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Identity Manager 8.2.1 - Administration Guide for Connecting to SharePoint Online

Mapping a SharePoint Online environment in One Identity Manager Synchronizing a SharePoint Online environment
Setting up initial synchronization with a SharePoint Online tenant SharePoint Online synchronization features Customizing the synchronization configuration Running synchronization Tasks following synchronization Troubleshooting Ignoring data error in synchronization
Managing SharePoint Online user accounts and employees Managing the assignments of SharePoint Online groups and roles Mapping of SharePoint Online objects in One Identity Manager
SharePoint Online tenants SharePoint Online user accounts SharePoint Online groups SharePoint Online permission levels SharePoint Online site collections SharePoint Online sites SharePoint Online roles Setting up SharePoint Online site collections and sites Reports about SharePoint Online objects
Handling of SharePoint Online objects in the Web Portal Basic data for managing a SharePoint Online environment Troubleshooting an SharePoint Online connection Configuration parameters for managing SharePoint Online Default project template for SharePoint Online Editing system objects

Assigning account definitions to SharePoint Online site collections

The following prerequisites must be fulfilled if you implement automatic assignment of user accounts and employees resulting in administered user accounts (Linked configured state):

  • The account definition is assigned to the target system.

  • The account definition has the default manage level.

User accounts are only linked to the employee (Linked state) if no account definition is given. This is the case on initial synchronization, for example.

To assign the account definition to a target system

  1. In the Manager, select the site collection in the SharePoint Online > Site collections category.

  2. Select the Change main data task.

  3. From the Account definition (initial) menu, select the account definition for user accounts.

  4. Save the changes.

Related topics

Deleting account definitions

You can delete account definitions if they are not assigned to target systems, employees, hierarchical roles or any other account definitions.

To delete an account definition

  1. Remove automatic assignments of the account definition from all employees.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Change main data task.

    4. Select the Disable automatic assignment to employees task.

    5. Confirm the security prompt with Yes.

    6. Save the changes.

  2. Remove direct assignments of the account definition to employees.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Assign to employees task.

    4. In the Remove assignments pane, remove employees.

    5. Save the changes.

  3. Remove the account definition's assignments to departments, cost centers, and locations.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Assign organizations task.

    4. In the Remove assignments pane, remove the relevant departments, cost centers, and locations.

    5. Save the changes.

  4. Remove the account definition's assignments to business roles.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Assign business roles task.

    4. In the Remove assignments pane, remove the business roles.

    5. Save the changes.

  5. Remove the assignment of the account definition to IT operating data.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Edit IT operating data mapping task.

    4. Select a column and click Delete to remove the mapping rule.

    5. Delete all mapping rules.

    6. Save the changes.

  6. If the account definition was requested through the IT Shop, it must be canceled and removed from all IT Shop shelves.

    For more detailed information about unsubscribing requests, see the One Identity Manager Web Designer Web Portal User Guide.

    To remove an account definition from all IT Shop shelves (role-based login)

    1. In the Manager, select the Entitlements > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Remove from all shelves (IT Shop) task.

    4. Confirm the security prompt with Yes.

    5. Click OK.

      The account definition is removed from all shelves by the One Identity Manager Service. At the same time, any requests and assignment requests with this account definition are canceled.

    To remove an account definition from all IT Shop shelves (non role-based login)

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Remove from all shelves (IT Shop) task.

    4. Confirm the security prompt with Yes.

    5. Click OK.

      The account definition is removed from all shelves by the One Identity Manager Service. At the same time, any requests and assignment requests with this account definition are canceled.

  7. Remove the required account definition assignment. As long as the account definition is required for another account definition, it cannot be deleted. Check all the account definitions.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Change main data task.

    4. From the Required account definition menu, remove the account definition.

    5. Save the changes.

  8. Remove the account definition's assignments to target systems.

    1. In the Manager, select the site collection in the SharePoint Online > Site collections category.

    2. Select the Change main data task.

    3. On the General tab, remove the assigned account definitions.

    4. Save the changes.

  9. Delete the account definition.

    1. In the Manager, select the SharePoint Online > Basic configuration data > Account definitions > Account definitions category.

    2. Select an account definition in the result list.

    3. Click to delete an account definition.

Assigning employees automatically to SharePoint Online user accounts

When you add a user account, an existing employee can automatically be assigned to it. This mechanism can be triggered after a new user account is created either manually or through synchronization.After synchronization, identities are automatically assigned to all new user accounts. If no matching identity can be found, a new identity is created using existing user main data.

Define criteria for finding employees to apply to automatic employee assignment. If a user account is linked to an employee through the current mode, the user account is given, through an internal process, the default manage level of the account definition entered in the user account's target system. You can customize user account properties depending on how the behavior of the manage level is defined.

If you run this procedure during working hours, automatic assignment of employees to user accounts takes place from that moment onwards. If you disable the procedure again later, the changes only affect user accounts added or updated after this point in time. Existing employee assignments to user accounts remain intact.

NOTE: It is not recommended to assign employees using automatic employee assignment in the case of administrative user accounts. Use Change main data to assign employees to administrative user accounts for the respective user account.

For more information about assigning employees automatically, see the One Identity Manager Target System Base Module Administration Guide.

Prerequisites

  • The user accounts are principals of User type.

  • The user accounts are not assigned an authentication object

Run the following tasks to assign employees automatically.

  • If you want employees to be assigned during the synchronization of user accounts, in the Designer, set the TargetSystem | SharePointOnline | PersonAutoFullsync configuration parameter and select the required mode.

  • If you want employees to be assigned outside synchronization, in the Designer, set the TargetSystem | SharePointOnline | PersonAutoDefault configuration parameter and select the required mode.
  • Assign an account definition to the site collection. Ensure that the manage level to be used is entered as the default manage level.
  • Define the search criteria for employees assigned to the site collection.

NOTE:

The following applies for synchronization:

  • Automatic employee assignment takes effect if user accounts are added or updated.

The following applies outside synchronization:

  • Automatic employee assignment takes effect if user accounts are added.

NOTE:

In the default installation, after synchronizing, employees are automatically assigned. If an account definition for the site collection is not known at the time of synchronization, user accounts are linked with employees. However, account definitions are not assigned. The user accounts are therefore in a Linked state.

To manage the user accounts using account definitions, assign an account definition and a manage level to these user accounts.

For more information, see Managing user accounts through account definitions.

Related topics

Editing search criteria for automatic employee assignment

The criteria for employee assignments are defined for the site collection. You specify which user account properties must match the employee’s properties such that the employee can be assigned to the user account. You can limit search criteria further by using format definitions.

The search criterion is written in XML notation to the Search criteria for automatic employee assignment column (AccountToPersonMatchingRule) in the O3SSite table.

Search criteria are evaluated when employees are automatically assigned to user accounts. Furthermore, you can create a suggestion list for assignments of employees to user accounts based on the search criteria and make the assignment directly.

NOTE: Object definitions for user accounts that can have search criteria applied to them are predefined. For example, if you require other objects definitions that limit a preselection of user accounts, set up the respective custom object definitions in the Designer. For more information, see the One Identity Manager Configuration Guide.

To specify criteria for employee assignment

  1. In the Manager, select the SharePoint Online > Site collections category.

  2. Select the site collection in the result list.

  3. Select the Define search criteria for employee assignment task.

  4. Specify which user account properties must match with which employee so that the employee is linked to the user account.

    Table 10: Search criteria for user accounts

    Apply to

    Column for employee

    Column for user account

    SharePoint Online user account (user authenticated)

    Default email address (DefaultEmailAddress)

    Email address (EMail)

  5. Save the changes.

For more information about defining search criteria, see the One Identity Manager Target System Base Module Administration Guide.

Related topics
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