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Active Roles 7.5.2 - 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
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 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

Configuring Email Address settings for Azure guest users

You can add, edit or remove an email address to or from an Azure guest user in the Exchange Online Properties > E-Mail Addresses tab of the Active Roles Web Interface. Adding, editing, or removing an email address to or from the guest user is typically required when their employment status changes (for example, they are either assigned to a new project, or their contract ends within the organization).

To add a new email address to an Azure guest user

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users.

  2. From the list in the middle pane, select the Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure guest user, click Exchange Online Properties on the right pane.

  4. To open the email address settings, click the E-Mail Addresses tab.

    Figure 131: Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users > <azure-guest-user> > Exchange Online Properties > E-mail Addresses — Accessing the email account settings of an Azure Guest user

  5. Click Add.... The E-mail Address dialog then opens.

  6. From the E-mail address type list, select the email account type applicable to your organization.

  7. In the E-mail address text box, specify the address of the new account.

  8. To apply your changes and create the new email account, click OK.

  9. To close the Exchange Online Properties window, click Close.

To edit an existing email address of an Azure guest user

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users.

  2. From the list in the middle pane, select the Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure guest user, click Exchange Online Properties on the right pane.

  4. To open the email address settings, click the E-Mail Addresses tab.

  5. Click Edit.... The E-mail Address dialog then opens.

  6. In the E-mail address text box, specify the address of the new account.

    NOTE: You cannot modify the E-mail address type of an existing email account. You can only change the existing address.

  7. To apply your changes and create the new email account, click OK.

  8. To close the Exchange Online Properties window, click Close.

To remove an existing email address of an Azure guest user

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users.

  2. From the list in the middle pane, select the Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure guest user, click Exchange Online Properties on the right pane.

  4. To open the email address settings, click the E-Mail Addresses tab.

  5. In the E-mail addresses list, select the account you want to remove.

  6. Click Remove and confirm the deletion of the account.

  7. To close the Exchange Online Properties window, click Close.

Configuring Mailbox Features for Azure guest users

You can enable or disable various Exchange Online mailbox features for the Azure guest user (such as Outlook Mobile Access or support for messaging protocols like IMAP4 or POP3) in the Exchange Online Properties > Mailbox Features tab of the Active Roles Web Interface. This is typically required if the organization supports specific applications and protocols for the user Exchange mailboxes created for the users and guest users.

To enable or disable Exchange Online Mailbox Features for an Azure guest user

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users.

  2. From the list in the middle pane, select the Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure guest user, click Exchange Online Properties on the right pane.

  4. To open the mailbox feature settings, click the Mailbox Features tab.

    Figure 132: Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users > <azure-guest-user> > Exchange Online Properties > Mailbox Features — Configuring mailbox features for an Azure Guest user

  5. Select the Exchange Online mailbox feature that you want to enable or disable:

    • Outlook Mobile Access: Enables or disables the Outlook Mobile Access (OMA) mobile browsing service for the account of the Azure guest user. Enabling this settings lets the Azure guest user use OMA on their mobile device to access their account.

    • Exchange ActiveSync: Enables or disables the Exchange ActiveSync synchronization protocol for the account of the Azure guest user. Enabling this setting lets the Azure guest user synchronize their configured mobile device with their mailbox.

    • Up-to-Date Notifications: Enables or disables the Up-to-date (UTD) feature notifications for the account of the Azure guest user.

    • Outlook Web App: Enables or disables access to the browser-based Outlook Web App for the account of the Azure guest user.

    • MAPI, IMAP4, POP3: Enables or disables support for the MAPI, IMAP4 or POP3 protocols for the account of the Azure guest user. If MAPI is enabled, the Azure guest user can access their mailbox through the Outlook desktop app (or other MAPI clients). If IMAP4 or POP3 is enabled, they are also able to access their mailbox with any IMAP4 or POP3 email client.

    • Archive: Enables or disables the archive mailbox feature for the account of the Azure guest user.

  6. Click Enable to enable the selected mailbox feature, or Disable to disable it.

  7. Once you are done with the configuration, click Close.

  8. To close the Exchange Online Properties window, click Close.

Configuring Mailbox Settings for Azure guest users

You can configure settings related to Messaging Records Management (MRM) for the email account of the selected Azure guest user in the Exchange Online Properties > Mailbox Settings tab of the Active Roles Web Interface. MRM settings must be typically configured to meet mailbox archiving policies in effect within the organization.

For more information about MRM in Exchange Online, see the Messaging records management page of the official Microsoft documentation.

To configure Messaging Records Management settings for an Azure guest user

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users.

  2. From the list in the middle pane, select the Azure guest user that you want to update.

  3. To open the Exchange Online properties of the selected Azure guest user, click Exchange Online Properties on the right pane.

  4. To open the MRM settings, click the Mailbox Settings tab.

    Figure 133: Directory Management > Tree View > Azure > <azure-tenant> > Azure Guest Users > <azure-guest-user> > Exchange Online Properties > Mailbox Settings — Accessing the MRM settings of an Azure Guest user

  5. Under Mailbox Settings, make sure that Messaging Records Management is selected, then click Properties.... The Messaging Records Management dialog opens.

  6. To enable placing the entire contents of the Azure guest user mailbox on hold, enable the Enable litigation hold check box. For more information on the Litigation Hold feature of Exchange Online, see the In-Place Hold and Litigation Hold page of the official Microsoft documentation.

  7. (Optional) If your organization has an internal resource on the litigation hold practices, specify its URL in the Messaging records management description URL text box.

  8. (Optional) If you want to display a customized message in Outlook for the Azure guest user on the litigation hold, write the message in the Comments text box.

  9. Click Save to apply your changes and close the Messaging Records Management dialog.

  10. To close the Exchange Online Properties window, click Close.

Deleting an Azure guest user

You can delete an Azure guest user in the selected Azure tenant with the Delete option of the Active Roles Web Interface. This is typically performed if the guest user no longer works for the organization.

Note: You can only remove certain Azure guest users (for example, Global Administrators) if you have sufficient administrator roles. For more information on these role requirements, see the official Microsoft documentation.

Attempting to delete an Azure guest user without sufficient administrative privileges will result in failure, and the following error log message appearing in the Windows Event Log:

Post-processing operation on object caused a policy violation.

To delete an Azure guest user

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Azure Guest Users.

    The list of Azure guest users of the selected tenant is displayed.

    Figure 134: Directory Management > Tree View > Azure > <azure-tenant-name> > Azure Guest Users — Listing the Azure guest users in the tenant

  2. Select the Azure guest user that you want to delete.

  3. Click Delete.

  4. To confirm the removal of the guest user, click Yes.

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