Identity Manager 8.1 - 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 Web Portal Basic data for managing a SharePoint Online environment Appendix: Configuration parameters for managing SharePoint Online Appendix: Default project template for SharePoint Online Appendix: 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 SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    2. Select an account definition in the result list.

    3. Select Change master data.

    4. Disable Automatic assignment to employees on the General tab.

    5. Save the changes.

  2. Remove direct assignments of the account definition to employees.
    1. In the Manager, select SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    2. Select an account definition in the result list.

    3. Select Assign to employees.

    4. Remove employees from Remove assignments.

    5. Save the changes.

  3. Remove the account definition's assignments to departments, cost centers and locations.
    1. In the Manager, select SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    2. Select an account definition in the result list.

    3. Select Assign organizations.

    4. In Remove assignments, 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 SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    2. Select an account definition in the result list.

    3. Select Assign business roles.

      Remove the business roles in Remove assignments.

    4. Save the changes.

  5. Remove the assignment of the account definition to IT operating data.
    1. In the Manager, select SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    2. Select an account definition in the result list.

    3. Select Edit IT operating data mapping.
    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 Manager, select SharePoint Online| Basic configuration data | Account definitions | Account definitions(non-role-based login).

      - OR -

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

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

      The account definition is removed from all shelves by One Identity Manager Service. All requests and assignment requests with this account definition are canceled in the process.

  7. Remove the account definition assignment as required account definition for another account definition. 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 SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    2. Select an account definition in the result list.

    3. Select Change master data.

    4. Remove the account definition in the Required account definition menu.

    5. Save the changes.

  8. Remove the account definition's assignments to target systems.
    1. In Manager, select the site collection in SharePoint Online | Site collections.

    2. Select Change master data.
    3. Remove the assigned account definitions on the General tab.

    4. Save the changes.

  9. Delete the account definition.
    1. In the Manager, select SharePoint Online | Basic configuration data | Account definitions | Account definitions.

    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 follow after a new user account has been created 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 assignment 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 account for the respective user account.

Prerequisites:

  • On the user accounts, User is selected in the Principal type selection list.
  • 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, enable the configuration parameter TargetSystem | SharePointOnline | PersonAutoFullsync and select the required mode.
  • If you want employees to be assigned outside synchronization, in the Designer activate the configuration parameter TargetSystem | SharePointOnline | PersonAutoDefault 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 assignment 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 assignment to administrative user accounts based on search criteria. Use Change master data to assign employees to administrative user account for the respective user account.

To specify criteria for employee assignment

  1. Select SharePoint Online | Site collections.
  2. Select the site collection 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 14: Standard search criteria for user accounts

    Apply to

    Column for employee

    Column for user account

    SharePoint Online user accounts (user authenticated)

    Default email address(DefaultEmailAddress)

    Email address (EMail)

  5. Save the changes.

For 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 Manager, select SharePoint Online | User accounts (user authenticated).

  2. Select the user account in the result list.

  3. Select Change master data.
  4. On the General tab, select the manage level in the Manage level menu.

  5. Save the changes.
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