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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

Provisioning Policy Objects

To configure provisioning policies for user name and email generation, group memberships, property generation or script running, use the policies available via the Provisioning Policy Objects.

NOTE: Policy Object settings specific to Azure cloud-only objects (such as cloud-only Azure users, guest users, or contacts) are available only if your Active Roles deployment is licensed for managing cloud-only Azure objects. Contact One Identity support for more information.

Also, Policy Objects specific to Azure cloud-only objects will work correctly only if an Azure tenant is already configured in the AD of the organization, and Active Roles is already set as a consented Azure application for that Azure tenant. For more information on these settings, see Configuring a new Azure tenant and consenting Active Roles as an Azure application.

Table 13: Provisioning Policy Objects

Policy

Description

User Logon Name Generation

Generates a user login name (pre-Windows 2000) for a newly-created user account. Use this policy to:

  • Add a uniqueness number to the generated logon name.
  • Apply multiple rules to generate a logon name.
  • Allow a logon name to be specified manually when creating a new user.

TIP: Combine these options to ensure the uniqueness of the user logon name (pre-Windows 2000), which is a schema requirement in Active Directory (AD).

For more information on how to set up this policy, see Steps for configuring a User Logon Name Generation policy

Email Alias Generation

Sets up the appropriate email aliases for newly-created user accounts. Use this policy to generate aliases based on:

  • Pre-selected user properties, such as the first and last names.
  • A custom selection of properties, not limited to user properties.

TIP: Use this policy to make each alias unique by adding a uniqueness number to the alias.

For more information on how to set up this policy, see Steps for configuring an E-mail Alias Generation policy

Exchange Mailbox AutoProvisioning

Creates user mailboxes in the appropriate mailbox stores or databases. Use this policy to:

  • Specify the mailbox stores or databases in which mailboxes can be created.
  • Apply a rule to distribute mailboxes among multiple stores or databases.

TIP: Configure this policy to distribute mailboxes either with the round-robin method, or by selecting a store or database with the least number of mailboxes.

For more information on how to set up this policy, see Steps for configuring an E-mail Alias Generation policy

Group Membership AutoProvisioning

Ensures that directory objects (such as users) are assigned to (or unassigned from) the appropriate group(s) if the specified policy criteria are met.

TIP: Use this policy to have Active Roles automatically add or remove objects (such as users or guest users) to or from certain groups if the configured group membership rules are met.

NOTE: Consider the following when configuring a Group Membership AutoProvisioning Policy:

  • In case of cloud-only Azure objects, you can use the Group Membership Autoprovisioning policy to automatically assign (or unassign) Azure users and Azure guest users to (or from) the specified O365 group(s) in the same Azure tenant.

  • Active Roles does not automatically check for changes in directory objects, containers or groups specified for provisioning in the configured Policy Objects. This means that if any changes are made in any directory resources in use in a policy, you must update the impacted policies manually. For example, if a directory group used by a Group Membership AutoProvisioning Policy Group is deleted, the Policy Group must be updated manually to reflect the changes.

For more information on how to set up this policy, see Steps for configuring a Group Membership AutoProvisioning policy.

Home Folder AutoProvisioning

Performs provisioning actions to assign home folders and home shares to user accounts. Use this policy to:

  • Create home folders for newly-created user accounts.
  • Rename home folders upon renaming user accounts.

TIP: Use this policy to specify the server on which to create home folders and shares, determine their naming conventions, and configure their access rights as well.

For more information on how to set up this policy, see Steps for configuring a Home Folder AutoProvisioning policy

Property Generation and Validation

Generates and validates directory data, such as user properties. Use this policy to:

  • Populate a directory with the default data that the organization requires.
  • Validate the existing data upon checking directory updates.

TIP: Consider the following when planning to configure a Property Generation and Validation policy:

  • To help you get started with configuring policy-based administration in your organization, Active Roles includes a set of built-in Policy Objects that offer provisioning and deprovisioning rules to the most typical administrative use cases. To find the built-in Policy Objects, navigate to the following node of the Active Roles MMC console:

    Configuration > Policies > Administration > Builtin

  • If the directory of your organization contains cloud-only Azure objects (Azure users, guest users or contacts), then use the built-in Azure CloudOnly Policy - Default Rules to Generate Properties Policy Object to provision their default properties and accepted values.

For more information on how to set up this policy, see Steps for configuring a Property Generation and Validation policy.

Script Execution

Runs the specified PowerShell (or other custom) script on request to perform certain operations, such as creating a user account or updating its properties. Use this policy to:

  • Trigger additional actions to perform directory object provisioning.
  • Regulate object data format and requirements.
  • Further automate administrative tasks.

When linking a custom script to an administrative operation via a Script Execution policy, the script will receive control in Active Roles either when the operation is requested or when it is completed.

TIP: Consider the following when planning to use custom scripts for your provisioning policies:

  • To help you configure Script Execution policies, Active Roles also ships with several built-in Script Modules that you can use to set up your own Script Execution policies. Find these built-in Script Modules in the following node of the Active Roles MMC console:

    Configuration > Script Modules > Builtin

  • If the directory of your organization contains any cloud-only Azure users, then use the built-in Generate User Password - Azure only script module to set up a password generation policy for cloud-only Azure users that meets the password strength criteria of both your organization and Microsoft Azure Active Directory (AD).

For more information on how to set up a Script Execution policy, see Steps for configuring a Script Execution policy

Office 365 and Azure Tenant Selection

Enables configuring multiple assignments to Azure objects. Use this policy to:

  • Validate the selected Azure tenants for Azure users, guest users, O365 Groups and contacts.
  • Select O365 Licenses for Azure users and guest users.
  • Select O365 Roles for Azure users and guest users.
  • Preprovision OneDrive for Azure users.

For more information on how to set up this policy, see Configuring an O365 and Azure Tenant Selection policy.

AutoProvisioning for SaaS products

Automates user and group provisioning in the selected SaaS products using Starling Connect connectors.

You can specify the Starling Connect connectors to be validated for the users or groups for which the policy is then applied. For more information on how to set up this policy, see Create Provisioning policy for Starling Connect

Deprovisioning Policy Objects

Deprovisioning Policy Objects allows configuration and application of the following policies.

Table 14: Deprovisioning Policy Objects

Policy

Description

User Account Deprovisioning

When deprovisioning a user, this policy modifies the user account so that the user cannot log on. You can configure this policy to:

  • Disable the user account.
  • Set the user’s password to a random value.
  • Set the user’s logon names to random values.
  • Rename the user account.

You can also select account properties and configure this policy to update them when processing a deprovisioning request.

Group Membership Removal

When deprovisioning a user, this policy removes the user account from groups. You can configure this policy to remove the account from security groups, mail-enabled groups, or both. In this policy, both distribution groups and mail-enabled security groups are collectively referred to as mail-enabled groups.

You can also select the groups from which you do not want this policy to remove the user account, or configure the policy not to remove the user account from any security groups or mail-enabled groups.

User Account Relocation

When deprovisioning a user, this policy moves the user account to a different location. You can select the organizational unit to which you want the policy to move the account. You can also configure the policy not to move the user accounts upon user deprovisioning.

Exchange Mailbox Deprovisioning

When deprovisioning a user, this policy makes changes needed to deprovision Microsoft Exchange resources for that user. You can configure this policy to:

  • Hide the mailbox from the global address list (GAL).
  • Prevent non-delivery reports (NDR) from being sent.
  • Grant the user’s manager full access to the user’s mailbox.
  • Grant selected users or groups full access to the user’s mailbox.
  • Disallow forwarding messages to alternate recipients.
  • Forward all incoming messages to the user’s manager.

Home Folder Deprovisioning

When deprovisioning a user, this policy makes changes needed to prevent the user from accessing his or her home folder. You can configure this policy to:

  • Remove the user’s permissions on the home folder.
  • Grant the user’s manager read-only access to the user’s home folder.
  • Grant selected users or groups read-only access to the user’s home folder.
  • Make a selected user or group the owner of the user’s home folder.
  • Delete the home folder when the user account is deleted.

User Account Permanent Deletion

When deprovisioning a user, this policy schedules the user account for deletion. You can specify the number of days (retention period) before the account is deleted. Another option is to delete the deprovisioned user accounts immediately to Active Directory Recycle Bin. It is also possible to configure this policy so that the deprovisioned user accounts are not deleted automatically.

Group Object Deprovisioning

When deprovisioning a group, this policy makes changes to the group object in Active Directory in order to prevent the use of the group. You can configure this policy to:

  • Hide the group from the Global Address List (GAL).
  • Change the group type from Security to Distribution.
  • Rename the group.
  • Remove members from the group.
  • Change or clear any other properties of the group object.

Group Object Relocation

When deprovisioning a group, this policy moves the group object to a different container in Active Directory. You can select the organizational unit to which you want the policy to move the group object.

Group Object Permanent Deletion

When deprovisioning a group, this policy schedules the group object for deletion in Active Directory. You can specify the number of days (retention period) before the group is deleted. Another option is to delete the deprovisioned groups immediately to Active Directory Recycle Bin. It is also possible to configure this policy so that the deprovisioned groups are not deleted automatically.

Notification Distribution

In the course of a deprovisioning operation, this policy sends a notification message to the e-mail recipients you specify. You can customize both the message subject and message body.

Report Distribution

Upon completion of a deprovisioning operation, this policy sends a report to the e-mail recipients you specify. The report includes a list of actions taken during the deprovisioning operation and the details of the deprovisioning activity. You can customize the subject of the e-mail message containing the report.

You can also configure this policy to send the report only if any errors occurred in the course of a deprovisioning operation.

Script Execution

In the course of a deprovisioning operation, this policy runs the script you specify. By using a script, you can implement custom deprovisioning actions.

Office 365 Licenses Retention When deprovisioning an Azure AD user, this policy automates retention of all or selected Office 365 licenses assigned to the Azure AD user after the Azure AD user is deprovisioned successfully.

How Policy Objects work

A Policy Object is a collection of administrative policies that specifies the business rules to be enforced. A Policy Object includes stored policy procedures and specifications of events that activate each procedure.

A Policy Object associates specific events with its policy procedures, which can be built-in procedures or custom scripts. This provides an easy way to define policy constraints, implement sophisticated validation criteria, synchronize different data sources, and perform a number of administrative tasks as a single batch.

Active Roles enforces business rules by linking Policy Objects to:

  • Administrative views (Active Roles Managed Units)
  • Active Directory containers (Organizational Units)
  • Individual (leaf) directory objects, such as user or group objects

By choosing where to link a Policy Object, you determine the policy scope. For example, if you link a Policy Object to a container, all objects in the container and its sub-containers are normally subject to the Policy Object.

You can link different Policy Objects to different containers to establish container-specific policies. You may need to do so if each organizational unit uses a dedicated Exchange server to store mailboxes or file server to store home folders.

You can also link a Policy Object to a leaf object, such as a user object. As an example, consider a policy that prohibits changes to group memberships when copying a certain user object.

Policy Objects define the behavior of the system when directory objects are created, modified, moved, or deleted within the policy scope. Policies are enforced regardless of administrative rights of a user performing a management task. It is important to understand that even those who have administrator rights to Active Roles itself are forced to abide by administrative policies once they are enforced.

Policy Object management tasks

This section guides you through the Active Roles console to manage Policy Objects. The following topics are covered:

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