Identity Manager 8.1 - Administration Guide for Connecting to SharePoint

Managing SharePoint Environments Setting Up SharePoint Farm Synchronization Basic data for managing a SharePoint environment SharePoint Farms SharePoint Web Applications SharePointSite Collections and Sites SharePoint User accounts SharePoint Roles and Groups
SharePoint Groups SharePoint Roles and Permission Levels
Permissions for SharePoint Web Applications Reports about SharePoint Site Collections Appendix: Configuration parameters for managing a SharePoint environment Appendix: Default Project Template for SharePoint

Supported User Account Types

Different types of user accounts, such as default user accounts, administrative user accounts, service accounts, or privileged user accounts can be mapped in One Identity Manager.

The following properties are used for mapping different user account types.

  • Identity

    The Identity property (IdentityType column) is used to describe the type of user account.

    Table 23: Identities of user accounts
    Identity Description Value of the IdentityType column
    Primary identity Employee's default user account. Primary
    Organizational identity Secondary user account used for different roles in the organization, for example for subcontracts with other functional areas. Organizational
    Personalized admin identity User account with administrative permissions, used by one employee. Admin
    Sponsored identity User account that is used for training purposes, for example. Sponsored
    Shared identity User account with administrative permissions, used by several employees. Shared
    Service identity Service account. Service

    NOTE: To enable working with identities for user accounts, the employees also need identities. You can only link user accounts to which an identity is assigned with employees who have this same identity.

    The primary identity, the organizational identity, and the personal admin identity are used for different user accounts, which can be used by the same actual employee to execute their different tasks within the company.

    To provide user accounts with a personal admin identity or an organizational identity for an employee, you create subidentities for the employee. These subidentities are then linked to user accounts, enabling you to assign the required Entitlements to the different user accounts.

    User accounts with a sponsored identity, group identity, or service identity are linked to dummy employees that do not refer to a real person. These dummy employees are needed so that Entitlements can be inherited by the user accounts. When evaluating reports, attestations, or compliance checks, check whether dummy employees need to be considered separately.

    For detailed information about mapping employee identities, see the One Identity Manager Identity Management Base Module Administration Guide.

  • Privileged user account

    Privileged user accounts are used to provide employees with additional privileges. This includes administrative user accounts or service accounts, for example. The user accounts are marked as Privileged user account (Column IsPrivilegedAccount).

Default User Accounts

Normally, each employee obtains a default user account, which has the permissions they require for their regular work. The user accounts are linked to the employee. By default, the link between employee and SharePoint user account is set up through the authentication objects to which the user account is assigned. Alternatively, employees can also be directly linked to the user accounts. Such user accounts can be managed through account definitions. The effect of the link and the scope of the employee’s inherited properties on the user accounts can be configured through an account definition and its manage levels.

To create default user accounts through account definitions

  1. Create an account definition and assign the Unmanaged and Full managed manage levels.
  2. Specify the effect of temporarily or permanently disabling, deleting or the security risk of an employee on its user accounts and group memberships for each manage level.
  3. Create a formatting rule for IT operating data.

    You use the mapping rule to define which rules are used to map the IT operating data for the user accounts, and which default values are used if no IT operating data can be determined via a person's primary roles.

    Which IT operating data is required depends on the target system. The following setting are recommended for default user accounts:

    • In the mapping rule for the IsGroupAccount column, use the default value 1 and enable Always use default value.
    • In the mapping rule for the IdentityType column, use the default value Primary and enable Always use default value.
  4. Enter the effective IT operating data for the target system. Select the concrete target system under Effects on.

    Specify in the departments, cost centers, locations, or business roles which IT operating data should apply when you set up a user account.

  5. Assign the account definition to employees.

    When the account definition is assigned to an employee, a new user account is created through the inheritance mechanism and subsequent processing.

Administrative User Accounts

An administrative user account must be used for certain administrative tasks. Administrative user accounts are usually predefined by the target system and have fixed names and login names, such as Administrator.

Administrative user accounts are imported into One Identity Manager during synchronization.

NOTE: Some administrative user accounts can be automatically identified as privileged user accounts. To do this, enable the Mark selected user accounts as privileged schedule in Designer.

You can label administrative user accounts as a Personalized administrator identity or as a Shared identity. Proceed as follows to provide the employees who use this user account with the required permissions.

  • Personalized admin identity

    1. Use the UID_Person column to link the user account with an employee.

      Use an employee with the same identity or create a new employee.

    2. Assign this employee to hierarchical roles.

  • Shared identity

    1. Assign all employees with usage authorization to the user account.

    2. Link the user account to a dummy employee using the UID_Person column.

      Use an employee with the same identity or create a new employee.

    3. Assign this dummy employee to hierarchical roles.

    The dummy employee provides the user account with its permissions.

Privileged User Accounts

Privileged user accounts are used to provide employees with additional privileges. This includes administrative user accounts or service accounts, for example. The user accounts are marked as Privileged user account (Column IsPrivilegedAccount).

NOTE: The criteria according to which user accounts are automatically identified as privileged are defined as extensions to the view definition (ViewAddOn) in the TSBVAccountIsPrivDetectRule table (which is a table of the Union type). The evaluation is done in the script TSB_SetIsPrivilegedAccount.

To create privileged users through account definitions

  1. Create an account definition. Create a new manage level for privileged user accounts and assign this manage level to the account definition.
  2. If you want to prevent the properties for privileged user accounts from being overwritten, set the IT operating data overwrites property for the manage level to Only initially. In this case, the properties are populated just once when the user accounts is created.
  3. Specify the effect of temporarily or permanently disabling or deleting, or the security risk of an employee on its user accounts and group memberships for each manage level.
  4. Create a formatting rule for IT operating data.

    You use the mapping rule to define, for example, which rules are used to map the IT operating data for the user accounts, and which default values are used if no IT operating data can be determined via a person's primary roles.

    Which IT operating data is required depends on the target system. The following settings are recommended for privileged user accounts:

    • In the mapping rule for the IsPrivilegedAccount column, use the default value 1 and enable Always use default value.
    • You can also specify a mapping rule for the IdentityType column. The column owns different permitted values that represent user accounts.
    • To prevent privileged user accounts from inheriting the Entitlements of the default user, define a mapping rule for the IsGroupAccount column with a default value of 0 and enable Always use default value.
  5. Enter the effective IT operating data for the target system.

    Specify in the departments, cost centers, locations, or business roles which IT operating data should apply when you set up a user account.

  6. Assign the account definition directly to employees who work with privileged user accounts.

    When the account definition is assigned to an employee, a new user account is created through the inheritance mechanism and subsequent processing.

TIP: If customization requires that the login names of privileged user accounts follow a defined naming convention, create the template according to which the login names are formed.

Entering Master Data for SharePoint User Accounts

Each SharePoint user account represents an object from an authentication system. This object can be a group or a user. The group authentication and user authenticated user accounts are select separately in the navigation system.

To edit the properties of a group authenticated user account

  1. Select SharePoint | User accounts (group authentication).
  2. Select the user account in the result list and run Change master data.

    - OR -

    Click in the result list toolbar.

  3. Edit the user account's resource data.
  4. Save the changes.

To edit the properties of a user authenticated user account.

  1. Select SharePoint | User accounts (user authentication).
  2. Select the user account in the result list and run Change master data.

    - OR -

    Click in the result list toolbar.

  3. Edit the user account's resource data.
  4. Save the changes.

To manually assign or create a user authenticated user account for an employee

  1. Select the Employees | Employees.
  2. Select the employee in the result list and run Assign user accounts in SharePoint.
  3. Assign a user account.
  4. Save the changes.
Detailed information about this topic

Group Authenticated User Account Properties

Table 24: Configuration parameters for risk assessment of user accounts
Configuration parameter Effect when set
QER\CalculateRiskIndex Preprocessor relevant configuration parameter controlling system components for calculating an employee's risk index. Changes to the parameter require recompiling the database.

If the parameter is enabled, values for the risk index can be entered and calculated.

Enter the following master data for a group authenticated user account.

Table 25: Group authenticated user account master data
Property Description
Site collection Site collection the user account is used in.
Group authenticated Specifies whether the user account's authentication object is a group.
Authentication objectClosed Authentication object referencing the user account. Each SharePoint user account represents an object from an authentication system trusted by the SharePoint installation. If this authentication system is managed as a target system in One Identity Manager, the SharePoint object used for authentication can be saved as the authentication object in the user policy.

The authentication object is assigned during automatic synchronization. You can assign an authentication object when setting up a new user account in Manager. The authentication object cannot be changed after saving.

The following authentication objects can be assigned to a group authenticated user account:

  • Active Directory groups with the type "Security group" from the domain assigned to the farm or a trusted domain
  • LDAP groups from the domain assigned to the farm
Authentication modeClosed Authentication mode used for logging in on the SharePoint server with this user account.

The login name of new user accounts depends on the authentication mode. The authentication mode is set by a template. The value depends on the Claims-based authentication option of the associated web application. If you have defined custom authentication modes, select your authentication mode in the menu.

Note: Modify the template for this column (SPSUser.UID_SPSAuthSystem) to assign a custom authentication mode to user accounts.
Display name Any display name for the user account. By default, the display name is taken from the authentication object display name. Enter the display name by hand if no authentication object is assigned.
Login name User account login name. It is found using a template. Enter the login name by hand if no authentication object is assigned.

NOTE: Modify the template for this column (SPSUser.LoginName) to assign a custom authentication mode to user accounts.
Email address User account email address. It is formatted using templates from the authentication object's email address.

Risk index (calculated)

Maximum risk index value of all assigned SharePoint roles and groups. The property is only visible if the QER | CalculateRiskIndex configuration parameter is enabled. For more detailed information, see the One Identity Manager Risk Assessment Administration Guide.

Category Categories for the inheritance of groups by the user account. Groups can be selectively inherited by user accounts. To do this, groups and user accounts or contacts are divided into categories. Select one or more categories from the menu.
Advice Spare text box for additional explanation.

Identity

User account's identity type Permitted values are:

  • Primary identity: Employee's default user account.

  • Organizational identity: Secondary user account used for different roles in the organization, for example for subcontracts with other functional areas.

  • Personalized administrator identity: User account with administrative entitlements, used by one employee.

  • Sponsored identity: User account that is used for training purposes, for example.

  • Shared identity: User account with administrative entitlements, used by several employees. Assign all employees show use the user account.

  • Service identity: Service account.

Privileged user account Specifies whether this is a privileged user account.
Administrator Specifies whether the user account is a site collection administrator.
Auditor Specifies whether the user account is a site collection auditor.
Detailed information about this topic

User Authenticated User Account Master Data

Table 26: Configuration parameters for risk assessment of user accounts
Configuration parameter Effect when set
QER\CalculateRiskIndex Preprocessor relevant configuration parameter controlling system components for calculating an employee's risk index. Changes to the parameter require recompiling the database.

If the parameter is enabled, values for the risk index can be entered and calculated.

Enter the following master data for a user authenticated user account.

Table 27: User authenticated user account master data
Property Description
Employee

Employee that uses this user account. An employee is already entered if the user account was generated by an account definition. If you create the user account manually, you can select an employee in the menu. If an authentication object is assigned, the connected employee is found through the authentication object by using a template. If there is no authentication object assigned, the employee can be assigned automatically or manually.

For a user account with an identity of type Organizational identity, Personalized administrator identity, Sponsored identity, Shared identity or Service identity, you can create a new employee. To do this, click next to the input field and enter the required employee master data. Which login data is required depends on the selected identity type.

Manage level Manage level of the user account. Select a manage level from the menu. You can only specify the manage level can if you have also entered an account definition. All manage levels of the selected account definition are available in the menu.

Account definition

Account definition through which the user account was created.

Use the account definition to automatically fill user account master data and to specify a manage level for the user account. The One Identity Manager finds the IT operating data of the assigned employee and enters it in the corresponding fields in the user account.

NOTE: The account definition cannot be changed once the user account has been saved.

NOTE: If employees obtain their SharePoint user accounts through account definitions, the employees must own user accounts in the Active Directory domain or LDAP domain. This domain is stored in the SharePoint farm in which the SharePoint user accounts are to be created.
Site collection Site collection the user account is used in.
Group authenticated Specifies whether the user account's authentication object is a group. This option is disabled for user authenticated user accounts.
Authentication objectClosed Authentication object referencing the user account. Each SharePoint user account represents an object from an authentication system trusted by the SharePoint installation. If this authentication system is managed as a target system in One Identity Manager, the SharePoint object used for authentication can be saved as the authentication object in the user policy.

The authentication object is assigned during automatic synchronization. You can assign an authentication object when setting up a new user account in Manager. The authentication object cannot be changed after saving.

The following authentication objects can be assigned to a user authenticated user account:

  • Active Directory user accounts from the domain that is assigned to the farm or a trusted domain
  • LDAP user accounts from the domain assigned to the farm

User accounts that refer to the default SIDs of an Active Directory environment cannot reference an authentication object in One Identity Manager.

NOTE: The SharePoint user account is also created if the user account that is used as the authentication object is disabled or locked.
Authentication modeClosed Authentication mode used for logging in on the SharePoint server with this user account.

The login name of new user accounts depends on the authentication mode. The authentication mode is set by a template. The value depends on the Claims-based authentication option of the associated web application. If you have defined custom authentication modes, select your authentication mode in the menu.

NOTE: Modify the template for this column (SPSUser.UID_SPSAuthSystem) to assign a custom authentication mode to user accounts.
Display name Any display name for the user account. By default, the display name is taken from the authentication object display name. Enter the display name by hand if no authentication object is assigned.
Login name User account login name. It is found using a template. Enter the login name by hand if no authentication object is assigned.

NOTE: Modify the template for this column (SPSUser.LoginName) to assign a custom authentication mode to user accounts.
Email address User account email address. It is formatted using templates from the authentication object's email address.

Risk index (calculated)

Maximum risk index value of all assigned SharePoint roles and groups. The property is only visible if the QER | CalculateRiskIndex configuration parameter is enabled. For more detailed information, see the One Identity Manager Risk Assessment Administration Guide.

Category Categories for the inheritance of groups by the user account. Groups can be selectively inherited by user accounts. To do this, groups and user accounts or contacts are divided into categories. Select one or more categories from the menu.
Advice Spare text box for additional explanation.

Identity

User account's identity type Permitted values are:

  • Primary identity: Employee's default user account.

  • Organizational identity: Secondary user account used for different roles in the organization, for example for subcontracts with other functional areas.

  • Personalized administrator identity: User account with administrative entitlements, used by one employee.

  • Sponsored identity: User account that is used for training purposes, for example.

  • Shared identity: User account with administrative entitlements, used by several employees. Assign all employees show use the user account.

  • Service identity: Service account.

Privileged user account Specifies whether this is a privileged user account.

Groups can be inherited

Specifies whether the user account can inherit SharePoint roles and groups via the employee. If this option is set, the user account inherits SharePoint roles and groups via hierarchical roles or IT Shop requests.

  • If you add an employee with a user account to a department, for example, and you have assigned groups to this department, the user account inherits these groups.
  • If an employee has requested group membership in the IT Shop and the request is granted approval, the employee's user account only inherits the group if the option is set.
Administrator Specifies whether the user account is a site collection administrator.
Auditor Specifies whether the user account is a site collection auditor.
Detailed information about this topic
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