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Identity Manager 8.1.5 - Administration Guide for Connecting to IBM Notes

Managing IBM Notes environments Setting up IBM Notes synchronization Basic configuration data Notes domains Notes certificates Notes templates Notes policies Notes user accounts Notes groups Mail-in databases Notes server Using AdminP requests for handling IBM Notes processes Reports about Notes domains Configuration parameters for synchronizing a Notes domain Default project template for IBM Notes

Automatic assignment of employees to user accounts

Table 38: Configuration parameters for synchronizing a Notes domain
Configuration parameter Meaning

TargetSystem | NDO |
PersonAutoFullsync

This configuration parameter specifies the mode for automatic employee assignment for user accounts added to or updated in the database through synchronization.

TargetSystem | NDO |
PersonAutoDefault

This configuration parameter specifies the mode for automatic employee assignment for user accounts added to the database outside synchronization.

TargetSystem | NDO |
PersonExcludeList

List of all user accounts for which automatic employee assignment should not take place. Names are listed in a pipe (|) delimited list that is handled as a regular search pattern.

TargetSystem | NDO |
PersonAutoDisabledAccounts

This configuration parameters specifies whether employees are automatically assigned to locked user accounts. User accounts do not obtain an account definition.

When you add a user account, an existing employee can be assigned automatically or added if necessary. In the process, the employee master data is created on the basis of existing user account master data. This mechanism can be triggered after a new user account is created either manually or through synchronization. Define criteria for finding employees to apply to automatic employee assignment. If a user account is linked to an employee through the current mode, the user account is given, through an internal process, the default manage level of the account definition entered in the user account's target system. You can customize user account properties depending on how the behavior of the manage level is defined.

If you run this procedure during working hours, automatic assignment of employees to user accounts takes place from that moment onwards. If you disable the procedure again later, the changes only affect user accounts added or updated after this point in time. Existing employee assignments to user accounts remain intact.

NOTE: It is not recommended to assign employees using automatic employee assignment in the case of administrative user accounts. Use Change master data to assign employees to administrative user accounts for the respective user account.

Run the following tasks to assign employees automatically.

  • If you want employees to be assigned during the synchronization of user accounts, in the Designer, set the "TargetSystem | NDO | PersonAutoFullsync" configuration parameter and select the required mode.
  • If you want employees to be assigned outside synchronization, in the Designer, set the "TargetSystem | NDO | PersonAutoDefault" configuration parameter and select the required mode.
  • In the "TargetSystem | NDO | PersonExcludeList" configuration parameter, specify the user accounts that must not be assigned automatically to employees.

    Example:

    ADMINISTRATOR

  • Use the "TargetSystem | NDO | PersonAutoDisabledAccounts" configuration parameter to specify whether employees can be automatically assigned to locked user accounts. User accounts do not obtain an account definition.
  • Assign an account definition to the domain. Ensure that the manage level to be used is entered as the default manage level.
  • Define the search criteria for employees assigned to the domain.

NOTE:

The following applies for synchronization:

  • Automatic employee assignment takes effect if user accounts are added or updated.

The following applies outside synchronization:

  • Automatic employee assignment takes effect if user accounts are added.

NOTE:

Following a synchronization, employees are automatically created for the user accounts in the default installation. If an account definition for the domain is not yet known at the time of synchronization, user accounts are linked with employees. However, account definitions are not assigned. The user accounts are therefore in a Linked state.

To manage the user accounts using account definitions, assign an account definition and a manage level to these user accounts.

To select user accounts through account definitions

  1. Create an account definition.
  2. Assign an account definition to the domain.
  3. Assign a user account in the Linked state to the account definition. The account definition's default manage level is applied to the user account.
    1. In the Manager, select the IBM Notes | User accounts | Linked but not configured | <Domain> category.
    2. Select the Assign account definition to linked accounts task.

    3. In the Account definition menu, select the account definition.

    4. Select the user accounts that contain the account definition.

    5. Save the changes.

For more detailed information about assigning employees automatically, see the One Identity Manager Target System Base Module Administration Guide.

Related topics

Editing search criteria for automatic employee assignment

The criteria for employee assignments are defined for the domain. In this case, you specify which user account properties must match the employee’s properties such that the employee can be assigned to the user account. You can limit search criteria further by using format definitions. The search criterion is written in XML notation to the Search criteria for automatic employee assignment column (AccountToPersonMatchingRule) in the NDODomain table.

Search criteria are evaluated when employees are automatically assigned to user accounts. Furthermore, you can create a suggestion list for assignments of employees to user accounts based on the search criteria and make the assignment directly.

NOTE: When the employees are assigned to user accounts on the basis of search criteria, user accounts are given the default manage level of the account definition entered in the user account's target system. You can customize user account properties depending on how the behavior of the manage level is defined.

It is not recommended to make assignments to administrative user accounts based on search criteria. Use Change master data to assign employees to administrative user accounts for the respective user account.

NOTE: One Identity Manager supplies a default mapping for employee assignment. Only carry out the following steps when you want to customize the default mapping.

To define employee assignment criteria for a Notes domain

  1. Select the IBM Notes | Domains category.
  2. Select the domain in the result list.
  3. Select the Define search criteria for employee assignment task.
  4. Specify which user account properties must match with which employee so that the employee is linked to the user account.
    Table 39: Default search criteria for user accounts
    Apply to Column for employee Column for user account
    Notes user accounts First name (FirstName) AND last name (LastName) First name (FirstName) AND last name (LastName)
    Enabled Notes user accounts First name (FirstName) AND last name (LastName) First name (FirstName) AND last name (LastName)
  5. Save the changes.
Direct assignment of employees to user accounts based on a suggestion list

In the Assignments pane, you can create a suggestion list for assignments of employees to user accounts based on the search criteria and make the assignment directly. User accounts are grouped in different views for this.

Table 40: Manual assignment view

View

Description

Suggested assignments

This view lists all user accounts to which One Identity Manager can assign an employee. All employees are shown who were found using the search criteria and can be assigned.

Assigned user accounts

This view lists all user accounts to which an employee is assigned.

Without employee assignment

This view lists all user accounts to which no employee is assigned and for which no employee was found using the search criteria.

TIP: By double-clicking on an entry in the view, you can view the user account and employee master data.

To apply search criteria to user accounts

  • Click Reload.

    All possible assignments based on the search criteria are found in the target system for all user accounts. The three views are updated.

To assign employees directly using a suggestion list

  1. Click Suggested assignments.
    1. Check the Selection box of all the user accounts to which you want to assign the suggested employees. Multi-select is possible.
    2. Click Assign selected.
    3. Confirm the security prompt with Yes.

      The employees found using the search criteria are assigned to the selected user accounts.

    – OR –

  2. Click No employee assignment.
    1. Click the Select employee option of the user account to which you want to assign an employee. Select an employee from the menu.
    2. Check the Selection box of all the user accounts to which you want to assign the selected employees. Multi-select is possible.
    3. Click Assign selected.
    4. Confirm the security prompt with Yes.

      The employees displayed in the Employee column are assigned to the selected user accounts.

To remove assignments

  1. Click Assigned user accounts.
    1. Click the Selection box of all user accounts you want to delete the employee assignment from. Multi-select is possible.
    2. Click Remove selected.
    3. Confirm the security prompt with Yes.

      The assigned employees are removed from the selected user accounts.

For more detailed information about defining search criteria, see the One Identity Manager Target System Base Module Administration Guide.

Related topics

Generating mailbox files

Table 41: Configuration parameters for creating a mailbox file
Configuration parameter Effect when set
TargetSystem | NDO | CreateMailDB This configuration parameter specifies whether the mailbox file is created after or during registration of the Notes user in the target system. If the configuration parameter is set, the mailbox is created during registration. This uses the template of the Notes server on which the user is registered.

If the configuration parameter is not set (default), the mailbox is created after the Notes user has registered. This uses the template given in the user account or in the "TargetSystem | NDO | DefTemplatePath" configuration parameter.

TargetSystem | NDO | DefTemplatePath Template for adding the mailbox on a Notes server.
TargetSystem | NDO | MailFilePath Directory on the mail server, in which the user account's mailbox files are stored.

If and in what way mailboxes are created in IBM Notes depends on the user account data and the configuration parameter settings. The mailbox path and file name must be supplied with the user account in order to create a mailbox. If this information is missing, the mailbox file cannot be created.

The "TargetSystem | NDO | CreateMailDB" configuration parameter is not set (default)

By default, the mailbox file is created after the Notes user has registered with the target system. This uses a template given in the user account. If there is no template given in the user account The template must exist on the gateway server.

"TargetSystem | NDO | CreateMailDB" is set.

If it is necessary to create the mailbox during the Notes user's registration, set the "TargetSystem | NDO | CreateMailDB" configuration parameter. In this case, the template of the Notes server's on which the user is registered is used.

NOTE: The One Identity Manager Service does not access to mailboxes created like this. Different actions, for example, loading mailbox sizes, are therefore not possible.

Only set this configuration parameter to prevent the IBM Notes connector from accessing the mailboxes.

Related topics

Saving user ID files

Table 42: Configuration parameters for creating a mailbox file
Configuration parameter Effect when set
TargetSystem | NDO | StoreIDInAddressbook This configuration parameter control the behavior of ID files for new user accounts. If the configuration parameter is set, the ID files are attached to the employee document. If this configuration parameter is no set, the ID file is stored on the gateway server.

The IBM Notes connector requires the information about where the ID files for the new user accounts ahould be stored in the IBM Notes environment. User ID files can be added to the employee document as an attachment or stored on the gateway server. Set the desired behavior in "TargetSystem | NDO | StoreIDInAddressbook". Enter the path for saving the User ID files if they are going to be stored on the on the gateway server.

By default, the IBM Notes connector uses the path stored in the domain. If a default path is not given, you can add the path to the user accounts' mail servers.

NOTE: If there is no path given either in the domain or the mail server, use the default IBM Notes connector path, which is stored with the variable UserIDFilesDefaultPath in the synchronization project. If you want to change the variable value, customize the synchronization configuration. For more detailed information about variables and variable sets, see the One Identity Manager Target System Synchronization Reference Guide.

To specify the user ID file location on the gateway server

  1. In the Designer, disable the configuration parameter "TargetSystem | NDO | StoreIDInAddressbook".
  2. Edit the domain's master data in the Manager and enter the user ID files path.
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