Active Directory (AD) supports delegating control with fine granularity. However, simply restricting control, access and permissions may not always be a sufficient or effective way of managing the resources of an organization.
Many directory administration processes (such as creating or disabling user accounts, enforcing user name conventions, resetting passwords, and so on) are based on predefined workflows that often share the same procedures. In practice, this means that administrators have to repeatedly perform configuration tasks with similar steps.
To make the management of such administrative tasks easier, Active Roles provides a policy-based administration solution to automate and speed up repeat procedures when administering on-premises, hybrid and Azure cloud-only objects. This approach is represented with Policy Objects, available in the Configuration > Policies > Administration node of the Active Roles MMC console.
NOTE: Policy Object settings specific to Azure cloud-only objects (such as cloud-only Azure users, guest users, or contacts) are available only if your Active Roles deployment is licensed for managing cloud-only Azure objects. Contact One Identity support for more information.
Also, Policy Objects specific to Azure cloud-only objects will work correctly only if an Azure tenant is already configured in the AD of the organization, and Active Roles is already set as a consented Azure application for that Azure tenant. For more information on these settings, see Configuring a new Azure tenant and consenting Active Roles as an Azure application.
Summary of Policy Objects
Each configured Policy Object contains one or more policies, defining either the behavior of the Active Roles system, or the actions that Active Roles performs when certain directory objects are created, modified, or deleted. This way, Active Roles can automate the administrative workflow within the organization.
Policy Objects specify what AD objects to change, how, when, whenever they are created, modified, or deleted. You can also configure policies to have Active Roles accept certain data changes only if they conform to the formatting requirements specified by the policy. This helps maintain control over the data stored in AD, and also keeps network objects in a consistent state with each defined policy.
To offer additional flexibility for configuring policies, Active Roles Policy Objects can also run customizable scripts before or after running a task.
Example: Use case for setting up a policy
A typical use case for an Active Roles policy is to automate the administration of a new employee. When creating a user account for a new employee, you can create a policy that makes Active Roles automatically perform all of the following steps:
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Retrieve information from the HR database of the organization.
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Use the retrieved information as the default data for filling user account properties, such as name, contact information, and so on.
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Create a home folder and home share for the new user account.
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Add the user account to all relevant groups within the organization.
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Create an Exchange mailbox for the user account, and add the mailbox to the relevant distribution lists.
With one or more properly configured Policy Objects, this entire procedure can be performed either automatically, or with minimal manual administrator work. Without policies, it would require time-consuming manual administrative actions each time a new user is administered.
NOTE: Active Roles does not automatically check for changes in directory objects, containers or groups specified for provisioning in the configured Policy Objects. This means that if any changes are made in any directory resources in use in a policy, you must update the impacted policies manually. For example, if a directory group used by a Group Membership AutoProvisioning Policy Group is deleted, the Policy Group must be updated manually to reflect the changes.
Advantages of using Policy Objects
Configuring Policy Objects has the following advantages:
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They reduce the workload and the time needed to perform common administration duties by automating tasks, combining multiple tasks into a single workflow, or even eliminating certain tasks altogether.
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They offer automated (or largely simplified) workflows for provisioning, reprovisioning and deprovisioning directory objects in the organization.
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They improve network security.
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They ensure the consistency of the managed AD objects across the organization.
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They minimize administration errors.
Types of Policy Objects
To help you configure, organize and apply Policy Objects, they are in two main categories in the Active Roles MMC console:
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Provisioning Policy Objects: Use provisioning policy objects to specify provisioning rules, such as:
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Populating and validating directory data.
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Creating account resources (such as home folders and mailboxes).
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Administering access to resources within the organization.
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Deprovisioning Policy Objects: Use deprovisioning policy objects to specify rules upon requests to deprovision a selected user or group. Deprovisioning rules may include:
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Removing user accounts or email addresses.
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Revoking group and distribution list memberships.
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Disabling security permissions and application access rights.
Both categories can contain multiple Policy Objects.
Built-in Policy Objects
To help you get started with configuring policy-based administration in your organization, Active Roles includes a set of built-in Policy Objects that offer provisioning and deprovisioning rules to the most typical administrative use cases. To find the built-in Policy Objects, navigate to the following node of the Active Roles MMC console:
Configuration > Policies > Administration > Builtin
To help you configure Script Execution policies, Active Roles also ships with several built-in Script Modules that you can use to set up your own Script Execution policies. Find these built-in Script Modules in the following node of the Active Roles MMC console:
Configuration > Script Modules > Builtin
To configure provisioning policies for user name and email generation, group memberships, property generation or script running, use the policies available via the Provisioning Policy Objects.
NOTE: Policy Object settings specific to Azure cloud-only objects (such as cloud-only Azure users, guest users, or contacts) are available only if your Active Roles deployment is licensed for managing cloud-only Azure objects. Contact One Identity support for more information.
Also, Policy Objects specific to Azure cloud-only objects will work correctly only if an Azure tenant is already configured in the AD of the organization, and Active Roles is already set as a consented Azure application for that Azure tenant. For more information on these settings, see Configuring a new Azure tenant and consenting Active Roles as an Azure application.
Table 13: Provisioning Policy Objects
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User Logon Name Generation |
Generates a user login name (pre-Windows 2000) for a newly-created user account. Use this policy to:
- Add a uniqueness number to the generated logon name.
- Apply multiple rules to generate a logon name.
- Allow a logon name to be specified manually when creating a new user.
TIP: Combine these options to ensure the uniqueness of the user logon name (pre-Windows 2000), which is a schema requirement in Active Directory (AD).
For more information on how to set up this policy, see Steps for configuring a User Logon Name Generation policy |
|
Email Alias Generation |
Sets up the appropriate email aliases for newly-created user accounts. Use this policy to generate aliases based on:
- Pre-selected user properties, such as the first and last names.
- A custom selection of properties, not limited to user properties.
TIP: Use this policy to make each alias unique by adding a uniqueness number to the alias.
For more information on how to set up this policy, see Steps for configuring an E-mail Alias Generation policy |
|
Exchange Mailbox AutoProvisioning |
Creates user mailboxes in the appropriate mailbox stores or databases. Use this policy to:
- Specify the mailbox stores or databases in which mailboxes can be created.
- Apply a rule to distribute mailboxes among multiple stores or databases.
TIP: Configure this policy to distribute mailboxes either with the round-robin method, or by selecting a store or database with the least number of mailboxes.
For more information on how to set up this policy, see Steps for configuring an E-mail Alias Generation policy |
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Group Membership AutoProvisioning |
Ensures that directory objects (such as users) are assigned to (or unassigned from) the appropriate group(s) if the specified policy criteria are met.
TIP: Use this policy to have Active Roles automatically add or remove objects (such as users or guest users) to or from certain groups if the configured group membership rules are met.
NOTE: Consider the following when configuring a Group Membership AutoProvisioning Policy:
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In case of cloud-only Azure objects, you can use the Group Membership Autoprovisioning policy to automatically assign (or unassign) Azure users and Azure guest users to (or from) the specified O365 group(s) in the same Azure tenant.
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Active Roles does not automatically check for changes in directory objects, containers or groups specified for provisioning in the configured Policy Objects. This means that if any changes are made in any directory resources in use in a policy, you must update the impacted policies manually. For example, if a directory group used by a Group Membership AutoProvisioning Policy Group is deleted, the Policy Group must be updated manually to reflect the changes.
For more information on how to set up this policy, see Steps for configuring a Group Membership AutoProvisioning policy. |
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Home Folder AutoProvisioning |
Performs provisioning actions to assign home folders and home shares to user accounts. Use this policy to:
- Create home folders for newly-created user accounts.
- Rename home folders upon renaming user accounts.
TIP: Use this policy to specify the server on which to create home folders and shares, determine their naming conventions, and configure their access rights as well.
For more information on how to set up this policy, see Steps for configuring a Home Folder AutoProvisioning policy |
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Property Generation and Validation |
Generates and validates directory data, such as user properties. Use this policy to:
- Populate a directory with the default data that the organization requires.
- Validate the existing data upon checking directory updates.
TIP: Consider the following when planning to configure a Property Generation and Validation policy:
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To help you get started with configuring policy-based administration in your organization, Active Roles includes a set of built-in Policy Objects that offer provisioning and deprovisioning rules to the most typical administrative use cases. To find the built-in Policy Objects, navigate to the following node of the Active Roles MMC console:
Configuration > Policies > Administration > Builtin
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If the directory of your organization contains cloud-only Azure objects (Azure users, guest users or contacts), then use the built-in Azure CloudOnly Policy - Default Rules to Generate Properties Policy Object to provision their default properties and accepted values.
For more information on how to set up this policy, see Steps for configuring a Property Generation and Validation policy. |
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Script Execution |
Runs the specified PowerShell (or other custom) script on request to perform certain operations, such as creating a user account or updating its properties. Use this policy to:
- Trigger additional actions to perform directory object provisioning.
- Regulate object data format and requirements.
- Further automate administrative tasks.
When linking a custom script to an administrative operation via a Script Execution policy, the script will receive control in Active Roles either when the operation is requested or when it is completed.
TIP: Consider the following when planning to use custom scripts for your provisioning policies:
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To help you configure Script Execution policies, Active Roles also ships with several built-in Script Modules that you can use to set up your own Script Execution policies. Find these built-in Script Modules in the following node of the Active Roles MMC console:
Configuration > Script Modules > Builtin
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If the directory of your organization contains any cloud-only Azure users, then use the built-in Generate User Password - Azure only script module to set up a password generation policy for cloud-only Azure users that meets the password strength criteria of both your organization and Microsoft Azure Active Directory (AD).
For more information on how to set up a Script Execution policy, see Steps for configuring a Script Execution policy |
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Office 365 and Azure Tenant Selection |
Enables configuring multiple assignments to Azure objects. Use this policy to:
- Validate the selected Azure tenants for Azure users, guest users, O365 Groups and contacts.
- Select O365 Licenses for Azure users and guest users.
- Select O365 Roles for Azure users and guest users.
- Preprovision OneDrive for Azure users.
For more information on how to set up this policy, see Configuring an O365 and Azure Tenant Selection policy. |
| AutoProvisioning for SaaS products |
Automates user and group provisioning in the selected SaaS products using Starling Connect connectors.
You can specify the Starling Connect connectors to be validated for the users or groups for which the policy is then applied. For more information on how to set up this policy, see Create Provisioning policy for Starling Connect |
Deprovisioning Policy Objects allows configuration and application of the following policies.
Table 14: Deprovisioning Policy Objects
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User Account Deprovisioning |
When deprovisioning a user, this policy modifies the user account so that the user cannot log on. You can configure this policy to:
- Disable the user account.
- Set the user’s password to a random value.
- Set the user’s logon names to random values.
- Rename the user account.
You can also select account properties and configure this policy to update them when processing a deprovisioning request. |
|
Group Membership Removal |
When deprovisioning a user, this policy removes the user account from groups. You can configure this policy to remove the account from security groups, mail-enabled groups, or both. In this policy, both distribution groups and mail-enabled security groups are collectively referred to as mail-enabled groups.
You can also select the groups from which you do not want this policy to remove the user account, or configure the policy not to remove the user account from any security groups or mail-enabled groups. |
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User Account Relocation |
When deprovisioning a user, this policy moves the user account to a different location. You can select the organizational unit to which you want the policy to move the account. You can also configure the policy not to move the user accounts upon user deprovisioning. |
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Exchange Mailbox Deprovisioning |
When deprovisioning a user, this policy makes changes needed to deprovision Microsoft Exchange resources for that user. You can configure this policy to:
- Hide the mailbox from the global address list (GAL).
- Prevent non-delivery reports (NDR) from being sent.
- Grant the user’s manager full access to the user’s mailbox.
- Grant selected users or groups full access to the user’s mailbox.
- Disallow forwarding messages to alternate recipients.
- Forward all incoming messages to the user’s manager.
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Home Folder Deprovisioning |
When deprovisioning a user, this policy makes changes needed to prevent the user from accessing his or her home folder. You can configure this policy to:
- Remove the user’s permissions on the home folder.
- Grant the user’s manager read-only access to the user’s home folder.
- Grant selected users or groups read-only access to the user’s home folder.
- Make a selected user or group the owner of the user’s home folder.
- Delete the home folder when the user account is deleted.
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User Account Permanent Deletion |
When deprovisioning a user, this policy schedules the user account for deletion. You can specify the number of days (retention period) before the account is deleted. Another option is to delete the deprovisioned user accounts immediately to Active Directory Recycle Bin. It is also possible to configure this policy so that the deprovisioned user accounts are not deleted automatically. |
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Group Object Deprovisioning |
When deprovisioning a group, this policy makes changes to the group object in Active Directory in order to prevent the use of the group. You can configure this policy to:
- Hide the group from the Global Address List (GAL).
- Change the group type from Security to Distribution.
- Rename the group.
- Remove members from the group.
- Change or clear any other properties of the group object.
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Group Object Relocation |
When deprovisioning a group, this policy moves the group object to a different container in Active Directory. You can select the organizational unit to which you want the policy to move the group object. |
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Group Object Permanent Deletion |
When deprovisioning a group, this policy schedules the group object for deletion in Active Directory. You can specify the number of days (retention period) before the group is deleted. Another option is to delete the deprovisioned groups immediately to Active Directory Recycle Bin. It is also possible to configure this policy so that the deprovisioned groups are not deleted automatically. |
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Notification Distribution |
In the course of a deprovisioning operation, this policy sends a notification message to the e-mail recipients you specify. You can customize both the message subject and message body. |
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Report Distribution |
Upon completion of a deprovisioning operation, this policy sends a report to the e-mail recipients you specify. The report includes a list of actions taken during the deprovisioning operation and the details of the deprovisioning activity. You can customize the subject of the e-mail message containing the report.
You can also configure this policy to send the report only if any errors occurred in the course of a deprovisioning operation. |
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Script Execution |
In the course of a deprovisioning operation, this policy runs the script you specify. By using a script, you can implement custom deprovisioning actions. |
| Office 365 Licenses Retention |
When deprovisioning an Azure AD user, this policy automates retention of all or selected Office 365 licenses assigned to the Azure AD user after the Azure AD user is deprovisioned successfully. |
A Policy Object is a collection of administrative policies that specifies the business rules to be enforced. A Policy Object includes stored policy procedures and specifications of events that activate each procedure.
A Policy Object associates specific events with its policy procedures, which can be built-in procedures or custom scripts. This provides an easy way to define policy constraints, implement sophisticated validation criteria, synchronize different data sources, and perform a number of administrative tasks as a single batch.
Active Roles enforces business rules by linking Policy Objects to:
- Administrative views (Active Roles Managed Units)
- Active Directory containers (Organizational Units)
- Individual (leaf) directory objects, such as user or group objects
By choosing where to link a Policy Object, you determine the policy scope. For example, if you link a Policy Object to a container, all objects in the container and its sub-containers are normally subject to the Policy Object.
You can link different Policy Objects to different containers to establish container-specific policies. You may need to do so if each organizational unit uses a dedicated Exchange server to store mailboxes or file server to store home folders.
You can also link a Policy Object to a leaf object, such as a user object. As an example, consider a policy that prohibits changes to group memberships when copying a certain user object.
Policy Objects define the behavior of the system when directory objects are created, modified, moved, or deleted within the policy scope. Policies are enforced regardless of administrative rights of a user performing a management task. It is important to understand that even those who have administrator rights to Active Roles itself are forced to abide by administrative policies once they are enforced.
