Use this task to assign the account definition to all internal employees. Employees that are marked as external do not obtain this account definition. Once a new internal employee is created, they automatically obtain this account definition. The assignment is calculated by the DBQueue Processor.
IMPORTANT: Only run this task if you can ensure that all current internal employees in the database and all pending newly added internal employees obtain a user account in this target system.
To assign an account definition to all employees
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In the Manager, select the Google Workspace > Basic configuration data > Account definitions > Account definitions category.
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Select an account definition in the result list.
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Select the Change main data task.
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Select the Disable automatic assignment to employees task.
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Confirm the security prompt with Yes.
- Save the changes.
NOTE: To automatically remove the account definition assignment from all employees, run the Disable automatic assignment to employees task. The account definition cannot be reassigned to employees from this point on. Existing assignments remain intact.
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To assign an account definition directly to employees
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In the Manager, select the Google Workspace > Basic configuration data > Account definitions > Account definitions category.
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Select an account definition in the result list.
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Select the Assign to employees task.
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In the Add assignments pane, add employees.
TIP: In the Remove assignments pane, you can remove assigned employees.
To remove an assignment
- Save the changes.
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NOTE: This function is only available if the System Roles Module is installed.
Account definitions with the Only use in IT Shop option can only be assigned to system roles that also have this option set.
To add account definitions to a system role
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In the Manager, select the Google Workspace > Basic configuration data > Account definitions > Account definitions category.
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Select an account definition in the result list.
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Select the Assign system roles task.
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In the Add assignments pane, assign system roles.
TIP: In the Remove assignments pane, you can remove assigned system roles.
To remove an assignment
- Save the changes.
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An account definition can be requested by shop customers when it is assigned to an IT Shop shelf. To ensure it can be requested, further prerequisites need to be guaranteed.
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The account definition must be labeled with the IT Shop option.
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The account definition must be assigned to a service item.
TIP: In the Web Portal, all products that can be requested are grouped together by service category. To make the account definition easier to find in the Web Portal, assign a service category to the service item.
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If the account definition is only assigned to employees using IT Shop assignments, you must also set the Only for use in IT Shop option. Direct assignment to hierarchical roles may not be possible.
NOTE: IT Shop administrators can assign account definitions to IT Shop shelves if login is role-based. Target system administrators are not authorized to add account definitions in the IT Shop.
To add an account definition to the IT Shop (role-based login)
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In the Manager, select the Entitlements > Account definitions category.
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Select an account definition in the result list.
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Select the Add to IT Shop task.
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In the Add assignments pane, assign the account definitions to the IT Shop shelves.
- Save the changes.
To add an account definition to the IT Shop (non role-based login)
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In the Manager, select the Google Workspace > Basic configuration data > Account definitions > Account definitions category.
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Select an account definition in the result list.
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Select the Add to IT Shop task.
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In the Add assignments pane, assign the account definitions to the IT Shop shelves.
- Save the changes.
To remove an account definition from individual IT Shop shelves (role-based login)
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In the Manager, select the Entitlements > Account definitions category.
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Select an account definition in the result list.
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Select the Add to IT Shop task.
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In the Remove assignments pane, remove the account definitions from the IT Shop shelves.
- Save the changes.
To remove an account definition from individual IT Shop shelves (non role-based login)
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In the Manager, select the Google Workspace > Basic configuration data > Account definitions > Account definitions category.
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Select an account definition in the result list.
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Select the Add to IT Shop task.
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In the Remove assignments pane, remove the account definitions from the IT Shop shelves.
- Save the changes.
To remove an account definition from all IT Shop shelves (role-based login)
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In the Manager, select the Entitlements > Account definitions category.
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Select an account definition in the result list.
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Select the Remove from all shelves (IT Shop) task.
- Confirm the security prompt with Yes.
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Click OK.
The account definition is removed from all shelves by the One Identity Manager Service. At the same time, any requests and assignment requests with this account definition are canceled.
To remove an account definition from all IT Shop shelves (non role-based login)
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In the Manager, select the Google Workspace > Basic configuration data > Account definitions > Account definitions category.
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Select an account definition in the result list.
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Select the Remove from all shelves (IT Shop) task.
- Confirm the security prompt with Yes.
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Click OK.
The account definition is removed from all shelves by the One Identity Manager Service. At the same time, any requests and assignment requests with this account definition are canceled.
For detailed information about requesting company resources through the IT Shop, see the One Identity Manager IT Shop Administration Guide.
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