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Active Roles 8.1.1 - Administration Guide

Introduction 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
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 Configure 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 Azure AD, Microsoft 365, and Exchange Online Management
Configuring Active Roles to manage Hybrid AD objects Managing Hybrid AD users
Creating a new Azure AD user with the Web Interface Viewing or updating the Azure AD user properties with the Web Interface Viewing or modifying the manager of a hybrid Azure user Disabling an Azure AD user Enabling an Azure AD user Deprovisioning of an Azure AD user Undo deprovisioning of an Azure AD user Adding an Azure AD user to a group Removing an Azure AD user from a group View the change history and user activity for an Azure AD user Deleting an Azure AD user with the Web Interface Creating a new hybrid Azure user with the Active Roles Web Interface Converting an on-premises user with an Exchange mailbox to a hybrid Azure user Licensing a hybrid Azure user for an Exchange Online mailbox Viewing or modifying the Exchange Online properties of a hybrid Azure user Creating a new Azure AD user with Management Shell Updating the Azure AD user properties with the Management Shell Viewing the Azure AD user properties with the Management Shell Delete an Azure AD user with the Management Shell Assigning Microsoft 365 licenses to new hybrid users Assigning Microsoft 365 licenses to existing hybrid users Modifying or removing Microsoft 365 licenses assigned to hybrid users Updating Microsoft 365 licenses display names
Unified provisioning policy for Azure M365 Tenant Selection, Microsoft 365 License Selection, Microsoft 365 Roles Selection, and OneDrive provisioning Microsoft 365 roles management for hybrid environment users Managing Microsoft 365 contacts Managing Hybrid AD groups Managing Microsoft 365 Groups Managing cloud-only distribution groups Managing cloud-only dynamic distribution groups Managing Azure security groups Managing cloud-only Azure users Managing cloud-only Azure guest users Managing cloud-only Azure contacts Changes to Active Roles policies for cloud-only Azure objects Managing room mailboxes Managing cloud-only shared mailboxes
Modern Authentication 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 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

Search scope

The search scope determines where to search for the objects of the specified type. The search scope settings depend upon the search scenario, and are as follows.

Table 54: Search activity: Search scope

Search scenario

Search scope settings available

Search in the Organizational Unit (OU) or container

  • Fixed container in directory: Search in the given OU or container. You can select the desired OU or container in Active Directory when you configure a Search activity.

  • Parent OU of workflow target object: Search in the OU that holds the target object of the request that started the workflow.

  • Object identified by workflow parameter: Search in the OU or container specified by the value of a certain parameter of the workflow. You can choose the desired parameter when you configure a Search activity.

  • Object from workflow data context: Search in the OU or container that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When configuring a Search activity, you can specify which OU or container you want the activity to select at workflow run time.

  • Object identified by DN-value rule expression: Search 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 executing the workflow. You can create the desired rule expression when you configure a Search activity.

Search for resources managed or owned by the user or group

  • Workflow target object: Search for resources managed or owned by the target object of the request that started the workflow.

  • Object identified by workflow parameter: Search for resources managed or owned by the object specified by the value of a certain parameter of the workflow. You can choose the desired parameter when you configure a Search activity.

  • Object from workflow data context: Search for resources managed or owned by the object that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When configuring a Search activity, you can specify which object you want the activity to select at workflow run time.

  • Object identified by DN-value rule expression: Search for resources managed or owned by the object 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 executing the workflow. You can create the desired rule expression when you configure a Search activity.

Search the group for its members

  • Workflow target object: Search for members of the group that is the target object of the request that started the workflow.

  • Object identified by workflow parameter: Search the group specified by the value of a certain parameter of the workflow. You can choose the desired parameter when you configure a Search activity.

  • Object from workflow data context: Search for members of the group object that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When configuring a Search activity, you can specify which group object you want the activity to select at workflow run time.

  • Object identified by DN-value rule expression: Search the group 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 executing the workflow. You can create the desired rule expression when you configure a Search activity.

Search for direct reports of the user

  • Workflow target object: Search for direct reports of the target object of the request that started the workflow.

  • Object identified by workflow parameter: Search for direct reports of the object specified by the value of a certain parameter of the workflow. You can choose the desired parameter when you configure a Search activity.

  • Object from workflow data context: Search for direct reports of the object that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When configuring a Search activity, you can specify which object you want the activity to select at workflow run time.

  • Object identified by DN-value rule expression: Search for direct reports of the object 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 executing the workflow. You can create the desired rule expression when you configure a Search activity.

Search within the object's attribute (ASQ search)

  • Fixed object in directory: Search in a certain attribute of the given object. You can select the desired object in Active Directory when you configure a Search activity.

  • Workflow target object: Search in a certain attribute of the target object of the request that started the workflow.

  • Object from workflow data context: Search in a certain attribute of the object that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When configuring a Search activity, you can specify which object you want the activity to select at workflow run time.

Search options

The activity provides various options allowing you to refine your search. Which options are available depends upon the search scenario and the object type to search for, as shown in the tables that follow.

The following table summarizes the search scenario-specific search options.

Table 55: Search activity: Search options

Search scenario

Search options available

Search in the Organizational Unit (OU) or container

  • Retrieve only immediate child objects of the Organizational Unit or container: Use this option to restrict the search to objects for which the given OU or container is the immediate parent in Active Directory.

  • Retrieve any objects held in the Organizational Unit or container: Use this option to search in the entire directory tree rooted in the given OU or container.

Search for resources managed or owned by the user or group

  • Retrieve objects managed by the user or group (primary owner): Use this option to search for objects that have the given user or group specified in the Managed By property.

  • Retrieve objects for which the user or group is a secondary owner: Use this option to search for objects that have the given user or group specified in the Secondary Owners property.

  • Retrieve objects managed or owned due to membership in groups (indirect ownership): Use this option to search for objects for which the given user or group is a direct or indirect member of the group specified in the Managed By or Secondary Owners property.

Search the group for its members

  • Also retrieve indirect members: Use this option for your search results to include indirect members of the given group. With this option, the activity searches not only for objects that are directly added to the group (direct members) but also for indirect members-objects that belong to the group because of their membership in other groups which are direct or indirect members of the given group.

  • Also retrieve pending members: Use this option for your search results to include objects that are scheduled to be added to the group by using the Temporal Group Memberships capability of Active Roles.

Search within the object's attribute (ASQ search)

  • Search within this attribute: Specifies the attribute for the ASQ search. This must be an attribute that stores Distinguished Names, such as the Member Of or Managed By attribute. The search is performed against the objects that are identified by the Distinguished Names found in that attribute. For example, a search within the Member Of attribute of a user account looks for groups in which the user is a member.

The following table lists the search options that are specific to the object type. The search results contain only the objects that match the options you selected.

Table 56: Search activity: Object type

Objects to search for

Search options available

Users

  • Users with Exchange mailbox: Search for Microsoft Exchange mailbox-enabled users.

  • Users with external e-mail addresses: Search for Microsoft Exchange mail-enabled users.

  • Inactive user accounts: Search for user accounts that have not been used to log on for more than a certain number of days, have old passwords, or are expired.

  • Expiring user accounts: Search for user accounts that will expire within a certain number of days.

Contacts

  • Contacts with external e-mail addresses: Search for Microsoft Exchange mail-enabled contacts.

Groups

  • Mail-enabled groups .ge Search for Microsoft Exchange mail-enabled groups (distribution lists).

  • Security: Search for security groups.

  • Distribution: Search for distribution groups.

  • Domain local: Search for domain local groups.

  • Global: Search for global groups.

  • Universal: Search for universal groups.

  • Dynamic Group: Search for groups that are configured as Dynamic Groups in Active Roles.

  • Group Family: Search for groups that store Group Family configurations for Active Roles (Group Family configuration storage groups).

  • Controlled by Group Family: Search for groups controlled by Group Family rules in Active Roles.

  • Empty: Search for groups that have no members.

  • Deprovisioned: Search for groups that are deprovisioned by using Active Roles.

Computers

  • Computer role: Search for computers in a certain role. You can restrict the search to workstations and servers or to domain controllers.

  • Inactive computer accounts: Search for computer accounts that haven’t been used to log on for more than a certain number of days, have the password age of more that a certain number of days, or are expired for more than a certain number of days.

Printers

  • Printer features: Search for printers with particular features, such as the printer model, paper size, print resolution, print speed, and other capabilities, for example printing double-sided or colored documents, or stapling pages.

Exchange Recipients

  • Users with Exchange mailbox: Search for Microsoft Exchange mailbox-enabled users.

  • Users with external e-mail addresses: Search for Microsoft Exchange mail-enabled users.

  • Mail-enabled groups : Search for Microsoft Exchange mail-enabled groups (distribution lists).

  • Contacts with external e-mail addresses: Search for Microsoft Exchange mail-enabled contacts.

  • Mail-enabled Public Folders: Search for Microsoft Exchange mail-enabled public folders.

  • Query-based Distribution Groups: Search for Microsoft Exchange query-based distribution groups.

  • Room mailboxes: Search for user accounts representing Microsoft Exchange room mailboxes.

  • Equipment mailboxes: Search for user accounts representing Microsoft Exchange equipment mailboxes.

  • Linked mailboxes: Search for user accounts representing Microsoft Exchange linked mailboxes.

  • Shared mailboxes: Search for user accounts representing Microsoft Exchange shared mailboxes.

  • Mailboxes on this server: Search for user accounts representing Microsoft Exchange mailboxes hosted on a certain Mailbox server. You can select the desired Mailbox server.

  • Mailboxes in this mailbox store or database: Search for user accounts representing Microsoft Exchange mailboxes held in a certain mailbox store or database. You can select the desired mailbox store or database.

Inactive Accounts

  • Account type: Search for user accounts only, computer accounts only, or both user and computer accounts.

  • Criteria of inactivity: Search for accounts that have not logged on in the past number of days, accounts whose password has not changed in the past number of days, or accounts that expired more than a certain number of days before the current date.

Search for inactive accounts

If you choose the Search in the Organizational Unit or container option, then you can configure the activity to search for inactive user or computer accounts. The Inactive Accounts object type provides for the following search options:

  • Account type to search for: You can choose to search for user accounts only, search for computer accounts only, or search for both user and computer accounts.

  • Search for accounts that haven’t logged on in the past number of days: This option allows you to specify the period, in days, that an account is not used to log on, after which the account is considered inactive. The search retrieves a given account if no successful logons to that account have occurred for more days than specified by this option.

    The Search activity uses the lastLogonTimeStamp attribute to determine the last time that a given user or computer successfully logged on. Active Directory updates that attribute only periodically, rather than every time that a user or computer logs on. Normally, the period of update is 14 days. This means that the lastLogonTimeStamp value could be off by as much as 14 days, so the true last logon time is later than lastLogonTimeStamp. Hence, it is advisable to choose the logon inactivity period of more than 14 days.

  • Search for accounts whose password has not changed in the past number of days: This option allows you to specify the password age, in days, after which an account is considered inactive. The search retrieves a given account if the password of the account remains unchanged for more days than specified by this option.

  • Search for accounts that expired more than a certain number of days before the current date: This option allows you to specify the number of days after which an expired account is considered inactive. The search retrieves a given account if the account remains in the expired state for more days than specified by this option.

The option to search for inactive accounts is also available when you configure the activity to search for the Users or Computers object type. You can restrict the search to inactive accounts by choosing the appropriate options to determine what accounts are considered inactive. These options are the same as with the Inactive Accounts object type.

Search filter

The Search filter option allows you to refine your search to locate directory objects based on the properties (attributes) of the objects. For example, you may want to find all the team members in a certain department that report to the manager named John Smith or you may be interested in computer accounts that were not used for a certain time period. In either case, you can use a Search filter to look for specific values in the object properties, thereby ensuring that the search results contain only the objects with the specified properties.

A Search filter is composed of conditions combined using AND or OR logic. Each condition is a certain statement that specifies the criteria the activity must use to determine whether a given object is to be included in the search results.

To create a filter, you need to add at least one condition, but you are not limited in the number of conditions you can add. By using multiple conditions, you can create very complex filters.

You can add, delete, and group filter conditions using different operators. You can even nest condition groups within other condition groups to achieve the results that you want. When the activity runs, the filter is evaluated to determine if the objects found by the search meet the criteria you specified in the filter. If a given object meets the criteria, the object is added to the search results; otherwise, the object is filtered out. If you do not create a filter, then all objects found by the search are included in the search results.

A filter condition is composed of three parts: the name of a certain property, the comparison operator, and the value to compare the property with (comparison value). Some operators do not require a comparison value. When creating a condition, you first choose a certain property. Then, you select the desired comparison operator and, if necessary, specify the comparison value you want. The list from which to select a comparison operator depends on the type of the property you are creating the condition for.

Whether you have to specify a comparison value depends on the comparison operator. The following tables summarize the comparison operators and comparison values that are available.

The comparison operators from which you can choose when configuring a filter condition are as follows.

Table 57: Comparision operators

Comparison operator

Indicates that

equals

The property value of the object matches the comparison value.

does not equal

The property value of the object does not match the comparison value.

greater or equal

The property value of the object is greater than or equal to the comparison value.

less or equal

The property value of the object is less than or equal to the comparison value.

contains

The property value of the object contains the text specified by the comparison value.

does not contain

The property value of the object does not contain the text specified by the comparison value.

starts with

The text specified by the comparison value occurs at the beginning of the object’s property value.

does not start with

The text specified by the comparison value does not occur at the beginning of the object’s property value.

ends with

The text specified by the comparison value occurs at the end of the object’s property value.

does not end with

The text specified by the comparison value does not occur at the end of the object’s property value.

is empty

The property is not specified on the object.

is not empty

The property of the object has a non-null value.

bitwise and

Each bit of the object’s property value matches the corresponding bit of the comparison value.

bitwise or

Any bit of the object’s property value matches the corresponding bit of the comparison value.

matches regular expression

The object’s property value matches a certain regular expression. This requires the comparison value to be a text string representing the regular expression.

The comparison values from which you can choose when configuring a filter condition are as follows.

Table 58: Comparison values

Comparison value

Description

Text string

A literal string of characters. You can type the string when you configure a filter condition.

Property of workflow target object

The value of a certain property of the target object of the request that started the workflow. You can select the property (typically, a string-value property) when you configure a filter condition.

Property of workflow initiator

The value of a certain property of the user whose request started the workflow. You can select the property (typically, a string-value property) when you configure a filter condition.

Changed value of workflow target object property

The value that is requested to be assigned to a certain property of the target object of the request that started the workflow, which represents the requested change to the property of the target object. You can select the property (typically, a string-value property) when you configure a filter condition.

Property of object from workflow data context

The value of a certain property of the object that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When you configure a filter condition in a Search activity, you can choose the property and specify which object you want the activity to select upon evaluating the condition at workflow run time.

Value generated by rule expression

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 executing the workflow.

Fixed object in directory

A certain object, such as a user, group, or computer. You can select the desired object in Active Directory when you configure a filter condition. This comparison value is applicable to filter conditions for DN-value properties.

Object from workflow data context

The object that will be selected by the Search activity on the basis of the data found in the workflow environment at the time of executing the workflow. When you configure a filter condition in a Search activity, you can specify which object you want the activity to select upon evaluating the condition at workflow run time. This comparison value is applicable to filter conditions for DN-value properties.

Object identified by DN-value rule expression

The object 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 executing the workflow. You can create the desired rule expression when you configure a filter condition. This comparison value is applicable to filter conditions for DN-value properties.

Object identified by workflow parameter

The object specified by the value of a certain parameter. You can choose the desired parameter when you configure a filter condition. This comparison value is applicable to filter conditions for DN-value properties.

Workflow initiator object

The user account of the user whose request started the workflow. This comparison value is applicable to filter conditions for DN-value properties.

Workflow target object

The target object of the request that started the workflow. This comparison value is applicable to filter conditions for DN-value properties.

Fixed date and time

A literal date and time value. You can choose the desired date and time when you configure a filter condition. This comparison value is applicable to filter conditions for Date/Time-value properties.

Workflow date and time

A certain point in time relative to the date and time of the Search activity run. You have the option to specify a date that occurs a particular number of days before or after the Search activity run. This comparison value is applicable to filter conditions for Date/Time-value properties.

True

The literal Boolean value of True.

False

The literal Boolean value of False.

Value generated by script

The value returned by a certain script function. You can choose the script function when you configure a filter condition. The Search activity will execute that script function upon evaluating the condition at workflow run time.

Workflow parameter value

The value of a certain workflow parameter. You can choose the desired parameter when you configure a filter condition.

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