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Active Roles 8.1.1 - Administration Guide

Introduction 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
Provisioning Policy Objects Deprovisioning Policy Objects How Policy Objects work Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning Exchange Mailbox AutoProvisioning AutoProvisioning in SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Microsoft 365 and Azure Tenant Selection E-mail Alias Generation 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
Using rule-based and role-based tools for granular administration Workflows
Key workflow features and definitions About workflow processes Workflow processing overview Workflow activities overview Configuring a workflow
Creating a workflow definition for a workflow Configuring workflow start conditions Configuring workflow parameters Adding activities to a workflow Configure 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
Approval workflow Email-based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic groups Active Roles Reporting Management History Entitlement profile Recycle Bin AD LDS data management One Identity Starling Join and configuration through Active Roles Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users Azure AD, Microsoft 365, and Exchange Online Management
Configuring Active Roles to manage Hybrid AD objects Managing Hybrid AD users
Creating a new Azure AD user with the Web Interface Viewing or updating the Azure AD user properties with the Web Interface Viewing or modifying the manager of a hybrid Azure user Disabling an Azure AD user Enabling an Azure AD user Deprovisioning of an Azure AD user Undo deprovisioning of an Azure AD user Adding an Azure AD user to a group Removing an Azure AD user from a group View the change history and user activity for an Azure AD user Deleting an Azure AD user with the Web Interface Creating a new hybrid Azure user with the Active Roles Web Interface Converting an on-premises user with an Exchange mailbox to a hybrid Azure user Licensing a hybrid Azure user for an Exchange Online mailbox Viewing or modifying the Exchange Online properties of a hybrid Azure user Creating a new Azure AD user with Management Shell Updating the Azure AD user properties with the Management Shell Viewing the Azure AD user properties with the Management Shell Delete an Azure AD user with the Management Shell Assigning Microsoft 365 licenses to new hybrid users Assigning Microsoft 365 licenses to existing hybrid users Modifying or removing Microsoft 365 licenses assigned to hybrid users Updating Microsoft 365 licenses display names
Unified provisioning policy for Azure M365 Tenant Selection, Microsoft 365 License Selection, Microsoft 365 Roles Selection, and OneDrive provisioning Microsoft 365 roles management for hybrid environment users Managing Microsoft 365 contacts Managing Hybrid AD groups Managing Microsoft 365 Groups Managing cloud-only distribution groups Managing cloud-only dynamic distribution 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 cloud-only shared mailboxes
Modern Authentication Managing the configuration of Active Roles
Connecting to the Administration Service 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 Using regular expressions Administrative Template Communication ports Active Roles and supported Azure environments Integrating Active Roles with other products and services Active Roles Language Pack Active Roles Diagnostic Tools Active Roles Add-on Manager

Default deprovisioning options

Active Roles ships with two built-in Policy Objects that specify the operations to perform when deprovisioning a user or group. You can find those Policy Objects in the Active Roles Console by selecting the Configuration > Policies > Administration > Builtin container.

The Built-in Policy - User Default Deprovisioning Policy Object determines the default effect of the Deprovision command on user accounts; the Built-in Policy - Group Default Deprovisioning Policy Object determines the default effect of that command on groups. Both objects are applied to the Active Directory container, taking effect in all domains that are registered with Active Roles.

The following tables summarize the default deprovisioning policy options. If you do not add, remove, or change deprovisioning policies, Active Roles operates in accordance with these options when carrying out the Deprovision command on a user or group.

The following table summarizes the default deprovisioning policy options for users, defined by the Built-in Policy - User Default Deprovisioning Policy Object.

Table 29: Policy options for users: Built-in Policy - User Default Deprovisioning

Policy

Options

User Account Deprovisioning

  • Disable the user account.

  • Set the user password to a random value.

  • Change the user name to include the suffix deprovisioned followed by the date when the user was deprovisioned.

  • Fill in the user description to state that this user account is deprovisioned.

  • Clear certain properties of the user account, such as city, company, and postal address.

Group Membership Removal

  • Remove the user account from all security groups.

  • Remove the user account from all distribution groups.

Exchange Mailbox Deprovisioning

  • Hide the user mailbox from Exchange address lists, thus preventing access to the mailbox.

Home Folder Deprovisioning

  • Revoke access to the user home folder from the user account.

  • Give the user’s manager read access to the user home folder.

  • Designate Administrators as the home folder owner.

User Account Relocation

  • Do not move the user account from the Organizational Unit in which the account was located at the time of deprovisioning.

User Account Permanent Deletion

  • Do not delete the user account.

The following table summarizes the default deprovisioning policy options for groups, defined by the Built-in Policy - Group Default Deprovisioning Policy Object.

Table 30: Policy options for groups: Built-in Policy - User Default Deprovisioning

Policy

Options

Group Object Deprovisioning

  • Change the group type from Security to Distribution.

  • Hide the group from the Global Address List (GAL).

  • Change the group name to include the suffix “deprovisioned” followed by the date when the group was deprovisioned.

  • Remove all members from the group.

  • Fill in the group description to state that this group is deprovisioned.

Group Object Relocation

  • Do not move the group from the Organizational Unit in which the group was located at the time of deprovisioning.

Group Object Permanent Deletion

  • Do not delete the group.

Delegating the Deprovision task

Deprovisioning is, by default, a right of Active Roles Admin, the administrative account specified during Active Roles installation, but the task of deprovisioning can be delegated to any group or user. A dedicated Access Template is provided for this purpose so that you can delegate the use of the Deprovision command without delegating the create or delete operation.

To delegate the task of deprovisioning users or groups in a certain container, such as an Organizational Unit or a Managed Unit, apply the Access Template as follows.

To delegate the Deprovision task

  1. In the Active Roles Console, right-click the container and click Delegate Control to display the Active Roles Security window.

  2. In the Active Roles Security window, click Add to start the Delegation of Control Wizard. Click Next.

  3. On the Users or Groups page, click Add, and then select the users or groups to which you want to delegate the deprovision task. Click Next.

  4. On the Access Templates page, expand the Active Directory folder and then do the following:

    • To delegate the task of deprovisioning users, select the check box next to Users - Perform Deprovision Tasks.

    • To delegate the task of deprovisioning groups, select the check box next to Groups - Perform Deprovision Tasks.

  5. Click Next and follow the instructions in the wizard, accepting the default settings.

After you complete these steps, the users and groups you selected in Step 3 are authorized to deprovision users or groups in the container you selected in Step 1, as well as in any sub-container of that container.

Using the Deprovision command

The Deprovision command is available in both the Active Roles Console and Web Interface. By using the Deprovision command, you start the deprovisioning operation on the objects you have selected.

The operation progress and results are displayed in the Deprovisioning Results window. When the operation is completed, the window displays the operation summary, and allows you to examine operation results in detail.

The left pane of the Deprovisioning Results window lists the objects that have been deprovisioned. The right pane displays the operation status and error messages, if any.

To view operation results, select an object in the left pane. The right pane shows a report on all actions taken during the deprovisioning of the selected object.

Report on deprovisioning results

For each deprovisioned object, the Deprovisioning Results window can be used to examine the deprovision operation results on that object.

The Active Roles Console or Web Interface opens the Deprovisioning Results window when carrying out the Deprovision command. You can also open this window by using the Deprovisioning Results command, which is available on deprovisioned objects.

The Deprovisioning Results window displays a report of the deprovisioning operation. The report organizes operation results into sections named after policy categories, with each section containing report items specific to a certain policy category. When you click the heading at the top of the report, the report is fully expanded and all report items are shown. Alternatively, you can expand and contract individual sections within the report by clicking the heading for each section.

For certain items, the report provides the option to further expand the view and display additional information. By clicking the List option, you can display a list of items, such as user or group properties, involved in the operation. By clicking the Details option, you can examine the operation result in more detail.

The Deprovisioning Results window also meets some common reporting requirements including the ability to document all the operation results to a file for printing or viewing. Using the shortcut menu, you can export the report to a file as either HTML or XML, print the report, or send it out via email.

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