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Active Roles 7.4.1 - 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 License Management Office 365 Roles Management 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
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 One Identity Starling Management One Identity Starling Two-factor Authentication for Active Roles Managing One Identity Starling Connect Azure_Overview
Config ARS to Manage Hybrid AD Objects Managing Hybrid AD Users Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Azure O365 or Unified Groups
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 delegation for Federated Authentication

Provisioning Policy Objects

Provisioning Policy Objects allow configuration and application of the following policies.

Table 13: Provisioning policy objects

Policy

Description

User Logon Name Generation

This policy generates a user logon name (pre-Windows 2000) for a user account being created. You can configure it to:

  • Add a uniqueness number to the generated logon name
  • Apply multiple rules to generate a logon name
  • Allow a logon name to be specified manually during the user creation process

By combining these options, you can ensure uniqueness of the user logon name (pre-Windows 2000), which is a schema requirement in Active Directory.

E-mail Alias Generation

This policy ensures that newly created user accounts have the appropriate e-mail aliases set up. You can configure it to generate aliases based on:

  • Pre-selected user properties, such as the first and last names
  • Custom selection of properties, not limited to user properties

The policy provides the ability to make each alias unique by adding a uniqueness number to the alias.

Exchange Mailbox AutoProvisioning

This policy ensures that user mailboxes are created in appropriate mailbox stores or databases. You can configure it to:

  • Determine the mailbox stores or databases in which creation of mailboxes is allowed
  • Apply a rule to distribute mailboxes among multiple stores or databases

The policy makes it possible to distribute mailboxes by using the round-robin method or by selecting a store or database with the least number of mailboxes.

Group Membership AutoProvisioning

This policy ensures that user accounts belong to appropriate groups. You can configure it to:

  • Add user accounts to certain groups
  • Remove user accounts from certain groups

You can select groups and set up criteria. The policy adds a user account to, or removes it from, the selected groups depending on whether the user account meets the specified criteria. The policy can also be applied to directory objects other than user accounts.

Home Folder AutoProvisioning

This policy performs provisioning actions needed to assign home folders and home shares to user accounts. You can configure it to:

  • Create home folders for newly created user accounts
  • Rename home folders upon renaming of user accounts

You can specify the server on which to create home folders and shares, determine naming conventions for home folders and shares, and configure access rights to the newly created home folders and shares.

Property Generation and Validation

This policy generates and validates directory data, such as user properties. You can configure it to:

  • Populate directory with default data
  • Perform data validity check upon directory updates

You can specify how you want the policy to generate directory data by default and what validation criteria must be applied to ensure compliance of directory data with your corporate standards.

Script Execution

This policy runs a script upon requests to perform certain operations, such as creation or updating of user accounts. You can use scripts to:

  • Trigger additional actions to perform user provisioning
  • Regulate data format and requirements
  • Automate administrative tasks

You can link a custom script to an administrative operation and have the script receive control when the operation is requested or after the operation is completed.

Office 365 License Management This policy enables granularity of assigning Office 365 licenses and subscription plans to the users. You can configure the policy to set the licenses and enable selected subscription plans for a user

Office 365 Roles Management

This policy enables the assignment of Office 365 roles to Azure AD users at the time of creating or modifying a user account. You can configure the policy to specify the roles to be assigned to the Azure AD user or allow all the Office 365 roles to be applied to all the Azure AD users.

OneDrive Provisioning

This policy performs provisioning actions needed provision access to OneDrive for Azure AD users. Provision access is controlled or restricted by creating a new provisioning policy and applying the policy to the Organizational Unit.

AutoProvisioning for SaaS products

This policy automates the provisioning of users and groups in the selected SaaS products using Starling Connectors.

You can specify the Starling Connect connectors to be validated for the users or groups for which the policy is applied.

Deprovisioning Policy Objects

Deprovisioning Policy Objects allow configuration and application of the following policies.

Table 14: Deprovisioning policy objects

Policy

Description

User Account Deprovisioning

When deprovisioning a user, this policy modifies the user account so that the user cannot log on. You can configure this policy to:

  • Disable the user account
  • Set the user’s password to a random value
  • Set the user’s logon names to random values
  • Rename the user account

You can also select account properties and configure this policy to update them when processing a deprovisioning request.

Group Membership Removal

When deprovisioning a user, this policy removes the user account from groups. You can configure this policy to remove the account from security groups, mail-enabled groups, or both. In this policy, both distribution groups and mail-enabled security groups are collectively referred to as mail-enabled groups.

You can also select the groups from which you want this policy not to remove the user account, or configure the policy not to remove the user account from any security groups or mail-enabled groups.

User Account Relocation

When deprovisioning a user, this policy moves the user account to a different location. You can select the organizational unit to which you want the policy to move the account. You can also configure the policy not to move the user accounts upon user deprovisioning.

Exchange Mailbox Deprovisioning

When deprovisioning a user, this policy makes changes needed to deprovision Microsoft Exchange resources for that user. You can configure this policy to:

  • 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 user’s mailbox
  • Grant selected users or groups full access to the user’s mailbox
  • Disallow forwarding messages to alternate recipients
  • Forward all incoming messages to the user’s manager

Home Folder Deprovisioning

When deprovisioning a user, this policy makes changes needed to prevent the user from accessing his or her home folder. You can configure this policy to:

  • Remove the user’s permissions on the home folder
  • Grant the user’s manager read-only access to the user’s home folder
  • Grant selected users or groups read-only access to the user’s home folder
  • Make a selected user or group the owner of the user’s home folder
  • Delete the home folder when the user account is deleted

User Account Permanent Deletion

When deprovisioning a user, this policy schedules the user account for deletion. You can specify the number of days (retention period) before the account is deleted. Another option is to delete the deprovisioned user accounts immediately to Active Directory Recycle Bin. It is also possible to configure this policy so that the deprovisioned user accounts are not deleted automatically.

Group Object Deprovisioning

When deprovisioning a group, this policy makes changes to the group object in Active Directory in order to prevent the use of the group. You can configure this policy to:

  • Hide the group from the Global Address List (GAL)
  • Change the group type from Security to Distribution
  • Rename the group
  • Remove members from the group
  • Change or clear any other properties of the group object

Group Object Relocation

When deprovisioning a group, this policy moves the group object to a different container in Active Directory. You can select the organizational unit to which you want the policy to move the group object.

Group Object Permanent Deletion

When deprovisioning a group, this policy schedules the group object for deletion in Active Directory. You can specify the number of days (retention period) before the group is deleted. Another option is to delete the deprovisioned groups immediately to Active Directory Recycle Bin. It is also possible to configure this policy so that the deprovisioned groups are not deleted automatically.

Notification Distribution

In the course of a deprovisioning operation, this policy sends a notification message to the e-mail recipients you specify. You can customize both the message subject and message body.

Report Distribution

Upon completion of a deprovisioning operation, this policy sends a report to the e-mail recipients you specify. The report includes a list of actions taken during the deprovisioning operation and the details of the deprovisioning activity. You can customize the subject of the e-mail message containing the report.

You can also configure this policy to send the report only if any errors occurred in the course of a deprovisioning operation.

Script Execution

In the course of a deprovisioning operation, this policy runs the script you specify. By using a script, you can implement custom deprovisioning actions.

Office 365 Licenses Retention When deprovisioning an Azure AD user, this policy automates retention of all or selected Office 365 licenses assigned to the Azure AD user after the Azure AD user is deprovisioned successfully.

How Policy Objects work

A Policy Object is a collection of administrative policies that specify the business rules to be enforced. A Policy Object includes stored policy procedures and specifications of events that activate each procedure.

A Policy Object associates specific events with its policy procedures, which can be built-in procedures or custom scripts. This provides an easy way to define policy constraints, implement sophisticated validation criteria, synchronize different data sources, and perform a number of administrative tasks as a single batch.

Active Roles enforces business rules by linking Policy Objects to:

  • Administrative views (Active Roles Managed Units)
  • Active Directory containers (Organizational Units)
  • Individual (leaf) directory objects, such as user or group objects

By choosing where to link a Policy Object you determine the policy scope. For example, if you link a Policy Object to a container, all objects in the container and its sub-containers are normally subject to the Policy Object.

You can link different Policy Objects to different containers to establish container-specific policies. You might need to do so in the situation where each organizational unit uses a dedicated Exchange server to store mailboxes or file server to store home folders.

You can also link a Policy Object to a leaf object, such as a user object. As an example, consider a policy that prohibits changes to group memberships when copying a certain user object.

Policy Objects define the behavior of the system when directory objects are created, modified, moved, or deleted within the policy scope. Policies are enforced regardless of administrative rights of a user performing a management task. It is important to understand that even those who have administrator rights to Active Roles itself are forced to abide by administrative policies once they are enforced.

Policy Object management tasks

This section guides you through the Active Roles console to manage Policy Objects. The following topics are covered:

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