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Active Roles 8.1.3 - Web Interface User Guide

Getting Started Web Interface Basics Performing Management Tasks
Managing your personal account Managing Active Directory objects Running an automation workflow Managing temporal group memberships Managing Azure AD, Microsoft 365, and Exchange Online objects
Managing cloud-only Azure contacts Managing Hybrid AD users
Creating a new Azure AD user with the Web Interface Viewing or updating the Azure AD user properties with the Web Interface Viewing or modifying the manager of a hybrid Azure user Disabling an Azure AD user Enabling an Azure AD user Deprovisioning of an Azure AD user Undo deprovisioning of an Azure AD user Adding an Azure AD user to a group Removing an Azure AD user from a group View the change history and user activity for an Azure AD user Deleting an Azure AD user with the Web Interface Creating a new hybrid Azure user with the Active Roles Web Interface Converting an on-premises user with an Exchange mailbox to a hybrid Azure user Licensing a hybrid Azure user for an Exchange Online mailbox Viewing or modifying the Exchange Online properties of a hybrid Azure user Creating a new Azure AD user with Management Shell Updating the Azure AD user properties with the Management Shell Viewing the Azure AD user properties with the Management Shell Delete an Azure AD user with the Management Shell Assigning Microsoft 365 licenses to new hybrid users Assigning Microsoft 365 licenses to existing hybrid users Modifying or removing Microsoft 365 licenses assigned to hybrid users Updating Microsoft 365 licenses display names Microsoft 365 roles management for hybrid environment users
Managing Hybrid AD groups Managing Microsoft 365 Groups Managing cloud-only distribution groups Managing cloud-only dynamic distribution groups Managing Azure security groups Managing cloud-only Azure users Managing cloud-only Azure guest users Managing cloud-only Azure contacts Viewing or modifying the Exchange Online properties of a remote mailbox Managing room mailboxes Managing cloud-only shared mailboxes Deleting or changing the remote mailbox of an on-premises user
Managing AD LDS data Managing computer resources Restoring deleted objects
Using Approval workflows Glossary

Using “My Tasks”

You can use the My Tasks area to work with the approval tasks assigned to you as an approver. According to their status, the tasks are distributed into two views: Pending and Completed.

For information about the Pending view, see Pending tasks.

For information about the Completed view, see Completed tasks.

Pending tasks

The Pending view contains a list of your approval tasks to be completed. Each task in the list is identified by a header area that provides basic information about the task such as a unique ID number of the task, who requested the operation that is subject to approval, when the task was created, the time limit of the task (if any), and the target object of the operation. In the middle of a task’s header area is a section that contains the title of the task (Approve operation by default), a label indicating the status of the task, and summary information about the operation that is subject to approval.

The task’s header area contains the action buttons you can use to apply the appropriate resolution to the approval task. The action buttons are displayed at the bottom of the header area. Which buttons are displayed depends upon configuration of the approval rule. You may encounter the following action buttons there:

  • Approve: Allows the requested operation.

    Depending on configuration of the approval and policy rules, the Web Interface may request you to enter additional information that must be added to the operation request. For example, when you approve the operation of creating a user account, you may have to supply certain properties of the user account in addition to those supplied by the administrator who requested creation of that user account. If additional information is required, clicking Approve displays a page where you can supply the required information. You can also access that page by clicking the Examine task button.

  • Reject: Denies the requested operation.

  • Escalate: Assigns the approval task to a higher-level approver.

    This button appears only if the approval rule has one or more additional approver levels (called "escalation levels") configured in addition to the initial approver level. Escalation levels are normally used to assign (escalate) the approval task automatically to a higher-level approver if the task is not completed in time. As such, the approval rule may be configured to allow approvers to escalate approval tasks as needed, in which case the header area of the task also contains the Escalate button.

  • Delegate: Assigns the approval task to a different person. You can select the user to whom you want to assign the task.

    This button appears only if the approval rule is configured with the option to allow approvers to reassign (delegate) their approval tasks to other users.

  • Custom buttons: The approval rule can include custom buttons to the header area of the task. The action that Active Roles performs when you click a custom button depends upon configuration of the workflow containing the approval rule. The administrator who configures the workflow should normally supply an instruction on the use of custom action buttons. To view the instruction, click the Examine task button. This opens a page containing the same action buttons that you see in the task’s header area. The instruction text is displayed above the action buttons on that page.

The task’s header area contains the Examine task button allowing you to get detailed information about the task, review the object properties submitted for approval, and supply or change additional properties. Clicking the Examine task button displays a page containing a replica of the task’s header area, the action buttons, and a number of information sections. Review the information on the page, supply or change the object properties for which the task requests your input, then click the appropriate action button.

The page that appears when you click the Examine task button includes the following information sections:

  • Object properties: The contents of this section depend on the configured approval rule. Thus, the approval rule may request you to enter additional information that must be added to the operation request. For example, when you approve the operation of creating a user account, you may have to supply certain properties of the user account in addition to those supplied by the administrator who requested creation of that user account. In this case, enter the requested properties in the fields under Supply or change the following properties.

    Normally, the approval rule is configured so that the approver is allowed to review the values of the object properties that were supplied or changed by the operation that is subject to approval. The approval rule may also be configured to allow the approver to change those property values. In either case, you can view or change them in the fields under Review the properties submitted for approval.

  • Approvers: Lists the user accounts or groups to which the approval task is currently assigned. Any of the listed users or members of the listed groups can act as an approver on the task in question.

  • Approval progress: Provides information on the date and time that the task was created and whether the task was escalated to a higher approver level or reassigned (delegated) to other users. If the task was escalated, you can view when the escalation occurred and what was its cause. If the task was reassigned (delegated), you can view who and when delegated the task and to whom the task was delegated.

  • Details: Provides aggregated information about the approval task properties and configuration, and some details of the operation that the task is intended to allow or deny. The Operation ID filed provides a link to a page where you can examine the operation in more detail.

To complete a pending task

  1. Click Examine task in the task’s header area.

  2. On the Object properties page, review, supply or change the object properties for which the task requests your input, then click the appropriate action button.

You can also complete a task by clicking the appropriate action button in the task’s header area. However, if the current policy and approval rules require the approver to supply some additional information, the Web Interface would open the Object properties page, prompting you to configure the required properties.

Completed tasks

The Completed Tasks view contains a list of your approval tasks that are completed and do not require approver action. Each task in the list is identified by a header area that provides basic information about the task, such as a unique ID number of the task, who requested the operation that is subject to approval, when the task was created, and the target object of the operation. In the middle of a task’s header area is a section that contains the title of the task (Approve operation by default), a label indicating the status of the task, and summary information about the operation that was subject to approval. The header area also identifies the approver action that was applied to complete the task and the completion reason, if any, specified by the approver who completed the task.

The task’s header area contains the Examine task button allowing you to get detailed information about the task and review the object properties that were submitted for approval or changed by the approver who completed the task. Clicking the Examine task button displays a page containing a replica of the task’s header area and the following information sections:

  • Object properties

    The contents of this section heavily depends upon configuration of the approval rule. Thus the approval rule may request the approver to enter additional information that must be added to the operation request. For example, when you approve the operation of creating a user account, you may have to supply certain properties of the user account in addition to those supplied by the administrator who requested creation of that user account. The values of the properties supplied by the approver are displayed in the fields under Supply or change the following properties.

    Normally, the approval rule is configured so that the approver is allowed to review the values of the object properties that were supplied or changed by the operation that is subject to approval. The approval rule may also be configured to allow the approver to change those property values. In either case, you can view them in the fields under Review the properties submitted for approval.

  • Approvers

    This section displays a list of the user accounts or groups to which the approval task was assigned.

  • Approval progress

    This section provides information on the date and time that the task was created, and whether the task was escalated to a higher approver level or reassigned (delegated) to other persons. If the task was escalated, you can view when escalation occurred and what caused escalation. If the task was reassigned (delegated), you can view who and when delegated the task and to whom the task was delegated.

    The Task completed sub-section indicates the date and time that the task was completed, identifies the approver who completed the task and the approver action that was applied to complete the task, and lists the values of the object properties that were supplied or changed by the approver.

  • Details

    This section lets you view aggregated information about the approval task properties and configuration, and some details of the operation that was allowed or denied by the completed task. The filed Operation ID provides a link to a page where you can examine the operation in more detail.

Using “My Operations”

In the My Operations area, the Recent view lists your operation requests that are waiting for approval from other individuals, as well as those allowed (approved) or denied (rejected) by the approver. You can use this view to monitor the status of your requests. You also have the option to cancel any of your requests that are not yet approved or rejected.

Each operation listed in the Recent view is identified by a header area that provides basic information about the operation such as a unique ID number of the operation, when and by whom the operation was requested, and the target object of the operation. A section in the middle of the operation header contains a summary of the operation, operation status and an operation reason that was supplied when the operation was submitted for approval.

The operation summary identifies the operation type (such as Create user or Change user) and may provide information about the changes to the object properties that result from the operation. From the operation status you can tell whether the operation is waiting for approval (pending), allowed (completed), denied (rejected) or canceled. If a given operation is waiting for approval, you can remove the operation request by clicking the Cancel operation button.

The operation header contains the View operation details button allowing you to get detailed information about the operation and review the object properties that were submitted for approval or changed by the approver who allowed the operation. Clicking the Examine task button displays a page that contains a replica of the operation header and the following information sections under the operation header:

  • Properties changed during this operation: This section lists the object property values that were changed as a result of the operation, new values assigned to the properties, and identifies who made the changes.

  • Workflow activities and policy actions: This section provides detailed information about all policies and workflows that Active Roles performed when processing the operation request, including information about the approval tasks created as a result of approval workflow activities. For each approval task, you can view the status of the task along with aggregated information about the properties and configuration of the task.

    From the task status, you can tell whether the task is waiting for completion (pending), completed to allow the operation or rejected to deny the operation. From the additional information about a task, you can identify, for instance, the approvers to whom the task is assigned, the due date of the task, the approver who allowed or denied the operation and what changes, if any, the approver made to the original operation request.

  • Operation details: This section contains additional information about the operation, including when and by whom the operation was requested, the target object of the operation, the current status of the operation, and the date and time that the record of the operation was last updated.

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