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Identity Manager 9.1.2 - Identity Management Base Module Administration Guide

Table of Contents

Basics for mapping company structures in One Identity Manager

Hierarchical role structure basic principles

Inheritance directions within a hierarchy Discontinuing inheritance

Basic principles for assigning company resources

Direct company resource assignments Indirect company resource assignments

Secondary assignment Primary assignment

Assigning company resources through dynamic roles Assigning company resources through IT Shop requests

Basics of calculating inheritance

Calculating inheritance by hierarchical roles Calculation of assignments

Preparing hierarchical roles for company resource assignments

Possible assignments of company resources through roles Permitting assignments of employees, devices, workdesks, and company resources to roles Blocking inheritance using roles Preventing employees, devices, or workdesks from inheriting individual roles Preventing inheritance to individual employees, devices, or workdesks Inheritance exclusion: Specifying conflicting roles

Creating and editing dynamic roles Tips about conditions for dynamic roles Testing dynamic role conditions Calculating role memberships for dynamic roles

Schedules for calculating dynamic roles

Creating and editing dynamic role schedules Starting dynamic role schedules immediately Assigning dynamic roles to schedules

Calculating dynamic roles immediately if objects change

Editing properties for immediate recalculation

Calculating role memberships for dynamic roles immediately Excluding dynamic roles from recalculation

Excluding employees from dynamic roles

Removing employees from the exclusion list Main data of exclude lists for dynamic roles

Displaying the dynamic role overview Main data for dynamic roles

Departments, cost centers, and locations

One Identity Manager users for managing departments, cost centers, and locations Basic information for departments, cost centers, and locations

Role classes for departments, cost centers, and locations

Assigning role types to role classes for departments, cost centers, and locations

Role types for departments, cost centers, and locations

Creating role types for departments, cost centers, and locations Assigning role classes to role types for departments, cost centers, and locations

Functional areas for departments, cost centers, and locations Attestors for departments, cost centers, and locations Approvers and approvers (IT) for departments, cost centers, and locations

Creating and editing departments

General main data for departments Contact data for departments Functional area and risk assessment for departments

Creating and editing cost centers

General main data for cost centers Functional area and risk assessment for cost centers

Creating and editing locations

General main data for locations Location address information Configuring location networks Directions to location Functional area and risk assessment for locations

Setting up IT operating data for departments, cost centers, and locations

Modify IT operating data

Assigning employees, devices, and workdesks to departments, cost centers, and locations Assigning company resources to departments, cost centers, and locations Creating dynamic roles for departments, cost centers, and locations Dynamic roles with incorrectly excluded employees Assign organizations Specifying inheritance exclusion for departments, cost centers, and locations Assigning extended properties to departments, cost centers, and locations Certifying departments, cost centers, and locations Reports about departments, cost centers, and locations

Employee administration

One Identity Manager users for employee administration Basic data for employee main data

Creating and editing business partners for external employees Mail templates for notifications about employees

Creating and editing mail definitions for employees Base object for mail templates about employees Editing mail templates for employees

Employee's central user account Employee's default email address Employee's central password Mapping multiple employee identities

Employee identity types

Password policies for employees

Predefined password policies Applying employee password policies Changing the password policy for password columns Assigning password policies to departments, cost centers, locations, and business roles Editing password policies for employees Creating password policies for employees General main data for password policies Password policy settings Character classes for passwords Custom scripts for password requirements

Checking passwords with a script Generating passwords with a script

Defining the excluded list for passwords Checking employee passwords Generating passwords for testing employees Informing employees about expiring passwords Displaying locked employees and system users

Creating and editing employees

General employee main data Organizational employee main data Address data for employees Miscellaneous employee main data

Disabling and deleting employees

Temporarily deactivating employees Permanently deactivating employees Reactivate permanently deactivated employees Deferred deletion of employees

Deleting all employee related data Limited access to One Identity Manager Changing the certification status of employees Assigning company resources to employees

Assigning employees to departments, cost centers, and locations Assigning employees to business roles Adding employees to IT Shop custom nodes Assigning application roles to employees Assigning resources directly to employees Assigning software directly to employees Assigning system roles directly to employees Assigning subscribable reports directly to employees

Displaying the origin of employees' roles and entitlements Analyzing role memberships and employee assignments Displaying the employees overview Displaying and deleting employees' Webauthn security keys Determining the language for employees Determining employees working hours Manually assigning user accounts to employees Entering calls for employees Assigning extended properties to employees Employee reports

Managing devices and workdesks

Basic data for device admin

Creating and editing device models

General main data for device models Inventory data for device models

Creating and editing business partners Creating and editing device statuses Creating and editing workdesk statuses Creating and editing workdesk types

Creating and editing devices

General main data for devices Device networking data

Assigning company resources to devices

Assigning devices to departments, cost centers, and locations Assigning devices to business roles

Displaying the device overview Entering service agreements and calls for devices Creating and editing workdesks

General main data of workdesks Location information for workdesks Additional information for workdesks

Assigning company resources to workdesks

Assigning workdesks to departments, cost centers, and locations Assigning workdesks to business roles Assigning software directly to workdesks Assigning system roles directly to workdesks

Displaying the workdesk overview Assigning devices to workdesks Assigning workdesks to employees Entering calls for workdesks Asset data for devices

Creating and editing asset classes for devices Creating and editing asset types for devices Entering investments and investment plans for devices Editing device asset data

Main data for devices' asset data Commercial data for devices

Managing resources

One Identity Manager users for managing resources Basic data for resources

Creating and editing resources Main data for resources Assigning resources to employees

Assigning resources to departments, cost centers, and locations Assigning resources to business roles Assigning resources directly to employees Adding resources to the IT Shop Adding resources in system roles

Displaying the resources overview Assigning extended properties to resources Creating and editing multi-request resources

Main data for multi-request resources

Assigning multi-request resources to employees Adding multi-request resources to the IT Shop Displaying the multi-request resource overview Reports about resources

Setting up extended properties

One Identity Manager users for managing extended properties Creating property groups for extended properties Creating and editing extended properties Main data for extended properties Assigning extended properties to property groups Assigning additional property groups to extended properties Specifying scope limits for extended properties Displaying the extended properties overview Assigning objects to extended properties

Configuration parameters for managing departments, cost centers, and locations Configuration parameters for managing employees Configuration parameters for managing devices and workdesks

Permanently deactivating employees

NOTE: Employees who are permanently deactivated can no longer log in to One Identity Manager.

Employees can be deactivated permanently when, for example, they leave the company. It might be necessary, to remove access to this employee's entitlements in connected target systems and their company resources.

Effects of permanent deactivating an identity are:

The employee cannot be assigned to employees as a manager.
The employee cannot be assigned to roles as a supervisor.
The employee cannot be assigned to attestation policies as an owner.
There is no inheritance of company resources through roles, if the additional No inheritance option is set for an employee.
Employee user accounts are locked or deleted and then removed from group memberships.

Trigger permanent deactivation through:

The Deactivate employee permanently task

This task ensures that the Permanently deactivates option is enabled and the leaving date and last working day are set to the current date.
The leaving date is reached
NOTE:
- In the Designer, check the Lock accounts of employees that have left the company schedule. This schedule regularly checks the leaving date and sets the Permanently deactivated option on reaching the date.
- The Re-enable employee task ensures that the employee is re-enabled.
The Denied certification status

If an employee's certification status is set to Denied manually or as a result of attestation, the employee is immediately permanently deactivated. When the employee's certification status is changed to Certified, the employee is activated again.

NOTE: This function is only available if the Attestation Module is installed.

Related topics

Reactivate permanently deactivated employees

Employees who are permanently deactivated can be re-enabled if they were not disabled by certification.

To reactivate an employee

In the Manager, select the Employees > Inactive employees category.
Select the employee in the result list.
Select the Reactivate employee task.
Confirm the security prompt with Yes if the employee should be enabled.

On the main data form for the employee, the Permanently deactivated option is not set. The end date and last working day are deleted assuming the dates are past.
Save the changes.

Related topics

Permanently deactivating employees

Deferred deletion of employees

When an employee is deleted, the system checks whether user accounts and company resources are still assigned to the employee or whether requests are open in the IT Shop. The employee is marked for deletion and therefore locked out of further processing.

By default, employees are finally deleted from the database after 30 days. During this period it is possible to re-enable the employee. A restore is not possible once deferred deletion has expired.

In the Designer, you can set an alternative delay on the Person table. For more information on configuring the deferred deletion, refer to the One Identity Manager Configuration Guide.

Before an employee can finally be deleted from the One Identity Manager database, you need to delete all company resource assignments and close all requests. You can do this manually or implement custom processes to do it.

All the user accounts linked to an employee can be deleted by default by One Identity Manager once this employee has been deleted. If no more company resources are assigned, the employee is finally deleted. For more information, see the One Identity Manager Target System Base Module Administration Guide.

Related topics

Deleting all employee related data

A procedure called QER_PPersonDelete_GDPR is provided to support the special process for deleting employee related data, which implements the General Data Protection Regulation (GDPR) of the European Union. You can use this procedure to delete all data relating to an employee from the One Identity Manager database. For certain dependencies, processes that are handled by the One Identity Manager Service are created by the procedure.

NOTE: While this procedure is running, the database does not allow any triggers. Therefore, it is recommended to only run the procedure in maintenance periods.

You can run the procedure in any program suitable for running SQL queries.

Calling syntax:

exec QER_PPersonDelete_GDPR ' <employee UID from the Person table, UID_Person column>'

NOTE: Personal data may be subject to further regulations such as legal retention periods. Personal data from the One Identity Manager History Database is not automatically deleted by default because of this. It is recommended to operate One Identity Manager History Databases that correspond to the report periods. After a specified reporting period has expired, you can set up a new One Identity Manager History Database. You set up custom processes for deleting personal data.

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