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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

About workflow start conditions

To deploy a workflow in Active Roles, you create a workflow definition, configure the start conditions for that workflow, then add and configure workflow activities. When configuring workflow start conditions, you specify:

  • A type of operation, such as Create, Rename, Modify or Delete; the workflow is matched to the request only if an operation of that type is requested.

  • A type of object, such as User, Group or Computer; the workflow is matched to the request only if the operation requests changes to an object of that type.

  • For the Modify operation type, a list of object properties; the workflow is matched to the request only if the operation requests changes to any of those properties of an object.

  • The identity of an operation requestor (initiator), such as a user, group, or service; the workflow is matched to the request only if the operation is requested on behalf of that identity.

  • A container, such as an Organizational Unit or Managed Unit; the workflow is matched to the request only if the operation requests changes to, or creation of, an object in that container.

  • (Optional) A filter that defines any additional conditions on entities involved in an operation; the workflow is matched to the request only if the operation satisfies those conditions. If no filter is set, then no additional conditions are in effect.

Upon a request for any operation that meets all the start conditions specified on a workflow, the Administration Service matches the workflow to the request and runs the activities found in the workflow.

Workflow activities overview

Activities are units of work, each of which contributes to the accomplishment of a workflow process. Active Roles offers a default set of activities that provide pre-defined functionality for approval, notification, control flow, and conditions. Scripting can be used to have an activity perform custom functions.

Activities are the primary building blocks for workflows. A workflow is a set of activities organized in a process diagram. When you construct a workflow using the Workflow Designer, you drag activities from the activities panel onto the process diagram and then configure them there. The configurable settings common to every activity are:

  • Name: The name is used to identify the activity on the workflow diagram.

  • Description: This optional text can be helpful to distinguish the activity. The description is displayed when you point with the mouse to the activity on the process diagram.

Approval activity

An Approval activity, also referred to as an approval rule, represents a decision point in a workflow that is used to obtain authorization from a person before continuing the workflow. Workflow start conditions determine which operations start the workflow and the approval rules added to the workflow determine who is designated to approve the operation, the required sequence of approvals, and who needs to be notified of approval tasks or decisions.

Active Roles creates an approval task as part of the processing of an approval rule, and assigns the task to the approvers. The approver is expected to complete the task by making a decision to allow or deny the operation. Until the task is completed, the operation remains in a pending state.

Approvers and escalation

Approvers are the users or groups of users designated to perform approval tasks. When processing an approval rule, Active Roles creates an approval task and assigns it to the approvers defined by the rule. The state of the task governs the workflow transition: The task must receive the Approve resolution for the operation to pass the approval rule. If the task has received the Reject resolution, the operation is denied and the workflow instance is completed.

Approvers may be selected by browsing the available users and groups, or particular role holders may be designated as approvers. For example, an approval rule can be configured so as to require approval by the manager of the operation requestor or by the manager of the group or container that is affected by the operation.

An approval rule may define two or more approver levels, with each level containing a separate list of approvers. Active Roles uses approver levels when escalating time-limited approval tasks. For each approver level the approval rule can specify a certain time period. If an approver of a given level does not complete the approval task within the specified time period, then Active Roles can assign the task to the approvers of the next level. This process is referred to as escalation.

Each approver level has the following configuration options:

  • List of approvers: Specifies the users or groups of users that are designated as approvers for the approver level in question.

    A valid approval rule must, at a minimum, specify a list of approvers for the initial approver level. Active Roles first assigns the approval task to the approvers of that level. To enable escalation, a separate list of approvers must be specified for one or more escalation levels.

  • Approval task has no time limit: When this option is selected, the approval rule does not require that the approvers of the given level complete the approval task within a certain time period.

  • Approval task has a time limit of <number> days <number> hours: When this option is selected, the approval rule requires that the approvers of the given level complete the approval task within the specified time period.

    If the approval task is not completed within the specified time period, then, depending upon the selected configuration option, the approval rule can either cancel the operation waiting for approval or escalate the approval task. The latter option requires a list of approvers to be specified for the subsequent escalation level.

  • Allow approver to delegate approval task: When this option is selected, the approver of the given level is allowed to assign the approval task to other persons. On the pages for performing the approval task, the approver can use the Delegate button to select the persons to assign the task to.

  • Allow approver to escalate approval task: When this option is selected, the approver of the given level is allowed to escalate the approval task. On the pages for performing the approval task, the approver can click Escalate to assign the task to the approvers of the subsequent escalation level. This option requires a list of approvers to be specified for the subsequent escalation level.

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