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Identity Manager 8.1.4 - Administration Guide for Connecting to G Suite

Mapping G Suite in One Identity Manager Synchronizing G Suite Managing G Suite user accounts and employees Provision of login information for G Suite user accounts Managing G Suite entitlement assignments Mapping of G Suite objects in One Identity Manager
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Automatic assignment of employees to G Suite user accounts

When you add a user account, an existing employee can be assigned automatically. 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 | GoogleApps | PersonAutoFullsync configuration parameter and select the required mode.
  • If you want employees to be assigned outside synchronization, in the Designer, set the TargetSystem | GoogleApps | PersonAutoDefault configuration parameter and select the required mode.
  • In the TargetSystem | GoogleApps | PersonExcludeList configuration parameter, define the user accounts for which no automatic assignment to employees shall take place.

    Example:

    ADMINISTRATOR*

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

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 customer 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.

For more information, see Managing user accounts through account definitions.

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 customer. 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 GAPCustomer 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.

To specify criteria for employee assignment

  1. In the Manager, select the G Suite | G Suite customers category.
  2. Select the customer 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 15: Default search criteria for user accounts

    Apply to

    Column for employee

    Column for user account

    G Suite user accounts

    Default email address (DefaultEmailAddress)

    Primary email address (PrimaryEmail)

  5. Save the changes.

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

Related topics

Finding employees and directly assigning them to user accounts

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

Table 16: 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.

To apply search criteria to user accounts

  1. In the Manager, select the G Suite | G SuiteCustomers category.

  2. In the result list, select the customer.

  3. Select the Define search criteria for employee assignment task.

  4. At the bottom of the form, 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.

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

The assignment of employees to user accounts creates connected user accounts (Linked state). To create managed user accounts (Linked configured state), you can assign an account definition at the same time.

To assign employees directly over a suggestion list

  • Click Suggested assignments.

    1. Click the Selection box of all user accounts to which you want to assign the suggested employees. Multi-select is possible.

    2. (Optional) Select an account definition in the Assign this account definition menu, and select a manage level in the Assign this account manage level menu.

    3. Click Assign selected.

    4. Confirm the security prompt with Yes.

      The employees determined using the search criteria are assigned to the selected user accounts. If an account definition was selected, this is assigned to all selected user accounts.

    - OR -

  • Click No employee assignment.

    1. Click Select employee for the user account to which you want to assign an employee. Select an employee from the menu.

    2. Click the Selection box of all user accounts to which you want to assign the selected employees. Multi-select is possible.

    3. (Optional) Select an account definition in the Assign this account definition menu, and select a manage level in the Assign this account manage level menu.

    4. Click Assign selected.

    5. Confirm the security prompt with Yes.

      The employees displayed in the Employee column are assigned to the selected user accounts. If an account definition was selected, this is assigned to all selected user accounts.

To remove assignments

  • Click Assigned user accounts.

    1. Click the Selection box of all the 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.

Changing the manage level in G Suite user accounts

The default manage level is applied if you create user accounts using automatic employee assignment. You can change a user account manage level later.

To change the manage level for a user account

  1. In the Manager, select the G Suite | User accounts category.

  2. Select the user account in the result list.

  3. Select the Change master data task.

  4. On the General tab, select the manage level in the Manage level menu.

  5. Save the changes.
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