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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

Applying a new policy

To manage Office 365 user licenses

  1. From the Web Interface, assign, or modify the Office 365 license for an Azure AD User.

    The Policy is triggered for any Azure AD user in the Organization Unit for which the O365 and Azure Tenant selection policy is applied.

    If the policy conditions are not satisfied while assigning or modifying Azure AD User licenses, the following policy violation error is displayed:

    Provisioning policy failure. The 'O365 and Azure Tenant Selection' policy encountered an error. Exception in Azure Tenant Management Policy violation: The Azure user License(s) O365_BUSINESS_ESSENTIALS-PROJECTWORKMANAGEMENT, cannot be assigned. The policy prescribes that this Azure User requires only the specified license in the Policy Object to be assigned.

  2. Right-click and click Check Policy to check if there are any policy violations

    For a container object, this displays the Check Policy dialog.

  3. Review the options in the Check Policy dialog and click OK.

    The Policy Check Results window is displayed.

    IMPORTANT: Office 365 user license management now allows Administrator to select a subset of the licenses selected in policy during user creation or modification.

Office 365 user roles management through provisioning policy

From the Web Interface, assign or modify the Office 365 roles for an Azure AD User.

While creating an Azure AD user from the Active Roles Web Interface, if the policy conditions are not satisfied while assigning Azure AD User roles, the following policy violation error is displayed:

Provisioning policy failure. The O365 and Azure Tenant Selection policy encountered an error. Exception in Azure Tenant Management Policy violation: The Azure user Role(s) cannot be assigned. The policy prescribes that this Azure User requires only the specified role in the Policy Object to be assigned.

Figure 80: OneDrive folder management wizard

Provisioning OneDrive for Azure AD users

  1. From the Web Interface, create an Azure AD User, and assign a valid SharePoint Online license.

  2. After the user is created, the OneDrive provisioning process is performed in the background and after some time the process is completed.

    NOTE: Consider the following when provisioning OneDrive:

    • If the SharePoint Admin URL is incorrect then the OneDrive provisioning is not successful.

    • For an existing Azure AD user, during modification of user properties:

      • If OneDrive is not provisioned, then OneDrive provisioning is triggered.

      • If OneDrive is provisioned, and any changes are made to the OneDrive provisioning policy, then the policy changes are applied on the user.

  3. To check the provisioning result, open Azure Properties window for the user from the Web Interface, navigate to OneDrive tab.

    On successful provisioning of the user, the OneDrive URL, the used storage size, and the total storage size are displayed.

    NOTE: The storage size indicated in the policy gets synchronized to the Azure AD user's OneDrive.

E-mail Alias Generation

Policies in this category are intended to automate the assignment of the email alias when designating a user as mailbox-enabled on Microsoft Exchange Server. By default, Microsoft Exchange Server provides for the following recipient email address format: <email-alias>@<domain-name>

You can use predefined rules to generate email aliases, or configure custom rules. For example, you can configure a policy to compose the email alias of the first initial followed by the last name of the user. Custom rules provide for the addition of an incremental numeric value to ensure uniqueness of the alias. You can also specify whether the alias can be modified by the operator who creates or updates the user account.

How the E-Mail Alias Generation policy works

When making a user mailbox-enabled, Active Roles relies on this policy to assign a certain email alias to the user account. The policy generates the alias based on user properties, such as the pre-Windows 2000 user logon name, first name, initials, and last name. A custom rule can be configured to use other properties.

A custom rule can also be configured to add so-called uniqueness number. A uniqueness number is a numeric value the policy includes into the alias, incrementing that value in the event of an alias naming conflict. For example, the policy can automatically change the generated alias from John.Smith to John1.Smith if a mailbox with the alias John.Smith already exists. If the alias John1.Smith is also in use, the new alias will be changed to John2.Smith, and so on.

The policy configuration provides the option to allow or disallow manual edits of policy-generated aliases. Permission to modify a policy-generated alias can be restricted to the case where the alias is in use by another mailbox.

Some specific features of the policy behavior are as follows:

  • With a rule that does not use a uniqueness number, Active Roles simply attempts to assign the generated alias to the user account. The operation may fail if the generated alias is not unique, that is, the alias is already assigned to a different user account. If the policy allows manual edits of policy-generated aliases, the alias can be corrected by the operator who creates the user account.

  • With a custom rule that uses a uniqueness number, Active Roles adds a button at the client side, next to the Alias field on the user creation and modification forms.

    To generate an alias, the client user (operator) must click that button, which also applies if the generated alias is in use. Clicking Generate increases the uniqueness number by one, thereby allowing the alias to be made unique.

  • With a custom rule configured to include user properties that are normally not displayed on the user creation forms, an extra page is added to the New Object - User Wizard in the Active Roles Console, making it possible to specify the user properties required to generate the alias.

  • The policy defines a list of characters that are unacceptable in e-mail aliases. Space characters and the following characters are not accepted:

    @ * + | = \ ; : ? [ ] , < > /

  • The policy denies processing of operation requests that assign the empty value to the e-mail alias.

  • When checking user accounts for Active Roles policy compliance, Active Roles detects, and reports on, the aliases that are not set up as prescribed by the alias generation policy.

Configuring an E-mail Alias Generation policy

To configure an E-mail Alias Generation policy, select E-mail Alias Generation on the Policy to Configure page in the New Provisioning Policy Object Wizard or in the Add Provisioning Policy Wizard. Then, click Next to display the E-mail Alias Generation Rule page:

Figure 81: E-mail Alias Generation Rule

On the E-mail Alias Generation Rule page, you can select a pre-configured rule or create a custom alias-generation rule. The first four options on the page are self-explanatory. For example, the first option makes the email alias the same as the user logon name (pre-Windows 2000). The option Other combination of user properties, allows you to configure a custom rule, including the addition of uniqueness number.

By selecting the Allow manual edits of e-mail alias check box, you authorize the operator who creates or updates the user account to make changes to the policy-generated alias. If this check box is cleared, Active Roles displays the Alias field as read-only on the user creation and modification forms.

By selecting the Always option, you authorize the operator to modify the alias at their discretion. With the Only if a unique alias cannot be generated by this policy option, you limit manual changes to the situation where a unique alias cannot be generated in accordance with the policy rules.

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