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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

Registering the resource and account forests in Active Roles

To provision linked mailboxes in the resource forest model with Exchange Resource Forest Management (ERFM), you must register the resource forest and the account forest(s) of your organization in Active Roles as managed domains.

Prerequisites

To register the forests, you must have access to administrator accounts with sufficient rights in the account forest(s) and the resource forest.

  • To register the account forest(s), you must use the Active Roles Administration Service account.

  • To register the resource forest, you must use a Microsoft Exchange administrator account of the resource forest. Specifically, this Exchange administrator account must have the following rights and permissions:

    • It must be a member of the Account Operators domain security group.

    • It must have read access to Exchange configuration data in the resource forest. For more information on how to configure read access, see Permission to read Exchange configuration data in the Active Roles Quick Start Guide.

To register the account forest(s) in Active Roles

  1. In the Active Roles Console, open the Add Managed Domain Wizard. To do so, open the Active Roles main page by clicking the top Active Roles node, then click Domains > Add Domain.

    Figure 131: Active Roles Console – Add Domain setting in the main node

  2. In the Domain Selection step, either enter the domain name of the forest, or click Browse to select it.

    Figure 132: Add Managed Domain Wizard > Domain Selection – Specifying an account forest

  3. In the Active Roles Credentials step, under Access the domain using, select The service account information the Administration Service uses to log on.

  4. To apply your changes, click Finish.

Active Roles then establishes the connection to the configured forest, indicated with the Domain information is being loaded message on the main page. Once Active Roles connected to the domain, the Active Roles Console will indicate it with the Available for management message.

TIP: To check the current domain connection status, use the click to update the display link. The link is replaced with the Available for management feedback once Active Roles finishes connecting to the forest.

To register the resource forest (Exchange forest) in Active Roles

  1. In the Active Roles Console, open the Add Managed Domain Wizard. To do so, open the Active Roles main page by clicking the top Active Roles node, then click Domains > Add Domain.

    Figure 133: Active Roles Console – Add Domain setting in the main node

  2. In the Domain Selection step, either enter the domain name of the forest, or click Browse to select it.

    Figure 134: Add Managed Domain Wizard > Domain Selection – Specifying the resource forest

  3. In the Active Roles Credentials step, under Access the domain using, select The Windows user account information specified below, and provide the User name, Password and User domain of the resource forest administrator account.

    NOTE: Make sure that you specify a valid resource forest administrator user in this step, instead of the Active Roles service account used for registering the account forest(s).

    Using your Active Roles administrator account in this step can result in Active Roles being unable to create the shadow accounts later in the resource forest.

  4. To apply your changes, click Finish.

Active Roles then establishes the connection to the configured forest, indicated with the Domain information is being loaded message on the main page. Once Active Roles connected to the domain, the Active Roles Console will indicate it with the Available for management message.

TIP: To check the current domain connection status, use the click to update the display link. The link is replaced with the Available for management feedback once Active Roles finishes connecting to the forest.

Applying the ERFM Mailbox Management policy to an OU

Active Roles can provision linked mailboxes automatically for users only if the ERFM - Mailbox Management built-in policy is applied to the Organizational Unit (OU) of the users in the Active Roles Console.

Prerequisites

Before applying the ERFM - Mailbox Management policy to an OU in the Active Roles Console, make sure that the account forest(s) and the resource forest are already registered in Active Roles as managed domains.

For more information, see Registering the resource and account forests in Active Roles.

To apply the ERFM - Mailbox Management policy to an OU

  1. In the Active Roles Console, in the Active Directory (AD) tree, navigate to Configuration > Policies > Administration > Builtin.

  2. To open the Scope tab of the ERFM - Mailbox Management policy, right-click Built-in Policy - ERFM - Mailbox Management, then in the context menu, click Policy Scope.

    Figure 135: Active Roles Console – Opening the Policy Scope settings of the ERFM - Mailbox Management built-in policy

  3. To enable linked mailboxes for an OU, in the Active Roles Policy Scope for Built-in Policy window, select the OU to which you want to apply the policy. Click Add, select the OU in the Select Objects window, click Add, then click OK.

    TIP: If the Select Objects window lists no objects, use the Click here to display objects link.

    Figure 136: Active Roles Console– Selecting the OU for the ERFM - Mailbox Management policy

  4. To apply your changes, click OK.

    Figure 137: Active Roles Console– Applying the OU to the scope of the ERFM - Mailbox Management policy

After the policy is applied, creating a new on-premises user in the OU with the Create an Exchange Mailbox setting enabled will automatically result in the following provisioning steps:

  1. Active Roles creates the master user account of the user on the account forest.

  2. Active Roles then creates the linked mailbox of the user in the Exchange server of the resource forest, and a shadow user account connected to the master user account.

NOTE: Consider the following when using the ERFM - Mailbox Management policy:

  • If you registered the forest root domain of the resource forest to Active Roles as a managed domain, then Active Roles will create shadow accounts in that domain. Otherwise, Active Roles creates shadow accounts in the domain that is listed first in the ordered list of the resource forest managed domains.

  • After the policy is configured, linked mailboxes will only be available for users in the OU who were created after applying the policy, and for existing users with no mailboxes. For more information on configuring a linked mailbox for existing users, see Creating a linked mailbox for an existing user with no mailbox.

Configuring the ERFM Mailbox Management scheduled task

Once the ERFM - Mailbox Management built-in policy is configured for an OU, Active Roles synchronizes the properties of every managed master user account to the corresponding shadow account with the ERFM - Mailbox Management built-in scheduled task.

By default, the scheduled task runs on a daily basis, and normally you do not need to modify its settings. However, it can happen that you need to:

  • Change the default ERFM scheduling, for example, because of organizational reasons.

  • Run the scheduled task manually to make Active Roles immediately identify the existing master accounts of your Organizational Unit (OU), without waiting for its scheduled run to complete.

NOTE: The ERFM - Mailbox Management scheduled task affects only user accounts whose OU is in the scope of the ERFM - Mailbox Management built-in policy, or a copy of that policy.

To run the ERFM - Mailbox Management built-in schedule manually

  1. In the Active Roles Console, in the Active Directory (AD) tree, navigate to Configuration > Server Configuration > Scheduled Task > Builtin.

  2. Right click the scheduled task ERFM - Mailbox Management, then click All Tasks > Execute.

    Figure 138: Active Roles Console– Running the ERFM Mailbox Management scheduled task

To modify the settings of the ERFM - Mailbox Management built-in schedule

  1. In the Active Roles Console, in the Active Directory (AD) tree, navigate to Configuration > Server Configuration > Scheduled Task > Builtin.

  2. Open the scheduling properties of the ERFM - Mailbox Management built-in scheduled task. To do so, either:

    • Double-click ERFM - Mailbox Management, then in the Properties window, open the Schedule tab.

    • Right-click ERFM - Mailbox Management, then click Properties > Schedule.

    Figure 139: Active Roles Console– Scheduling properties of the scheduled task

  3. To change the default scheduling settings of the task for your needs, modify the options of the Schedule tab accordingly:

    • Schedule Task: Specifies how frequently Active Roles runs the task (each hour, every day, or on a weekly/monthly basis). By default, tasks are run on a daily basis.

    • Start time and Start date: These settings specify the time and date of the first scheduled task run. These settings are not available if Schedule Task is set to Once or When Service starts.

    • Schedule Task Hourly / Daily / Weekly / Monthly: These settings specify the time interval of repeating the configured task.

      For example, setting Schedule Task to Hourly lets you specify the time interval between two task runs in hours and minutes, while setting it to Weekly lets you specify not just the number of weeks between two task runs, but also the days of the week on which Active Roles must run the task.

      NOTE: This setting is not available if Schedule Task is set to Once or When Service starts.

    • Stop the task if it runs more than: When selected, this setting sets a timeout (in hours and minutes) after which the task stops if it runs longer than the specified interval.

  4. To save your settings, click Apply, then OK.

Changing the location of the shadow accounts

By default, the ERFM - Mailbox Management built-in policy saves shadow accounts in the Users container of the resource forest. If your organization stores other users as well in the Users container, then One Identity recommends changing the container for storing the shadow accounts for clarity.

To configure the location of the shadow accounts

  1. In the Active Roles Console, in the Active Directory (AD) tree, navigate to Configuration > Policies > Administration > Builtin.

  2. To open the Properties of the ERFM - Mailbox Management policy, in the list of policies, double-click Built-in Policy - ERFM - Mailbox Management. Alternatively, right-click the policy, then click Properties in the context menu.

    Figure 140: Active Roles Console– Opening the Properties of the ERFM - Mailbox Management built-in policy

  3. To open the policy settings, in the Policies tab, click Policy Description > ERFM - Mailbox Management.

    Figure 141: Active Roles Console– Opening the policy settings of the ERFM - Mailbox Management built-in policy

  4. Under Shadow Account, select This container, then Browse for the container in the resource forest where you want to store the shadow accounts of the linked mailboxes.

    TIP: You can also modify the default shadow account description (This is a shadow account).

    Figure 142: Active Roles Console– Specifying the container for the shadow accounts

  5. To apply your changes, click OK.

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