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Active Roles 8.0 LTS - 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 Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users 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 Microsoft 365 Groups Managing Azure Security Groups Managing cloud-only distribution 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
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: Active Roles integration with other One Identity and Quest products Appendix F: Active Roles integration with Duo Appendix G: Active Roles integration with Okta Active Roles Language Pack

Managing cloud-only shared mailboxes

A cloud-only shared mailbox is a type of user mailbox in Exchange Online that you can use when multiple people need access to the same mailbox to read and send messages. In an organization, functions such as technical support or company information use shared mailboxes with a generic email address, for example, info@company.com. After you create a shared mailbox, you must assign permissions to all users that you want to have access to the shared mailbox.

In the Active Roles Web Interface, you can create, manage or delete cloud-only shared mailboxes in Directory Management > Tree> Azure > <azure-tenant-name> > Shared Mailboxes. Shared mailboxes created in the Active Roles Web Interface are synchronized to the Exchange admin center, where you can find them in Teams & Groups > Shared mailboxes.

For more information about shared mailboxes, see Shared mailboxes in the Microsoft 365 documentation.

Creating a new shared mailbox

You can create a new shared mailbox with the Create New Shared Mailbox option of the Active Roles Web Interface.

To create a new shared mailbox

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 201: Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes — Listing the shared mailboxes in the tenant

  2. Click Create New Shared Mailbox.

  3. In General, configure the settings your organization requires for setting up the shared mailbox.

    • Enter the Display name of the shared mailbox.

    • Enter the Name of the shared mailbox.

    • Primary SMTP Address (leave blank for default value): Enter the name and select a domain.

      The default value of the primary SMTP address is the name and the domain name of the mailbox. For example, mailbox1@activeroles.onmicrosoft.com, where mailbox1 is the name and activeroles.onmicrosoft.com is the domain name.

    • (Optional) Enter an Exchange Online Alias for the shared mailbox.

  4. To apply your changes, click Finish.

Viewing or modifying the general properties of a shared mailbox

You can view or modify the general properties of a shared mailbox with the General option of the Active Roles Web Interface.

To view or modify the general properties of a shared mailbox

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 202: Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes — Listing the shared mailboxes in the tenant

  2. Select the shared mailbox whose general properties you want to view or modify.

  3. In General, set the following general properties of the shared mailbox:

    • Enter the Display name of the shared mailbox.

    • Enter the Name of the shared mailbox.

    • Primary SMTP address: The primary Simple Mail Transfer Protocol (SMTP) address of a user account to be used for server-to-server authorization or access delegation. You cannot modify this value because it is filled automatically.

    • External directory ID: The Azure Active Directory (AD) object of the user object connected to the mailbox object in Azure AD. You cannot modify this value because it is filled automatically.

    • (Optional) Enter an Exchange Online Alias for the shared mailbox.

    • (Optional) Hide from global address lists (default: selected)

      Select this check box if you do not want the mailbox to appear in the address book and other address lists defined in your Exchange organization.

  4. To apply your changes, click Save.

Viewing or modifying the contact settings of a shared mailbox

You can view or modify the contact settings of a shared mailbox with the Contact Settings option of the Active Roles Web Interface.

To view or modify the contact settings of a shared mailbox

  1. Navigate to Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes.

    Figure 203: Directory Management > Tree > Azure > <azure-tenant-name> > Shared Mailboxes — Listing the shared mailboxes in the tenant

  2. Select the shared mailbox whose contact settings you want to view or modify.

  3. Click Contact Settings.

  4. In Contact Settings, set the following contact settings of the shared mailbox:

    • (Optional) Office

    • (Optional) Office phone

    • (Optional) Mobile phone

    • (Optional) Home phone

    • (Optional) Fax number

    • (Optional) Street address

    • (Optional) City

    • (Optional) Country: You must enter a valid country code or country name, for example: US or United States of America (the).

    • (Optional) State or province

    • (Optional) ZIP or postal code

    • (Optional) Notes: Enter a customized message about the contact settings of the shared mailbox for users that will appear in Outlook.

  5. To apply your changes, click Save.

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