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Active Roles 7.2.1 - Administrator 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 Home Folder AutoProvisioning Script Execution User Account Deprovisioning 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
Workflows
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 Managing Configuration of Active Roles
Connecting to the Administration Service Adding and removing managed domains Using unmanaged domains Evaluating product usage Configuring replication Using AlwaysOn Availability Groups Using database mirroring 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
Using regular expressions Administrative Template Communication ports

How this policy works

When processing a request to deprovision a user, Active Roles uses this policy to determine the Exchange mailbox deprovisioning options, and then updates the user’s account and mailbox accordingly.

The available mailbox-deprovisioning options are summarized in the following table. For each option, the table outlines the policy effect on a user’s mailbox.

Table 24: Policy effect on a user’s mailbox

Option

Policy Effect

Hide the mailbox from the Global Address List (GAL)

Prevents the deprovisioned user from appearing in your Exchange organization’s address lists. If you select this option, the deprovisioned user is hidden from all address lists.

This option renders the mailbox inaccessible. You cannot log on to Exchange Server as the mailbox user or otherwise access the hidden mailbox.

Prevent non-delivery reports (NDR) from being sent

Prevents non-delivery reports from being generated when e-mails are sent to the deprovisioned mailbox. (Non-delivery report is a notice that a message was not delivered to the recipient.)

Grant the user’s manager full access to the mailbox

Provides the person designated as the deprovisioned user’s manager with full access to the mailbox of that user. The manager is determined based on the Manager attribute of the deprovisioned user account in Active Directory.

Grant the selected users or groups full access to the mailbox

Provides the specified users or groups with full access to the deprovisioned user’s mailbox.

Disallow forwarding messages to alternate recipients

E-mail addressed to the deprovisioned user is not forwarded to an alternate recipient.

Forward all incoming messages to the user’s manager

E-mail addressed to the deprovisioned user is forwarded to the user’s manager. The manager is determined based on the Manager attribute of the deprovisioned user account in Active Directory.

Leave copies in the mailbox

E-mail addressed to the deprovisioned user is delivered to both the mailbox of the user’s manager and the mailbox of the deprovisioned user. If you do not select this option, such e-mail is only delivered to the manager’s mailbox.

Don’t change the mailbox autoreply settings

Active Roles makes no changes to the Automatic Replies configuration of the mailbox. Thus, if the mailbox is configured to send automatic replies, deprovisioning the mailbox user does not cause the mailbox to stop sending automatic replies.

Automatically reply with the following messages (once for each sender)

Active Roles configures the mailbox to send the Automatic Replies messages specified by the policy. This option provides for the following policy settings:

  • The Automatic Replies message that is sent to senders within the organization.
  • Whether to send an Automatic Replies message to senders outside of the organization (external senders).
  • Whether to send an Automatic Replies message to all external senders or only to the user’s contacts.
  • The Automatic Replies message that is sent to external senders.

How to configure an Exchange Mailbox Deprovisioning policy

To configure an Exchange Mailbox Deprovisioning policy, select Exchange Mailbox Deprovisioning on the Policy to Configure page in the New Deprovisioning Policy Object wizard or in the Add Deprovisioning Policy wizard. Then, click Next to display the Options to Deprovision Mailbox page.

Figure 76: Options to Deprovision Mailbox

On this page, you can select the Exchange mailbox deprovisioning options you want Active Roles to apply when deprovisioning a user. The names of the first four options are self-explanatory (see also the table above):

  • Hide the mailbox from the global address list (GAL), to prevent access to the mailbox
  • Prevent non-delivery reports (NDR) from being sent
  • Grant the user’s manager full access to the mailbox
  • Grant the selected users or groups full access to the mailbox

Select check boxes next to the options you want to be applied. The fourth option requires that you click the Select button to choose users or groups. The users and groups you select will be authorized to access the mailboxes of the deprovisioned users.

You can also configure the policy to modify the forwarding address for the deprovisioned users. If you select the Modify configuration of the e-mail forwarding check box, the policy sets the forwarding address to one of the following:

  • None  To specify that e-mail messages addressed to a deprovisioned user are not to be forwarded, click Disallow forwarding messages to alternate recipients.
  • User’s manager  To specify that e-mail messages addressed to a deprovisioned user are to be sent to the manager of that user, click Forward all incoming messages to the user’s manager.

The second option allows you to specify whether e-mail messages addressed to the deprovisioned user should be delivered to the mailbox of that user:

  • If you select the Leave copies in the mailbox check box, the messages are delivered to both the user’s mailbox and the manager’s mailbox.
  • If you clear the Leave copies in the mailbox check box, the messages are only delivered to the manager’s mailbox.

Click Next to display the Automatic Replies, and choose from the following options on that page:

  • Don’t change the mailbox autoreply settings  Leaves the Automatic Replies configuration of the mailbox intact. Thus, if the mailbox is configured to send automatic replies, deprovisioning the mailbox user does not cause the mailbox to stop sending automatic replies.
  • Automatically reply with the following messages (once for each sender)  Changes the Automatic Replies configuration of the mailbox to send automatic replies. You can specify separate autoreply messages for people inside and outside the user’s organization.

The latter option enables the following policy settings:

  • Inside organization  Specifies the Automatic Replies message that is sent to senders within the organization.
  • Auto-reply to people outside organization  Determines whether to send an Automatic Replies message to senders outside of the organization (external senders). If you enable this setting, you must specify the autoreply message for external senders, and choose whether to send the message to the user’s contacts only or to anyone outside organization.

When you are done, click Next and follow the instructions in the wizard to create the Policy Object.

Steps for configuring an Exchange Mailbox Deprovisioning policy

Rule-based AutoProvisioning and Deprovisioning > Policy configuration tasks > Exchange Mailbox Deprovisioning > Steps for configuring an Exchange Mailbox Deprovisioning policy

To configure an Exchange Mailbox Deprovisioning policy

  1. On the Policy to Configure page, select Exchange Mailbox Deprovisioning, and then click Next.
  2. On the Options to Deprovision Mailbox page, select the options you want the policy to apply when deprovisioning a user account. You can select any combination of these options to deprovision Microsoft Exchange resources for the deprovisioned user account:
    • Hide the mailbox from the Global Address List (GAL)
    • Prevent non-delivery reports (NDR) from being sent
    • Grant the user’s manager full access to the mailbox
    • Grant the selected users or groups full access to the mailbox
    • Modify configuration of the e-mail forwarding
  3. If you selected the Grant the selected users or groups full access to the mailbox check box, click Select to specify the users or groups you want.
  4. If you selected the Modify configuration of the e-mail forwarding check box, do one of the following:
    • Click Disallow forwarding messages to alternate recipients to specify that the e-mail messages sent to the deprovisioned user are not to be forwarded.
    • Click Forward all incoming messages to the user’s manager to specify that the e-mail messages sent to the deprovisioned user are to be forwarded to the manager of that user. Then, select or clear the Leave copies in the mailbox check box to specify whether you want the messages to be delivered to both the user’s mailbox and the manager’s mailbox or only to the manager’s mailbox.
  5. Click Next.
  6. On the Automatic Replies page, choose from the following options:
    • Don't change the mailbox autoreply settings
    • Automatically reply with the following messages (once for each sender)
  7. If you selected the Automatically reply with the following messages (once for each sender) option, then do the following:
    • In the Inside organization box, specify the autoreply message to be sent to senders within the user’s organization.
    • If you want the mailbox to send an autoreply message to external senders, select the Auto-reply to people outside organization check box, and specify the message in the area beneath that check box.
    • Select the User's contacts only or Anyone outside organization option depending on whether you want the mailbox to auto-reply only to external senders that are in the user’s Contacts folder or to all external senders, respectively.
  8. Click Next.
  9. On the Enforce Policy page, you can specify objects to which this Policy Object is to be applied:
    • Click Add, and use the Select Objects dialog box to locate and select the objects you want.
  10. Click Next, and then click Finish.

Scenario: Hide mailbox and forward e-mail to manager

The policy described in this scenario performs the following functions during the user deprovisioning process:

  • Hides the deprovisioned user from the Exchange organization’s address lists.
  • Configures e-mail forwarding so that e-mail messages addressed to the deprovisioned user are sent to the user’s manager, without delivering them to the user’s mailbox.

To implement this scenario, you must perform the following actions:

  1. Create and configure the Policy Object that defines the appropriate policy.
  2. Apply the Policy Object to a domain, OU, or Managed Unit.

As a result, when deprovisioning a user account in the container you selected in Step 2, Active Roles hides the deprovisioned user from the Exchange address lists and configures the forwarding address for that user as prescribed by this policy.

The following two sections elaborate on the steps to implement this scenario.

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