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Active Roles 7.4.1 - 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 License Management Office 365 Roles Management 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 One Identity Starling Two-factor Authentication for Active Roles Managing One Identity Starling Connect Azure_Overview
Config ARS to Manage Hybrid AD Objects Managing Hybrid AD Users Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Azure O365 or Unified Groups
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: Enabling delegation for Federated Authentication

Notification recipients

When configuring notification settings in an approval rule, you choose an event, and specify who you want to receive e-mail notification of that event - notification recipients. A recipient can be any mailbox-enabled user or mail-enabled group. There are also a number of options allowing you to select recipients based on their role, such as operation requestor, approver, manager of operation requestor, or manager of operation target object. A single rule can be configured to notify of one or more events, with an individual list of recipients being defined for each event.

Notification delivery

Along with an event to notify of and notification recipients, you can select delivery options. In addition to immediate delivery (which causes every occurrence of the event to generate a separate notification message), there is the scheduled delivery option for aggregating notifications. If you select the scheduled delivery option, all notifications about the event occurrences within a time period of your choice are grouped and sent as a single message. In this case, the message body is composed of the aggregated notifications about every single occurrence of the event.

Notification messages are routed for delivery by an SMTP service, such as that provided by Microsoft Exchange or Internet Information Services. The address and other parameters of the outgoing e-mail server are specified as part of the notification settings on each approval rule.

Notification message template

Notification messages are based on a message template that determines the format and contents of an e-mail notification message, including the message subject and body. You can access the template from the page where you select an event together with notification recipients. When you change the template, your changes only take effect on the messages specific to the notification you are configuring.

Example  In the previous example, you could configure the approval activity so that the approver receives an e-mail notification whenever a user creation operation is requested that requires their approval. Open the Properties page for that activity and go to the Notification step. Then, click Add, verify that the Task created event is highlighted, and select the appropriate check box under Notification recipients.

For step-by-step instructions, see Configuring a Notification activity earlier in this chapter.

E-mail based approval

In addition to the Web Interface pages for performing approval tasks, Active Roles provides the facility to approve or reject a pending request by replying to a notification message that informs of the request. An approval workflow can be configured to behave as follows:

  • Upon the receipt of a change request that requires approval, Active Roles sends a notification message to the designated approvers, with the message body containing the option to approve or reject the request.
  • The approver replies to the notification message, choosing the desired option—approve or reject. In the reply message the approver is expected to provide a comment explaining the reason for that choice.
  • Active Roles receives the reply massage 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.

This way the capabilities to work with approval requests are integrated into the e-mail client. The approvers do not need a Web browser to view, and respond to, their approval requests. This, for instance, enables Microsoft Office Outlook users to manage approvals even when they are offline. One more opportunity is to manage approvals using an e-mail client on a mobile device.

IMPORTANT: To manage approval requests by replying to notification e-mails, you have to be logged on to the approver’s mailbox as the owner of the mailbox or as an identity that has full access to the mailbox (including the Send As permission). The Send on Behalf permission will not suffice. Active Roles detects the situation where the reply is sent on behalf of the mailbox owner, and disregards the reply message in that case.

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