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Identity Manager 8.0 - 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 Servers Using AdminP Requests for Handling IBM Notes Processes Reports about Notes Domains Appendix: Configuration Parameters for Synchronization with a Notes Domain Appendix: Default Project Template for IBM Notes

Editing Search Criteria for Automatic Employee Assignment

Editing Search Criteria for Automatic Employee Assignment

Criteria for employee assignment are defined in 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 criteria are written in XML notation in the column "Search criteria for automatic employee assignment" (AccountToPersonMatchingRule) of 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 assignment to administrative user accounts based on search criteria. Use the task Change master data to assign employees to administrative user account 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 category IBM Notes | Domains.
  2. Select the domain in the result list.
  3. Select Define search criteria for employee assignment in the task view.
  4. Specify which user account properties must match with which employee so that the employee is linked to the user account.
    Table 43: Default Search Criteria for User Accounts
    Apply to Column on Employee Column on 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

You can create a suggestion list in the "Assignments" view for assignments of employees to user accounts based on the search criteria. User accounts are grouped in different views for this.

Table 44: 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 over a suggestion list

  1. Click Suggested assignments.
    1. Click Select for all user accounts to be assigned to the suggested employee. Multi-select is possible.
    2. Click Assign selected.
    3. Confirm the security prompt with Yes.

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

    – OR –

  2. Click No employee assignment.
    1. Click Select employee... for the user account to which you want to assign the employee. Select an employee from the menu.
    2. Click Select for all 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.

      This assigns the selected user accounts to the employees shown in the "Employee" column.

To remove assignments

  1. Click Assigned user accounts.
    1. Click Select for all user accounts whose employee assignment you want to remove. Multi-select is possible.
    2. Click Delete selected.
    3. Confirm the security prompt with Yes.

      The assigned employees are deleted from the selected user accounts.

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

Related Topics

Generating Mailbox Files

Generating Mailbox Files

Table 45: Configuration Parameters for Creating a Mailbox File
Configuration parameter Active Meaning
TargetSystem\NDO\CreateMailDB This configuration parameter specifies whether the mailbox is created after or while the Notes user is registering with 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 configuration parameter "TargetSystem\NDO\DefTemplatePath".

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 configuration parameter "TargetSystem\NDO\CreateMailDB" 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.

The configuration parameter "TargetSystem\NDO\CreateMailDB" is set.

If it is necessary to create the mailbox during the Notes user's registration, set the configuration parameter "TargetSystem\NDO\CreateMailDB". 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

Saving User ID Files

Table 46: Configuration Parameters for Creating a Mailbox File
Configuration parameter Meaning
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 the configuration parameter "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 SystemClosed SynchronizationClosed Reference Guide.

To specify the user ID file location on the gateway server

  1. Disable the configuration parameter "TargetSystem\NDO\StoreIDInAddressbook" in the Designer.
  2. Edit the domain's master data in the Manager and enter the user ID files path.
Detailed information about this topic

Recovering User ID Files

Recovering User ID Files

If a user has forgotten the password to a user account and lost the user ID file, the user ID file can be restored. Since IBM Domino version 8.5, IBM Notes provides the ID vault function to do this.

The One Identity Manager uses "ID Restore" to provide its own method for restoring the user ID files. This can be used if an older version of IBM Domino is in use or if ID Vault should not be used.

 NOTE: The method to be used for restoring user ID files is specified by the domain. This option is valid for all user accounts in the domain!
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