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Active Roles 8.1.5 - Administration Guide

Introduction Getting started with Active Roles Configuring rule-based administrative views Configuring role-based administration Rule-based autoprovisioning and deprovisioning
Provisioning Policy Objects Deprovisioning Policy Objects How Policy Objects work Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning Exchange Mailbox AutoProvisioning AutoProvisioning in SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Microsoft 365 and Azure Tenant Selection E-mail Alias Generation 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
Using rule-based and role-based tools for granular administration Workflows
Key workflow features and definitions 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
Configuring Active Roles to manage Hybrid 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 Active Roles and supported Azure environments Integrating Active Roles with other products and services Active Roles Language Pack Active Roles Diagnostic Tools Active Roles Add-on Manager

"Run as" options

By default, Active Roles runs CRUD activities under the user account specified with the Workflow options and start conditions > Configure > "Run as" options setting. This user account can be the service account of the Active Roles Administration Service or the account of the user who caused the workflow to start. You can configure the activity to override the default "Run as" options setting by choosing to run the activity under the service account or the account of the user who caused the workflow to start. The account under which the activity is running determines the access rights of the activity in the directory.

One more option determines whether to apply approval rules to the operation requested by the activity if the activity is executed under a privileged account, such as the Active Roles service account, an Active Roles Admin account, or the account of the user who is designated as an approver. By default, the activity uses the option setting specified in the workflow options and start conditions. However, the workflow-wide option setting can be overridden on a per-activity basis.

When you configure a CRUD activity, you can enable or disable the Enforce approval option for that activity. When enabled, this option causes the approval rules to be applied, submitting the operation for approval regardless of the account under which the activity is executed. Otherwise, the operation requested by the activity bypasses approval rules if the activity is executed under the Active Roles service account, an Active Roles Admin account, or the account of the user who is designated as an approver, so the operation is not submitted for approval.

Additional settings – CRUD activities

A CRUD activity has the following additional configuration options:

  • Use this text instead of the original operation reason text: If the operation requested by the CRUD activity is subject to approval, you can specify the operation reason text to be shown to the approver instead of the reason text specified in the operation request that started the workflow. The Use only if the operation reason is not originally specified sub-option configures the activity to replace the reason text only if the operation request that started the workflow does not have any reason text specified.

  • Allow the request created by this activity to start a new instance of the workflow containing this activity: This option is normally disabled to prevent recurrent execution of the CRUD activity in the situation where the operation requested by that activity within a given workflow matches the start conditions of that same workflow. Enabling this option could result in a loop of workflow instances executing the same activity again and again, and eventually would cause an overflow condition.

  • Exclude or include request controls from the activity operation request: Request controls are certain pieces of data in an operation request that can be used to pass additional information to Active Roles on how to process the request. Request controls are optional. If no request controls are added to a request, then Active Roles determines how to process the request based solely on the type of the request. You can configure the activity to add certain controls to its operation requests (include request controls) or to ensure that certain controls never occur in the activity operation requests (exclude request controls). For information about Active Roles request controls, see the Active Roles SDK documentation.

Save Object Properties activity

The Save Object Properties activity is used to save properties of a particular object at workflow execution time. The properties are saved in the workflow data context, and can be retrieved by other activities before or after the object has changed. This capability is instrumental in situations that require knowing not only the changed object state or properties but also the previous or old values of certain properties. Old values may be required to determine the previous state of an object in order to make some decision or perform a certain action based on those values. For example, to notify of object deletions, you can create a workflow that starts when deletion of an object is requested, saves the object’s name, and then, after the object is deleted, sends a notification message that includes the saved name of the deleted object.

This activity has the following configuration options:

  • Activity target: This option lets you specify the object whose properties you want the activity to save. You can choose to specify:

    • Workflow target object: In a change workflow, the target object of the request that started the workflow. For example, in a workflow that starts upon a deletion request, this choice causes the activity to save the properties of the object whose deletion is requested.

    • Fixed object in directory: A particular object you select from Active Directory.

    • Object identified by workflow parameter: The object specified by the value of a certain parameter of the workflow. You can choose the parameter from the workflow definition.

    • Object from workflow data context: The object will be selected by the activity on the basis of the data found in the workflow environment at the time of running the workflow. You can specify which object you want the activity to select at the time of running the workflow.

    • Object identified by DN-value rule expression: The object whose Distinguished Name (DN) is specified by the string value of a certain rule expression. By using a rule expression, you can compose a string value based on properties of various objects found in the workflow environment at the time of running the workflow. You can create the rule expression when you configure the activity.

  • Target properties: This option lets you specify the object properties you want the activity to save. The Workflow Designer proposes the default list of properties, and allows you to change the list as needed. By default, the activity saves all single-value non-constructed attributes found in the directory schema for the target object, including custom virtual attributes added to the directory schema by Active Roles.

  • Notification: You can configure the activity to subscribe recipients to the notifications of the following events:

    • Activity completed successfully: When configured to notify of this event, the activity causes Active Roles to send a notification email if no significant errors occurred during the run of this activity.

    • Activity encountered an error: When configured to notify of this event, the activity causes Active Roles to send a notification email if any significant errors occurred during the run of this activity.

    The notification settings specify the notification events and recipients. When run by the workflow, the activity prepares a notification message appropriate to the specified event. Active Roles retains the message prepared by the activity, and sends the message to the specified recipients once that event occurs. The notification settings are similar to the notification settings of a Notification activity. For more information, see Notification activity.

  • Error handling: You can choose whether to suppress errors encountered by the activity. The following option is available: Continue workflow even if this activity encounters an error. If this option is not selected (default setting), then an error condition encountered by the activity causes Active Roles to terminate the workflow. If you select this option, the workflow continues regardless of whether or not the activity encounters an error condition.

Retrieving saved properties

In a workflow that includes an activity of the Save Object Properties type, you can configure other activities to retrieve object properties saved by that activity:

  • By using the following expression in a Script activity: $workflow.SavedObjectProperties("activityName").get("attributeName")

    In this expression, activityName stands for the name of the Save Object Properties activity and attributeName is the LDAP display name of the attribute representing the property you want the script to retrieve. You must specify an attribute listed in the Target properties setting of the Save Object PropertiesSave Object Properties activity; otherwise, this expression returns no property value when running the workflow.

  • By adding the Workflow - Saved Object Properties token to the notification message template. For more information, see Events, recipients, messages.

  • To add the token:

    1. In the Insert Token dialog, click Workflow - Saved Object Properties in the list of tokens, and then click OK.

    2. In the dialog that appears, select the name of the Save Object Properties activity and the saved property you want the token to retrieve.

      You must select a property listed in the Target properties setting of the Save Object Properties activity; otherwise, the token you have configured returns no property value when running the workflow.

  • By choosing the Property of object from workflow data context configuration option, available in If-Else branch conditions, Search filter, Create activity, Update activity, and Add Report Section activity (see also Configuring an Add Report Section activity).

  • If you choose this option, then you need to perform the following configuration steps:

    1. In the Object Property dialog, click the link in the Target object field, and then click More choices.

    2. In the dialog that appears, click Saved Object Properties in the left pane, select the name of the Save Object Properties activity from the Activity list, and then click OK.

    3. In the Object Property dialog, click the link in the Target property field, and select the property you want.

      You must select a property listed in the Target properties setting of the Save Object Properties activity; otherwise, the entry you have configured returns no property value when running the workflow.

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