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Active Roles On Demand Hosted - Administration Guide

Introduction About Active Roles 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
About Policy Objects Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning E-mail Alias Generation Exchange Mailbox AutoProvisioning AutoProvisioning for SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Office 365 and Azure Tenant Selection 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
Understanding workflow Workflow activities overview Configuring a workflow
Creating a workflow definition 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
Example: Approval workflow E-mail based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic Groups Active Roles Reporting Management History
Understanding Management History Management History configuration Viewing change history
Workflow activity report sections Policy report items Active Roles internal policy report items
Examining user activity
Entitlement Profile Recycle Bin AD LDS Data Management One Identity Starling Management One Identity Starling Two-factor Authentication for Active Roles Managing One Identity Starling Connect Azure AD, Office 365, and Exchange Online management
Configuring Active Roles to manage hybrid AD objects Managing Hybrid AD Users Unified provisioning policy for Azure O365 Tenant Selection, Office 365 License Selection, and Office 365 Roles Selection, and OneDrive provisioning Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Office 365 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 Configuration of Active Roles
Connecting to the Administration Service Adding and removing 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 Appendix A: Using regular expressions Appendix B: Administrative Template Appendix C: Communication ports Appendix D: Active Roles and supported Azure environments Appendix E: Enabling Federated Authentication Appendix F: Active Roles integration with other One Identity and Quest products Appendix G: Active Roles integration with Duo Appendix H: Active Roles integration with Okta

Options for the Approve and Reject links

This setting controls the behavior of the Approve and Reject links in the notification messages delivered using this e-mail configuration. Two options are available:

  • Send approval response by e-mail 
  • Approve or reject via Web Interface 

If Send approval response by e-mail is selected, notification recipients can perform approval tasks from within their e-mail application. When an approver chooses one of the links provided in a notification message to approve or reject a request, the e-mail application replies with an e-mail message containing information about the approval decision. Active Roles receives the reply message, checks it to see if the approver elected to approve or reject the request, and then allows or denies the requested changes accordingly.

If Approve or reject via Web Interface is selected, choosing the Approve or Reject link in a notification message directs the e-mail application to open a Web Interface page for performing the approval task. The page may not open as expected if the e-mail application does not support HTML format or an appropriate Web browser does not exist on the device running the e-mail application.

Steps to configure the use of Exchange Web Services

Perform the following steps in the Active Roles console to configure the default mail settings with the option to use Exchange Web Services:

  1. In the console tree, select Configuration | Server Configuration | Mail Configuration.
  2. In the details pane, double-click Default Mail Settings.
  3. In the Default Mail Settings Properties dialog box, configure the settings on the Mail Setup tab:
    1. From the Settings for list, select Exchange Web Services.
    2. In the Exchange Web Services address box:
      1. For on-premises Exchange mailbox, supply the URL of the Exchange Web Services endpoint. This URL locates the exchange.asmx file on the Exchange server that is running the Client Access server role. For example,
      2. For the Exchange mailbox on the cloud, use
    1. Under Mailbox credentials:
      1. For on-premises Exchange mailbox, supply the user name and password of the mailbox through which Active Roles will send and receive e-mail.
      2. For the Exchange mailbox on the cloud, supply the Azure user credentials of the Azure mailbox.

      This mailbox must be created on a server running Exchange 2013 or later and reserved for the exclusive use of Active Roles.

    1. Verify the settings you have configured. Click Verify Settings, supply a valid e-mail address, and then click Send.

    This causes Active Roles to send a diagnostic e-mail message to the address you supplied. The message is attempted to be delivered from Active Roles’ mailbox by using Exchange Web Services. You can check the mailbox with the address you supplied to see if the diagnostic message has been received.

  1. Verify that the Send approval response by e-mail option is selected on the Mail Setup tab.
  2. Select Approve or reject via Web Interface to manage emails through the Web Interface.
  3. When finished, click OK to close the Default Mail Settings Properties dialog box.



Automation workflow

Workflow refers to a sequence of actions that leads to the completion of a certain task. The sequence is carried out according to a set of rules or policies. A workflow can be configured to start upon a change request that satisfies the start conditions of the workflow. An example is a workflow that coordinates the process of approving certain changes to directory data such as creation of new users or population of security groups. In Active Roles, this kind of workflow is referred to as a change workflow.

A workflow can perform some routine administrative tasks on a scheduled basis or on user demand. In this case, workflow is not attached to any change request. With Active Roles, you can configure a workflow to perform certain actions at a specific time. You can also allow users to run a workflow at any time on demand. This workflow category is referred to as an automation workflow.

Automation workflow can automate the completion of complex administrative tasks to help you manage large task volumes. It also allows you to build checks or restrictions in directory administration processes to ensure consistency and compliance with your company policies and legal requirements. By using automation workflow, you can ensure that directory administration tasks are performed in a consistent and efficient manner.

Automation workflow options and start conditions

The start conditions of an automation workflow determine the trigger that causes the workflow to start. You can use a time-based trigger or an event-based trigger to start an automation workflow. It is also possible to allow an automation workflow to be started on user demand.

With a time-based trigger, you can configure an automation workflow to start at a specific time of a day or you can schedule an automation workflow to start multiple times on a daily, weekly, or monthly basis. An event-based trigger allows you to start an automation workflow upon startup of the Active Roles Administration Service. Each automation workflow can have only one trigger.

To enable a time-based trigger, an automation workflow must be configured with the option to run the workflow on a schedule. This option is available on the Workflow Options and Start Conditions page in the Workflow Designer provided by the Active Roles console. The page contains a number of options discussed in the sections that follow.

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