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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

Exchange Mailbox Deprovisioning

Policies of this category are intended to automate the following tasks on deprovisioning Microsoft Exchange resources for deprovisioned users:

  • Hide deprovisioned users from address lists.

  • Prevent non-delivery reports from being sent.

  • Grant designated persons full access to deprovisioned mailboxes.

  • Redirect email addressed to deprovisioned users.

  • Force the mailbox of the deprovisioned user to send automatic replies (requires Exchange 2013 or later).

When configuring a policy of this category, you specify how you want Active Roles to modify the user’s account and mailbox upon a request to deprovision a user. The purpose is to reduce the volume of email sent to the mailbox of the deprovisioned user, and to authorize designated persons to monitor such email.

How the Exchange Mailbox Deprovisioning 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 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 mailbox.

Table 26: Policy effect on a user’s mailbox

Option

Policy effect

Hide the mailbox from the Global Address List (GAL), to prevent access to the mailbox

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 emails 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 mailbox.

Disallow forwarding messages to alternate recipients

Email 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

Email 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 email 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.

Auto-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 92: 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 (also see 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 apply. The fourth option requires that you click Select 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 email 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 email 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.

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), 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

    • 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 email 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 email 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, 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 to locate and select the objects you want.

  10. Click Next, and then click Finish.

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