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Active Roles 8.2 - 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

Configuring “Run as” options for a CRUD activity

By default, CRUD activities are executed under the user account specified by the “Run as” options in the workflow options and start conditions. This could 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” setting.

To configure “Run as” options for a CRUD activity

  1. In the process diagram, right-click the name of the activity and click Properties.

  2. Click “Run as” options at the bottom of the Properties dialog.

  3. To override the default “Run as” setting for this activity, select the Run this activity under check box, and then choose the account under which you want the activity to run:

    • Click The service account of Active Roles if you want this activity to run under the service account of the Active Roles Administration Service.

    • Click The account of the user who started the workflow if you want this activity to run under the account of the user who caused the workflow to start. Depending on the type of the workflow, this is either the user who requested the operation that started the workflow or the user who started the workflow on demand.

    The account under which the activity is running determines the access rights of the activity in the directory.

  4. View or change the settings under the Approval enforcement option heading.

The Approval enforcement option settings determine 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. The following settings are available:

  • Inherit from the workflow options and start conditions: Select this option if you want the activity to use the approval enforcement option selected in the workflow options and start conditions.

  • Use the following option for this activity: Click this option and then select or clear the Enforce approval check box if you want this activity to override the approval enforcement option selected in the workflow options and start conditions.

    When selected, the Enforce approval check box 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.

Configuring additional settings for a CRUD activity

By using additional settings, you can override the default operation reason text, and add request controls to modify the behavior of the activity.

To configure additional settings for a CRUD activity

  1. In the process diagram, right-click the name of the activity and click Properties.

  2. Click the Additional settings link at the bottom of the Properties dialog.

  3. In the Additional Settings dialog, view or change the following 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.

    • Select Use this text instead of the original operation reason text check box and type the appropriate reason text to replace the original reason text. Select the Use only if the operation reason is not originally specified check box if you want the activity to use your 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: When selected, requests created by the activity can start new instances of the workflow containing the activity.

      TIP: One Identity recommends leaving this setting clear in most cases, so that you can prevent the recurrent initialization of the activity if the operation requested by the activity within a specific workflow matches the start conditions of that same workflow.

      NOTE: Selecting this setting may result in a loop of workflow instances that repeatedly initializes the same activity, eventually resulting in an overflow.

    • 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.

    To add or change a control, click Add or Change, and then, in the dialog that opens, specify the name and, if applicable, the value of the control. If you want the activity to add the control to the requests, click Include this control in the activity operation requests. If you want to ensure that the control never occurs in the requests created by this activity, click Exclude this control from the activity operation requests.

Configuring a Save Object Properties activity

When you configure a Save Object Properties activity, you can specify the rules for selecting the object whose properties you want the activity to save, and list the properties for the activity to save. Additional options are available, such as notification and error handling.

To configure a Save Object Properties activity

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

    This opens the Workflow Designer in the Details pane, representing the workflow definition as a process diagram.

  2. In the process diagram, right-click the name of the activity and click Properties.

  3. Navigate to the Activity target tab in the “Save Object Properties” Activity Properties dialog.

  4. Click in the Activity saves properties of this object box to specify the object whose properties you want the activity to save. This object is referred to as activity target. You can choose from the following options to specify the activity target:

    • Workflow target object: In a change workflow, the activity target is 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: The activity target is a particular object you select from Active Directory.

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

    • Object from workflow data context: The activity target 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 workflow execution time.

    • Object identified by DN-value rule expression: The Distinguished Name (DN) of the activity target 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 desired rule expression when you configure the activity.

  5. Navigate to the Target properties tab in the “Save Object Properties” Activity Properties dialog.

  6. Configure the list of the properties you want the activity to save:

    • To add a property to the list, click Add, and then select the name of the desired property.

    • To remove a property from the list, click the name of the property in the list, and then click Remove.

    The Workflow Designer provides a default list of properties. You can remove all properties from the list by clicking Clear list or revert to the default list by clicking Restore default.

  7. Navigate to the Notification tab in the “Save Object Properties” Activity Properties dialog to view or change notification settings. For more information, see Configuring a notification for a CRUD activity.

  8. Navigate to the Error handling tab in the “Save Object Properties” Activity Properties dialog to view or change error handling settings. For more information, see Configuring error handling for a CRUD activity.

Configuring a Modify Requested Changes activity

When you configure a Modify Requested Changes activity, you can define the property changes to add or remove from the change request. You can choose the properties you want the activity to change and, for each property, choose to remove the property from the request, clear the property value in the request, or specify the new value to be assigned to that property. For a multi-value property, you can choose to add or remove a value from that property. Additional options are available such as notification, error handling, changing the container where to create new objects, and adding or removing Active Roles controls from change requests.

To configure a Modify Requested Changes activity

  1. In the Active Roles Console tree, expand Configuration > Policies > Workflow, and select the change workflow containing the Modify Requested Changes activity you want to configure.

    This opens the Workflow Designer in the Details pane, representing the workflow definition as a process diagram.

  2. In the process diagram, right-click the name of the activity and click Properties.

  3. Navigate to the Target changes tab in the “Modify Requested Changes” Activity Properties dialog.

  4. Configure the list of the properties you want the activity to modify:

    • To add a property to the list, click Add property, and then select the desired property.

    • To remove a property from the list, click Delete labeled X on the right side of the list item representing that property.

  5. After you have added a property, click in the Action field to specify the type of the changes you want the activity to make to that property:

    • Click Set to have the activity assign a new value to the property.

    • Click Clear to have the activity remove the property from the object.

    • In case of a multi-value property, click Add value or Remove value for the activity to add or remove the value of the property.

    • Click Remove from request if you want the workflow not to apply the changes to the property that were specified in the request that started the workflow.

  6. If an action other than Clear or Remove from request is selected, click in the Value filed to specify the property value you want the activity to set, add or remove. The following options are available:

    • Text string: Use the given string of characters as the value of the property. You can type the desired string.

    • Property of workflow target object: Use the value of a certain property of the target object of the request that started the workflow. You can select the desired property from a list of object properties.

    • Property of workflow initiator: Use the value of a certain property of the user whose request started the workflow. You can select the desired property from a list of object properties.

    • Changed value of workflow target object property: Use the value that is requested to be assigned to a certain property of the workflow target object. You can select the desired property from a list of object properties.

    • Workflow parameter value: Use the value of a certain parameter of the workflow. You can choose the desired parameter from a list of the workflow parameters.

    • Property of object from workflow data context: Use the value of a certain property of the object that will be selected by the activity on the basis of the data found in the workflow run-time environment. You can choose the desired property and specify which object you want the activity to select at workflow run time.

    • Value generated by rule expression: Use the string value of a certain rule expression. You can configure a rule expression to compose a string value based on properties of various objects found in the workflow run-time environment.

  7. Navigate to the Notification tab in the “Modify Requested Changes” Activity Properties dialog to view or change notification settings. For more information, see Configuring a notification for a CRUD activity.

  8. Navigate to the Error handling tab in the “Modify Requested Changes” Activity Properties dialog to view or change error handling settings. For more information, see Configuring error handling for a CRUD activity.

  9. Click the Additional settings link at the bottom of the “Modify Requested Changes” Activity Properties dialog.

  10. In the Additional Settings dialog that appears, you can configure the activity to:

    • Change the container where to create new objects. Click in the Modify object creation requests so as to create objects in this container box, and then choose from the following options:

      • Fixed container in directory: With this option, objects will be created in the given OU or container. You can select the desired OU or container in Active Directory when you configure the activity.

      • Parent OU of workflow target object: With this option, objects are created in the OU that holds the target object of the request that started the workflow.

      • Activity target object: With this option, objects are created in the OU or container created or otherwise processed by a particular CRUD activity at the time of running the workflow. You can select the desired CRUD activity from the workflow definition when you configure the activity.

      • Object identified by workflow parameter: With this option, objects are created in the OU or container specified by the value of a certain parameter of the workflow. You can choose the desired parameter from the workflow definition when you configure the activity.

      • Object from workflow data context: With this option, objects are created in the OU or container that 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 OU or container you want the activity to select.

      • Object identified by DN-value rule expression: With this option, objects are created in the OU or container 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 desired rule expression when you configure the activity.

    • Add or remove Active Roles controls from the request. To add or change a control, click Add or Change, and then, in the dialog that appears, specify the name and, if applicable, the value of the control. If you want the activity to add the control to the request, click Include this control in the change request. If you want to ensure that the control never occurs in the request, click Exclude this control from the change request.

    Controls can be used to pass additional information to Active Roles on how to process the request.

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