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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

Step 1: Creating and configuring the Policy Object

Step 1: Creating and configuring the Policy Object

You can create and configure the Policy Object you need by using the New Deprovisioning Policy Object wizard. For information about the wizard, see Creating a Policy Object in the Policy Object management tasks section earlier in this chapter.

To configure the policy, click Group Membership Removal on the Select Policy Type page of the wizard. Then, click Next and follow these steps:

  1. On the Removal from Security Groups page:
    1. Click Remove from all security groups, with optional exceptions.
    2. Verify that the Keep the user account in these security groups check box is cleared.
    3. Click Next.
  2. On the Removal from Mail-enabled Groups page:
    1. Click Remove from all mail-enabled groups, with optional exceptions.
    2. Verify that the Keep the user account in these mail-enabled groups check box is cleared.
    3. Click Next.
  3. Click Next and follow the instructions in the wizard to create the Policy Object.

Step 2: Applying the Policy Object

Step 2: Applying the Policy Object

You can apply the Policy Object by using the Enforce Policy page in the New Provisioning Policy Object wizard, or you can complete the wizard and then use the Enforce Policy command on the domain, OU, or Managed Unit where you want to apply the policy.

For more information on how to apply a Policy Object, see Applying Policy Objects and Managing policy scope earlier in this chapter.

Exchange Mailbox Deprovisioning

Policies of this category are intended to automate the following tasks on deprovisioning Microsoft Exchange resources for deprovisioned users:

  • Hide deprovisioned users from address lists.
  • Prevent non-delivery reports from being sent.
  • Grant designated persons full access to deprovisioned mailboxes.
  • Redirect e-mail addressed to deprovisioned users.
  • Force the mailbox of the deprovisioned user to send automatic replies (requires Exchange 2013 or later).

When configuring a policy of this category, you specify how you want Active Roles to modify the user’s account and mailbox upon a request to deprovision a user. The purpose is to reduce the volume of e-mail sent to the mailbox of the deprovisioned user, and to authorize designated persons to monitor such e-mail.

How this policy works

When processing a request to deprovision a user, Active Roles uses this policy to determine the Exchange mailbox deprovisioning options, and then updates the user’s account and mailbox accordingly.

The available mailbox-deprovisioning options are summarized in the following table. For each option, the table outlines the policy effect on a user’s mailbox.

Table 25: Policy effect on a user’s mailbox

Option

Policy effect

Hide the mailbox from the Global Address List (GAL)

Prevents the deprovisioned user from appearing in your Exchange organization’s address lists. If you select this option, the deprovisioned user is hidden from all address lists.

This option renders the mailbox inaccessible. You cannot log on to Exchange Server as the mailbox user or otherwise access the hidden mailbox.

Prevent non-delivery reports (NDR) from being sent

Prevents non-delivery reports from being generated when e-mails are sent to the deprovisioned mailbox. (Non-delivery report is a notice that a message was not delivered to the recipient.)

Grant the user’s manager full access to the mailbox

Provides the person designated as the deprovisioned user’s manager with full access to the mailbox of that user. The manager is determined based on the Manager attribute of the deprovisioned user account in Active Directory.

Grant the selected users or groups full access to the mailbox

Provides the specified users or groups with full access to the deprovisioned user’s mailbox.

Disallow forwarding messages to alternate recipients

E-mail addressed to the deprovisioned user is not forwarded to an alternate recipient.

Forward all incoming messages to the user’s manager

E-mail addressed to the deprovisioned user is forwarded to the user’s manager. The manager is determined based on the Manager attribute of the deprovisioned user account in Active Directory.

Leave copies in the mailbox

E-mail addressed to the deprovisioned user is delivered to both the mailbox of the user’s manager and the mailbox of the deprovisioned user. If you do not select this option, such e-mail is only delivered to the manager’s mailbox.

Don’t change the mailbox autoreply settings

Active Roles makes no changes to the Automatic Replies configuration of the mailbox. Thus, if the mailbox is configured to send automatic replies, deprovisioning the mailbox user does not cause the mailbox to stop sending automatic replies.

Automatically reply with the following messages (once for each sender)

Active Roles configures the mailbox to send the Automatic Replies messages specified by the policy. This option provides for the following policy settings:

  • The Automatic Replies message that is sent to senders within the organization.
  • Whether to send an Automatic Replies message to senders outside of the organization (external senders).
  • Whether to send an Automatic Replies message to all external senders or only to the user’s contacts.
  • The Automatic Replies message that is sent to external senders.
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