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Active Roles 8.0 LTS - Administration Guide

Introduction About Active Roles Getting Started Rule-based Administrative Views Role-based Administration
Access Templates as administrative roles Access Template management tasks Examples of use Deployment considerations Windows claims-based Access Rules
Rule-based AutoProvisioning and Deprovisioning
About Policy Objects Policy Object management tasks Policy configuration tasks
Property Generation and Validation User Logon Name Generation Group Membership AutoProvisioning E-mail Alias Generation Exchange Mailbox AutoProvisioning AutoProvisioning for SaaS products OneDrive Provisioning Home Folder AutoProvisioning Script Execution Office 365 and Azure Tenant Selection User Account Deprovisioning Office 365 Licenses Retention Group Membership Removal Exchange Mailbox Deprovisioning Home Folder Deprovisioning User Account Relocation User Account Permanent Deletion Group Object Deprovisioning Group Object Relocation Group Object Permanent Deletion Notification Distribution Report Distribution
Deployment considerations Checking for policy compliance Deprovisioning users or groups Restoring deprovisioned users or groups Container Deletion Prevention policy Picture management rules Policy extensions
Workflows
Understanding workflow Workflow activities overview Configuring a workflow
Creating a workflow definition Configuring workflow start conditions Configuring workflow parameters Adding activities to a workflow Configuring an Approval activity Configuring a Notification activity Configuring a Script activity Configuring an If-Else activity Configuring a Stop/Break activity Configuring an Add Report Section activity Configuring a Search activity Configuring CRUD activities Configuring a Save Object Properties activity Configuring a Modify Requested Changes activity Enabling or disabling an activity Enabling or disabling a workflow Using the initialization script
Example: Approval workflow E-mail based approval Automation workflow Activity extensions
Temporal Group Memberships Group Family Dynamic Groups Active Roles Reporting Management History
Understanding Management History Management History configuration Viewing change history
Workflow activity report sections Policy report items Active Roles internal policy report items
Examining user activity
Entitlement Profile Recycle Bin AD LDS Data Management One Identity Starling Management Managing One Identity Starling Connect Configuring linked mailboxes with Exchange Resource Forest Management Configuring remote mailboxes for on-premises users Azure AD, Office 365, and Exchange Online management
Configuring Active Roles to manage hybrid AD objects Managing Hybrid AD Users Unified provisioning policy for Azure O365 Tenant Selection, Office 365 License Selection, and Office 365 Roles Selection, and OneDrive provisioning Office 365 roles management for hybrid environment users Managing Office 365 Contacts Managing Hybrid AD Groups Managing Microsoft 365 Groups Managing Azure Security Groups Managing cloud-only distribution groups Managing cloud-only Azure users Managing cloud-only Azure guest users Managing cloud-only Azure contacts Changes to Active Roles policies for cloud-only Azure objects Managing room mailboxes Managing cloud-only shared mailboxes
Managing Configuration of Active Roles
Connecting to the Administration Service Adding and removing managed domains Using unmanaged domains Evaluating product usage Creating and using virtual attributes Examining client sessions Monitoring performance Customizing the console Using Configuration Center Changing the Active Roles Admin account Enabling or disabling diagnostic logs Active Roles Log Viewer
SQL Server Replication Appendix A: Using regular expressions Appendix B: Administrative Template Appendix C: Communication ports Appendix D: Active Roles and supported Azure environments Appendix E: Active Roles integration with other One Identity and Quest products Appendix F: Active Roles integration with Duo Appendix G: Active Roles integration with Okta Active Roles Language Pack

Configuring the delegation settings of an Exchange Online mailbox

You can set up an Exchange Online mailbox as a shared mailbox in the Exchange Online Properties > Delegation tab of the Active Roles Web Interface. This is typically performed if the configured email account is used as a group account, such a common support or information email address.

Active Roles supports granting Send as and Full access permissions to the specified users and guest users. For more information on shared mailboxes and these permissions, see Shared mailboxes in Exchange Online in the Microsoft Exchange documentation.

To configure the email delegation settings of an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online settings, click Exchange Online Properties.

  4. To open the delegation settings, click the Delegation tab.

    Figure 152: Exchange Online Properties > Delegation — Accessing the email account delegation settings of an Exchange Online mailbox

  5. To delegate Send as permission to a user (or users), click Add... under the Send As list.

  6. Select the user(s) you want to grant Send as rights for the email address, then click OK.

  7. To delegate Full Access permission to a user (or users) click Add... under the Full Access list.

  8. Select the user(s) you wish to grant Full access rights for the email address, then click OK.

  9. To remove a delegated user either from the Send As or Full Access list, click Remove and select the user(s) you want to revoke the permission from.

  10. To apply your changes, click Save, then Close.

Configuring the general email address settings of an Exchange Online mailbox

You can add, edit or remove email addresses to or from an Exchange Online mailbox in the Exchange Online Properties > General tab of the Active Roles Web Interface. Adding, editing, or removing email addresses is typically required in case of organizational changes (for example, the mailbox user is assigned to a new project, or the contract of a guest user ends within the organization).

To add a new email address to an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online settings, click Exchange Online Properties.

  4. To open the email address settings, click the General tab.

    Figure 153: Exchange Online Properties > General — Accessing the email account settings of an Exchange Online mailbox

  5. Click Add.... The E-mail Address dialog then opens.

  6. From the E-mail address type list, select the email account type applicable to your organization.

  7. In the E-mail address text box, specify the address of the new account.

  8. To apply your changes and create the new email account, click OK.

  9. To close the Exchange Online Properties window, click Close.

To edit an existing email address of an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online settings, click Exchange Online Properties.

  4. To open the email address settings, click the General tab.

  5. To open the settings of an email address, select the email address, then click Edit....

  6. In the E-mail address text box, modify the current email address.

    NOTE: You cannot modify the E-mail address type of an existing email account. You can only change the name of the existing address.

  7. To apply your changes, click OK.

  8. To close the Exchange Online Properties window, click Close.

To remove an existing email address of a Microsoft Exchange mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online settings, click Exchange Online Properties.

  4. To open the email address settings, click the General tab.

  5. In the E-mail addresses list, select the address you want to remove.

  6. Click Remove and confirm the deletion of the email address.

  7. To close the Exchange Online Properties window, click Close.

Configuring the mailbox features of an Exchange Online mailbox

You can enable or disable various Exchange Online mailbox features for an Exchange Online mailbox (such as Outlook Mobile Access or support for messaging protocols like IMAP4 or POP3) in the Exchange Online Properties > Mailbox Features tab of the Active Roles Web Interface. This is typically required if the organization supports specific applications and protocols for its Exchange mailboxes.

To enable or disable Exchange Online mailbox features for an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online settings, click Exchange Online Properties.

  4. To open the mailbox feature settings, click the Mailbox Features tab.

    Figure 154: Exchange Online Properties > Mailbox Features — Configuring mailbox features for an Exchange Online mailbox

  5. Select the Exchange Online mailbox feature that you want to enable or disable:

    • Outlook Mobile Access: Enables or disables the Outlook Mobile Access (OMA) mobile browsing service for the mailbox. Enabling this settings allows the mailbox user use OMA on their mobile device to access their account.

    • Exchange ActiveSync: Enables or disables the Exchange ActiveSync synchronization protocol for the mailbox. Enabling this setting allows the mailbox user synchronize their configured mobile device with their mailbox.

    • Up-to-Date Notifications: Enables or disables the Up-to-date (UTD) feature notifications for the mailbox.

    • Outlook Web App: Enables or disables access to the browser-based Outlook Web App for the mailbox user.

    • MAPI, IMAP4, POP3: Enables or disables support for the MAPI, IMAP4 or POP3 protocols for the mailbox user. If MAPI is enabled, the mailbox user can access their mailbox through the Outlook desktop app (or other MAPI clients). If IMAP4 or POP3 is enabled, they are also able to access their mailbox with any IMAP4 or POP3 email client.

    • Archive: Enables or disables the archive mailbox feature for the mailbox.

  6. Click Enable to enable the selected mailbox feature, or Disable to disable it.

  7. Once you are done with the configuration, click Close.

  8. To close the Exchange Online Properties window, click Close.

Configuring the mailbox settings of an Exchange Online mailbox

You can configure settings related to Messaging Records Management (MRM) for an Exchange Online mailbox in the Exchange Online Properties > Mailbox Settings tab of the Active Roles Web Interface. MRM settings are typically configured to meet mailbox archiving policies in effect within the organization.

For more information about MRM in Exchange Online, see Messaging records management in the Microsoft Exchange Online documentation.

To configure Messaging Records Management settings for an Exchange Online mailbox

  1. On the Active Roles Web Interface, navigate to Directory Management > Tree View > Azure > <azure-tenant> > Azure Users (or Azure Guest Users).

  2. From the list in the middle pane, select the Azure user or Azure guest user that you want to update.

  3. To open the Exchange Online settings, click Exchange Online Properties.

  4. To open the MRM settings, click the Mailbox Settings tab.

    Figure 155: Exchange Online Properties > Mailbox Settings — Accessing the MRM settings of an Exchange Online mailbox

  5. Under Mailbox Settings, make sure that Messaging Records Management is selected, then click Properties. The Messaging Records Management dialog opens.

  6. To enable placing the entire contents of the user mailbox on hold, enable the Enable litigation hold check box. For more information on the Litigation Hold feature of Exchange Online, see the In-Place Hold and Litigation Hold page of the official Microsoft documentation.

  7. (Optional) If your organization has an internal resource on the litigation hold practices, specify its URL in the Messaging records management description URL text box.

  8. (Optional) If you want to display a customized message in Outlook for the mailbox user on the litigation hold, write the message in the Comments text box.

  9. Click Save to apply your changes and close the Messaging Records Management dialog.

  10. To close the Exchange Online Properties window, click Close.

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