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Password Manager 5.7.1 - Administrator Guide (AD LDS edition)

About Password Manager Getting Started Password Manager Architecture Management Policies
Checklist: Configuring Password Manager Understanding Management Policies Configuring Access to the Administration Site Configuring Access to the Self-Service Site Configuring Access to the Helpdesk Site Configuring Questions and Answers Policy Workflow Overview Custom Workflows Custom Activities Self-Service Workflows Helpdesk Workflows User Enforcement Rules
General Settings Password Policies Reporting Appendix A: Accounts Used in Password Manager for AD LDS Appendix B: Open Communication Ports for Password Manager for AD LDS Appendix C: Customization Options Overview Glossary About us

Workflow Settings

For each workflow you can set the availability settings (whether the workflow is enabled and displayed on the Self-Service or Helpdesk site) and the language settings.

The language settings allow you to specify a custom name and description of a workflow for the Self-Service or Helpdesk site in the default and additional languages (only the languages to which the Self-Service and Helpdesk sites are localized are available).

To specify language settings

  1. On the Home page of the Administration site, click the required workflow, hover over the workflow designer, and click Workflow settings.
  2. On the Languages tab of the Workflow Settings dialog box, edit the workflow name and the description in the default language, and click OK.
  3. To edit the workflow name and the description in other languages, click Add new language, select a language, enter the name and the description in the selected language and click OK.

To specify availability settings

  1. On the Home page of the Administration site, click the required workflow, hover over the workflow designer, and click Workflow settings.
  2. On the Availability tab of the Workflow Settings dialog box, specify the following options in the Enable the workflow section:
    • Always - select this option to make the workflow permanently enabled for users on the Self-Service site or for helpdesk operators on the Helpdesk site.
    • Never - select this option to permanently disable the workflow on the Self-Service or Helpdesk site. Users or helpdesk operators will not be able to use the workflow.
    • Depending on the current user status - select this option to enable workflows on the Self-Service or Helpdesk site according to the user status. The following are the default criteria for enabling and disabling workflows on the Self-Service site: if a user is not registered with Password Manager, only My Questions and Answers Profile and I Have a Passcode workflows are enabled, if the user’s account is locked, but the user is registered, then Forgot My Password, Unlock My Account and I Have a Passcode workflows are enabled. If the user’s Q&A profile is locked, then no workflows are enabled on the Self-Service site, and the user should contact help desk. The following are the default criteria for enabling and disabling workflows on the Helpdesk site: if the user is not registered, then Reset Password, Unlock Account, and Assign Passcode workflows are enabled. If the user’s account or Q&A profile is locked, but the user is registered, then all helpdesk workflows are enabled.
  3. In the Show the workflow section, specify the following options and click OK:
    • Always - select this option to permanently display the workflow on the Self-Service or Helpdesk site. The workflow may be enabled or disabled.
    • Never - select this option to permanently hide the workflow on the Self-Service or Helpdesk site. The workflow may be enabled or disabled.
    • Only if the workflow is enabled - select this option to show the workflow on the Self-Service or Helpdesk site only when the workflow is enabled.

Custom Workflows

You can extend the built-in workflow functionality by creating custom workflows. You can design such workflows that fit your organization’s needs. There are two types of custom workflows: self-service and helpdesk.

To create a custom workflow

  1. On the Home page of the Administration site, click New Workflow under the Management Policy to which you want to add a workflow.
  2. In the Add New Workflow dialog box, select the workflow type and enter the workflow name and description in the default language.
  3. Click Save.

When you add a new workflow, it does not have any activities. Fill the workflow with required activities in the workflow designer.

For each workflow, you should specify the name and description in the default language that will be displayed on the Self-Service or Helpdesk site. You can also specify the workflow name and description in other languages (only the languages to which the Self-Service and Helpdesk sites are localized are available). For more information, seeWorkflow Settings.

Importing and Exporting Workflows

Import/export workflow functionality allows you to share your configured workflows effortlessly. For example, if you want to use a configured workflow from Management Policy 1 in Management Policy 2, you do not need to manually configure all workflow activities and settings in Management Policy 2. Simply export the workflow from the first Management Policy and import the workflow to the second Management Policy.

Note, that this functionality is available only after you turn on the extensibility features.

To turn extensibility features on

  1. Open the Administration site and click the General Settings tab.
  2. On the General Settings page, select the Extensibility tab.
  3. On the Extensibility settings page, click the upper Turn on button.

To export workflow

  1. On the Home page of the Administration site, click the required workflow, hover over the workflow designer, and click Export workflow.
  2. Depending on your browser settings, specify where you want to save the archive file and download the archive.

When you import workflows, note that existing workflows with the same name will be replaced. You can back up existing workflows by exporting them when prompted.

IMPORTANT: When you import workflows, it is strongly recommended to audit scripts of custom activities included in workflows before using workflows in a production environment. This is required because security-sensitive information can be accessed via PowerShell scripts included in a custom activity. Import workflows from a trusted source only.

IMPORTANT: If the workflow you are importing contains activities that are missing from the current configuration, import the missing activities first (from the same workflow archive file), and import the workflow itself.

To import workflow

  1. On the Home page of the Administration site, select the Management Policy to which you want to import a workflow and click Import Workflow.
  2. In the Import Workflow dialog box, click Upload to select the workflow archive file and then click OK.

Custom Activities

Custom Activities

There are two options to create a custom activity: you can create a custom activity from scratch or convert a built-in activity to custom.

For any custom activity, you can specify a display name, a short name (used to address the activity in scripts), a description (used on the Administration site), and add PowerShell script to the activity. When you create the custom activity from scratch, you can also select user interface elements and enter the main instruction for the page of the Self-Service or Helpdesk site that will be displayed when the activity is executed.

Note, that you cannot specify any user interface elements for custom activities converted from built-in ones. If you want set user interface elements for your custom activity, create it from scratch.

For more information on writing PowerShell scripts for custom activities, refer to the Password Manager SDK.

IMPORTANT: Note, you can create custom activities only after you turn on the extensibility features. You can turn on the extensibility features on the General Settings tab of the Administration site.
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