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Identity Manager 8.1.5 - Administration Guide for Connecting to SharePoint Online

Mapping a SharePoint Online environment in One Identity Manager Synchronizing a SharePoint Online environment Managing SharePoint Online user accounts and employees Managing the assignments of SharePoint Online groups and roles Mapping of SharePoint Online objects in One Identity Manager
SharePoint Online tenants SharePoint Online user accounts SharePoint Online groups SharePoint Online permission levels SharePoint Online site collections SharePoint Online sites SharePoint Online roles
Handling of SharePoint Online objects in the Web Portal Basic data for managing a SharePoint Online environment Configuration parameters for managing SharePoint Online Default project template for SharePoint Online Editing system objects About us

Deleting account definitions

You can delete account definitions if they are not assigned to target systems, employees, hierarchical roles or any other account definitions.

To delete an account definition

  1. Remove automatic assignments of the account definition from all employees.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Change master data task.

    4. On the General tab, disable the Automatic assignment to employees option.

    5. Save the changes.

  2. Remove direct assignments of the account definition to employees.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Assign to employees task.

    4. In the Remove assignments pane, remove the employees.

    5. Save the changes.

  3. Remove the account definition's assignments to departments, cost centers, and locations.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Assign organizations task.

    4. In the Remove assignments pane, remove the relevant departments, cost centers, and locations.

    5. Save the changes.

  4. Remove the account definition's assignments to business roles.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Assign business roles task.

      In the Remove assignments pane, remove the business roles.

    4. Save the changes.

  5. Remove the assignment of the account definition to IT operating data.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Edit IT operating data mapping task.
    4. Select a column and click Delete to remove the mapping rule.

    5. Delete all mapping rules.

    6. Save the changes.

  6. If the account definition was requested through the IT Shop, it must be canceled and removed from all IT Shop shelves.

    For more detailed information about unsubscribing requests, see the One Identity Manager Web Portal User Guide.

    To remove an account definition from all IT Shop shelves

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions (non role-based login) category.

      - OR -

      In the Manager, select the Entitlements | Account definitions (role-based login) category.

    2. Select an account definition in the result list.
    3. Select the Remove from all shelves (IT Shop) task.
    4. Confirm the security prompt with Yes.
    5. Click OK.

      The account definition is removed from all shelves by the One Identity Manager Service. At the same time, any requests and assignment requests with this account definition are canceled.

  7. Remove the required account definition assignment. As long as the account definition is required for another account definition, it cannot be deleted. Check all the account definitions.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Select the Change master data task.

    4. From the Required account definition menu, remove the account definition.

    5. Save the changes.

  8. Remove the account definition's assignments to target systems.

    1. In the Manager, select the site collection in the SharePoint Online | Site collections category.

    2. Select the Change master data task.

    3. On the General tab, remove the assigned account definitions.

    4. Save the changes.

  9. Delete the account definition.

    1. In the Manager, select the SharePoint Online | Basic configuration data | Account definitions | Account definitions category.

    2. Select an account definition in the result list.

    3. Click to delete an account definition.

Automatic assignment of employees to SharePoint Online 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.

Prerequisites:

  • The user accounts are principals of User type.

  • The user accounts are not assigned an authentication object

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 | SharePointOnline | PersonAutoFullsync configuration parameter and select the required mode.
  • If you want employees to be assigned outside synchronization, in the Designer, set the TargetSystem | SharePointOnline | PersonAutoDefault configuration parameter and select the required mode.
  • Assign an account definition to the site collection. Ensure that the manage level to be used is entered as the default manage level.
  • Define the search criteria for employees assigned to the site collection.

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 assigned in the default installation. If an account definition for the site collection 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.

Related topics

Editing search criteria for automatic employee assignment

The criteria for employee assignments are defined for the site collection. 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 O3SSite 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 SharePoint Online | Site collections category.

  2. Select the site collection 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 12: Search criteria for user accounts

    Apply to

    Column for employee

    Column for user account

    SharePoint Online user account (user authenticated)

    Default email address (DefaultEmailAddress)

    E-Mail Address (EMail)

  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

Changing the manage level in SharePoint Online 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 SharePoint Online | User accounts (user authenticated) 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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