • Approvers’ mailboxes. The mailboxes where approval and rejection takes place are on a Mailbox server running a supported version of Microsoft Exchange. Although not mandatory, this condition is highly advisable.

  • Active Roles’ mailbox. A mailbox reserved for the exclusive use of Active Roles. This mailbox must be also on a mailbox server running a supported version of Microsoft Exchange.

  • 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 Active Roles’ mailbox.

Integration with non-Outlook e-mail clients

For organizations that have deployed a version of Microsoft Exchange Server supported by Active Roles, but use an e-mail client application other than a Microsoft-supported version of 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 e-mail 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.

For the list of Exchange Server versions supported by Active Roles, see System requirements in the Active Roles Release Notes.

Software and configuration requirements

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

  • The e-mail 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 e-mail applications on mobile devices.
  • Active Roles Add-in for Outlook does not need to be installed on the computer running the e-mail 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 e-mail configuration that is used by the approval rule (this is the default setting).

E-mail transport via Exchange Web Services

Active Roles can use Exchange Web Services (rather than 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 e-mail 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 calls for the following prerequisites:

  • An Exchange Server version supported by Active Roles. Exchange Web Services is deployed with the Client Access server role. For the list of Exchange Server versions supported by Active Roles, see System requirements in the Active Roles Release Notes.

  • Dedicated mailbox hosted on an Exchange Server version supported by Active Roles. The mailbox should be reserved for the exclusive use of Active Roles.

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