Administration Manual (v3.0.04)

Transcript

Administration & Operations Manual v3.0.04 FirM Administration Manual v3.0 PA G E 2 O F 145 © 2009 HADSL Table of Contents Introduction ..................................................................................................7 The Chairmanʼs Introduction .................................................................................................................7 What is FirM? ........................................................................................................................................7 How does it work? ................................................................................................................................7 What does FirM do? .............................................................................................................................7 How does FirM handle large groups? ...................................................................................................8 What are profiles? How are they used? ...............................................................................................8 Does FirM work with Domino 5, 6, 7, 8 and 8.5? ..................................................................................9 Feature List v3.0 ...................................................................................................................................9 What does FirM consist of? ................................................................................................................12 Target Audience ..................................................................................................................................12 How FirM Works .................................................................................................................................12 Installing FirM .............................................................................................13 Introduction .........................................................................................................................................13 Who should install FirM? ....................................................................................................................13 How this product is delivered ..............................................................................................................13 Installation & Configuration of FirM .....................................................................................................13 Quick Installation Process ...................................................................................................................13 Stage 1: Encryption key creation ........................................................................................................14 Stage 2: Initial install of FirM ...............................................................................................................15 Stage 3: Basic FirM Configuration. .....................................................................................................18 Stage 4: FirM System Profiles Set Up ................................................................................................19 Stage 5: FirM User Profiles Set Up .....................................................................................................21 Stage 6: FirM Group Profiles Set Up ..................................................................................................22 Importing Certifiers & Passwords ........................................................................................................24 System Configuration ................................................................................25 Target Audience ..................................................................................................................................25 Introduction .........................................................................................................................................25 System Configuration – Databases ....................................................................................................25 System Configuration - Servers ..........................................................................................................26 System Configuration - Directories .....................................................................................................27 System Configuration – Admin Settings ..............................................................................................27 System Configuration – Billing ............................................................................................................30 System Configuration – Name Validation ...........................................................................................31 System Configuration – Workflow .......................................................................................................32 System Configuration – Archiving & Expiry .........................................................................................33 System Configuration – Active Directory (AD) ....................................................................................34 System Configuration – BlackBerry ....................................................................................................35 System Configuration – License .........................................................................................................35 Administration Tools ...................................................................................36 Config Tab ...........................................................................................................................................36 Profiles Tab .........................................................................................................................................36 Monitoring Tab ....................................................................................................................................36 Import Tab ...........................................................................................................................................37 'Group Restore' Tab ............................................................................................................................37 BlackBerry Management Tab ..............................................................................................................37 System Views Tab ...............................................................................................................................38 Configuring System Profiles ......................................................................39 Common System Profile Tab – “Fields” ...............................................................................................39 ID Profiles ............................................................................................................................................39 Country Profiles ...................................................................................................................................41 Certifier Profiles ...................................................................................................................................41 Location Profiles .................................................................................................................................41 Business Group Profiles ......................................................................................................................42 Company Profiles ................................................................................................................................42 Internet Address Profiles .....................................................................................................................42 Group Profiles .....................................................................................................................................42 Automatic Recertification Profiles .......................................................................................................43 Configuring Notification Profiles ..........................................................................................................44 Configuring Agent Trigger Profiles ......................................................................................................44 Creating a new Request ............................................................................46 Creating a single request ....................................................................................................................46 Creating Bulk requests ........................................................................................................................46 Importing Transactions using CSV .....................................................................................................46 FirM Domino User Transactions ................................................................48 Common Tab - Authorisation ...............................................................................................................48 Name Construction and Token Replacement ......................................................................................49 User Create .........................................................................................................................................50 User Cross-Certify ...............................................................................................................................57 User Modify .........................................................................................................................................58 User Disable .......................................................................................................................................58 User Enable ........................................................................................................................................60 User Delete .........................................................................................................................................61 User HTTP password reset .................................................................................................................65 User Mail file Grant Access .................................................................................................................66 User Move Domain .............................................................................................................................68 User Move in Hierarchy .......................................................................................................................69 User Move Location ............................................................................................................................71 User Move Server ...............................................................................................................................72 User Password Digest Enable ............................................................................................................74 User Password Digest Disable ...........................................................................................................75 User Password Digest Reset ..............................................................................................................75 User Recertify .....................................................................................................................................76 User Rename Common Name ...........................................................................................................77 User Resend User ID and Password ..................................................................................................79 User Roaming Enable .........................................................................................................................80 User Roaming Disable ........................................................................................................................82 FirM Group Transactions ...........................................................................83 Group Create ......................................................................................................................................83 Group Modify ......................................................................................................................................85 Group Manage Members ....................................................................................................................86 Group Delete ......................................................................................................................................87 FirM Application Transactions ....................................................................89 Application Create ...............................................................................................................................89 Application Modify ...............................................................................................................................90 Application Delete ...............................................................................................................................91 Active Directory Overview .........................................................................93 Architecture .........................................................................................................................................93 Installing & Configuring Active Directory ....................................................94 Activating and Configuring Active Directory ........................................................................................94 Installing the FirM AD Component ......................................................................................................95 Heartbeat Task ..................................................................................................................................101 Share Names ....................................................................................................................................101 The FirMAD LSX DLL .......................................................................................................................102 FirM AD Synchronisation .........................................................................103 Architecture and Workflow ................................................................................................................103 Configuration ....................................................................................................................................104 Active Directory Transactions ..................................................................106 AD User Create ................................................................................................................................106 AD User Disable ...............................................................................................................................109 AD User Enable ................................................................................................................................110 AD User Password Reset .................................................................................................................111 AD User Modify .................................................................................................................................111 AD Group Create ..............................................................................................................................112 AD Group Delete ..............................................................................................................................113 AD Group Modify ..............................................................................................................................114 BlackBerry Overview ...............................................................................116 Architecture. ......................................................................................................................................116 Installing the BlackBerry interface ....................................................................................................116 BlackBerry Transactions ..........................................................................118 Authorisation .....................................................................................................................................118 BlackBerry Provision ........................................................................................................................118 BlackBerry Enable ............................................................................................................................119 BlackBerry Disable ...........................................................................................................................119 BlackBerry Reset Password .............................................................................................................120 BlackBerry Delete .............................................................................................................................120 The FirM Application Monitor ...................................................................122 The Application Monitor Database ....................................................................................................122 The Application Usage Database .....................................................................................................124 FirM Group Monitoring .............................................................................125 Group Monitoring Explained .............................................................................................................125 Group Monitoring Components .........................................................................................................125 Setting up Group Monitoring .............................................................................................................125 Selecting the Groups to Monitor ........................................................................................................126 Limitations of Group Monitoring ........................................................................................................126 ID Backup, Refresh and Escrow .............................................................127 ID Backup .........................................................................................................................................127 ID Escrow ..........................................................................................................................................129 The ID Refresh Process ...................................................................................................................130 User MailFile Quota Management ...........................................................131 Non-Person Document Update Mode ...............................................................................................131 Person-Document Update Mode. .....................................................................................................131 The Automatic User Recertification Engine .............................................132 The Expiry Engine ...................................................................................133 The User Expiry Engine ....................................................................................................................133 The Group Expiry Engine .................................................................................................................133 Troubleshooting & Support ......................................................................134 The Log Database ............................................................................................................................134 Mailing Log Documents to Support ..................................................................................................134 Document types within the Log Database ........................................................................................134 Raising a support call ........................................................................................................................134 Known Issues ....................................................................................................................................135 FirM Databases .......................................................................................136 Request Processor ...........................................................................................................................136 Log Database ...................................................................................................................................136 Extended AdminP processor .............................................................................................................136 Group Registry ..................................................................................................................................136 Monitored Group Shadow Repository ...............................................................................................137 Certifier Repository ...........................................................................................................................137 Password Repository ........................................................................................................................137 ID Repository ....................................................................................................................................137 ESCROW Database .........................................................................................................................138 Audit Repository ................................................................................................................................138 Archive Repository ............................................................................................................................138 Billing Database ................................................................................................................................138 Deleted Records Database ..............................................................................................................138 Application Monitor ...........................................................................................................................138 Application Usage Log ......................................................................................................................138 The AdminP Push around Agent ..............................................................139 Overview ...........................................................................................................................................139 Configuration of AdminP Push around Agent ...................................................................................139 Interfacing with FirM ................................................................................141 Triggering your agents from a FirM process .....................................................................................141 Using the CSV interface programmatically .......................................................................................141 Create FirM requests from your own programs. ...............................................................................143 Creating Transactions Using Web Services ......................................................................................144 1 INTRODUCTION PA G E 7 O F 145 1. Introduction 1.1. The Chairmanʼs Introduction Congratulations on choosing and using FirM - the premier solution for optimising the management of your Domino infrastructure. Over the R5 to nd8.5 releases of Domino the Lotus arm of IBM has worked hard to increase the value that can be derived from your Domino infrastructure. We at HADSL are committed to ensuring that you can unlock this value without the penalty of increased administration costs, in fact, with FirM you can match the value gains from your Domino infrastructure with equal gains in value in your Domino administration. Our designers and architects not only track technical changes in Domino but also follow best practice usage patterns in IT management in general and Domino Administration in particular; to bring you a truly effective solution for controlling and reducing your administration and management costs. With HADSL solutions you will not only keep pace with the market, but move ahead of the market in best practice administration and management. At HADSL we value each and every one of our customers, to make sure that you get the best from FirM and HADSL, make sure that you give us any feedback, both good and bad on the use of any of our products or services. We particularly urge you to let us know how you would like to see our products develop. Keeping us in touch with your problems helps us to make sure that our solutions make your life easier. Ian Tree, Chairman, HADSL 1.2. What is FirM? FirM is an Identity Management suite for Lotus Notes/Domino designed to automate group and user management. It enables the delegation of most user and group-related administrative functions to non-IT personnel thereby providing considerable cost savings without any loss of security and with increased service levels. 1.3. How does it work? FirM presents permitted end-users (Requesters) with simple Domino-based forms to fill in. Optionally, other users (Authorisers) authorise and accept these change requests. The request is then passed to a back-end processor, which:  validates that the request is allowed  validates the request security  performs checks to ensure that the request will not cause problems  performs the request  informs the Requesters and Authorisers of the change 1.3.1. How does this help me cut costs? FirM reduces Total Cost of Ownership (TCO) by reducing the administrative burden and overhead costs. It moves Domino systems closer to a ʻno touchʼ user administration model by moving the user administration and group administration functions out of the expensive corporate IT departments and into the business units themselves. FirM significantly decreases the amount of time it takes to set up a Domino user. FirM is automated and always available so remote users in another time zone don't have to wait a business day for new users to be created. FirM increases security by removing all certifiers and certifier passwords from the majority of Domino administrators. The quality of users created by FirM is guaranteed. There are no broken mail files, no incorrect templates, and all required information is guaranteed to be complete and correct. FirMʼs ʻprofilesʼ ensure that naming standards and database placement rules are enforced resulting in a known and coherent infrastructure. 1.4. What does FirM do? FirM allows non-technical users (“Requesters”) a simple end-user interface to perform complex user, group, application, active directory and Blackberry based transactions. FirM Administration Manual v3.0 © 2009 HADSL 1 INTRODUCTION 1.4.1. PA G E 8 O F 145 Why is FirM the best Domino User and Group Management tool?  FirM is very easy to install and implement and does not require expensive code-changes to reflect your business model.  FirM is very easy for the end-user to use.  FirMʼs operations are based on ʻprofilesʼ held within FirM. Profiles pre-define all the technical infrastructure-based settings of a particular type of request. This means that a business user making a request, say, to create a new user, only needs to supply information relevant to their business needs. In the case of creating a new user all that is required is the userʼs name.  FirMʼs ʻdynamic fieldsʼ enable the FirM Administrator to specify in a profile that, when a request is made, information specific to the request is provided by the Requester. For example, the Requester may be presented with a question such as ʻWhat is the personʼs new office telephone number?ʼ. The supplied information, in this case the telephone number, is then written to the personʼs document in the appropriate field.  FirM is based on LotusScript, which means that dedicated add-in tasks do not need to be run on the server. Add-in tasks are a frequent cause of instability. FirM can run on multiple servers with failover capability, giving reliable 24x7 operations.   At particular stages in a request, FirM can run Domino agents in designated databases. For example, when a ʻUser Createʼ request succeeds, FirM can run an agent in a designated database and pass it all the information from the request document.  FirM may be integrated into other applications using object-oriented LotusScript classes. This enables group-management functionality to be simply added to an in-house application, say a webuser management application for the intranet, by writing less than 20 lines of LotusScript code.  FirM supports a Domino multi-domain environment. 1.4.2. How does FirM take advantage of load-balancing and server clusters? FirM fully exploits Domino load-balancing and server clusters. The following happens when a user is created:  The new name is checked for duplicates in all Domino directories. If the name already exists then numbers are optionally added to ensure uniqueness  the name elements are optionally checked against an external database, such as a global short name directory  the user is added to relevant groups based on information in the profile  profile-based information is used to query the directory in order to determine the least-loaded server  The user's mail file is created using a profile-specified template name and user access level. If that server is part of a cluster and the configuration variable ʻAdd mail file to all clustersʼ is set in the System Configuration, then replica mail files are created on all cluster mates 1.5. How does FirM handle large groups? FirMʼs group management capability easily accommodates large groups. Domino limits group size to less than 16K of information so when a group approaches this size, FirM automatically ʻspawnsʼ subgroups. For example, when a group called ʻMail Usersʼ gets close to a pre-defined limit, FirM will move the existing members to a new group called ʻMail Users_01ʼ, and add ʻMail Users_01ʼ as a member to ʻMail Usersʼ. FirM does not limit the number of spawned subgroups. 1.6. What are profiles? How are they used? Profiles are templates for FirM requests. A profile is created for a specific request, say, creating a new user in the marketing department. Then, when a specific user is to be created, the request is made using that profile. The profile contains all the technical infrastructure-related information and the Requester simply provides the business-specific information needed to complete the request, in this case, the userʼs name and perhaps other user-related information like their phone number. A profile is a collection of rule information that defines:  The name of the profile as seen by the Requester. This will be a meaningful name in the business context such as ʻNew marketing user in Londonʼ instead of ʻAppSev01Mar/Lon/Business/IBMʼ  Who is authorised to use this profile to make requests  Who needs to authorise requests made with this profile FirM Administration Manual v3.0 © 2009 HADSL 1 INTRODUCTION PA G E 9 O F 145  Static fields, i.e. the pre-defined content of specific fields on the person document which this profile creates or modifies.  Dynamic fields, i.e. the content of fields on the person or group document being created or modified, which is provided by the Requester at the time a request is made  The groups to which a newly created person should be added. For the ʻUser Createʼ profile, a number of sub-profiles can be specified:  The ʻID Typeʼ sub-profile. The ID Type sub-profile defines different types of IDs. For example, the ID Types ʻPermanent Staffʼ and ʻTemporary Staffʼ would have different certificate expiration periods, ID file encryption strengths and so on  the Certifier sub-profile specifies the certification hierarchy for a user  The Location sub-profile specifies which server(s) a new user should be created on. If more than one server is specified then the server with the fewest users will be used. If the selected server is a member of a cluster then replicas of the user mail file will be created on all cluster mates, if so specified in the configuration profile.  the Country sub-profile allows different groups, static fields and dynamic fields to be used based on country  the Company sub-profile allows different groups, static fields and dynamic fields to be used based on company  The Business Group sub-profile allows FirM administrators to define different business rules for different business groups, and to enforce control whilst retain complete flexibility. 1.7. Does FirM work with Domino 5, 6, 7, 8 and 8.5? Currently, the infrastructure in which FirM operates has to be Domino 5.0.8 or better, and the Requesters must be using Notes 5.0.8 or better. It has been tested on a cross-platform, cross-domain infrastructure that includes Domino 5.0.11 and Domino 6.0, 6.5, 7.0. 8.0.x and 8.5 servers, without difficulty. 1.7.1. Upgrading to R6, R7, R8, or R8.5 will reduce administration effort in any case ? Case studies and reports have shown that Domino sites upgrading to newer versions of Lotus Domino can show significant TCO decreases. These sites report that many facilities within the new administration client substantially increase the productivity of their support staff. Many sites will have reduced TCO because they are able to take advantage of the infrastructure consolidation that is possible with later releases. Admin client utilities for registering users, and many enhanced AdminP functions too will reduce TCO. However, this does not solve the problem addressed by FirM - a skilled and trained administrator is still needed to be able to use the Notes administration client. The Notes administration client is a complex, sophisticated and highly technical tool. Not the sort of software that a business user would want to have to use and who, because the tool is inappropriate, would make many errors resulting in replication conflicts and duplicated groups. FirM provides a ʻzero technical knowledgeʼ interface to Domino administration, and does so in a safe and secure way. FirM may be easily operated by non-technical business staff that do not need any knowledge or skills in Domino group and user administration. FirM, in fact, extends in many ways the capabilities of the administration client. Groups are only ever edited centrally so replication conflicts should not occur. Also group membership rules are enforced as are naming conventions. Additionally, a full audit trail and request history is maintained for actions carried out against the address book. FirM complements and significantly enhances the core administration functionality of R6 enabling significant further reductions in TCO whilst simultaneously delivering an increase in system control. 1.8. Feature List v3.0 FirM is a comprehensive Federated Identity and Resource manager for Lotus Domino. FirM allows you to create profile information on all user and group operations and allow delegation to nontechnical users, in a completely automated, secure and audited manner, thus reducing administrator burden and increasing service level At v3.0 release, it performs the following operations: FirM Administration Manual v3.0 © 2009 HADSL 1 INTRODUCTION 1.8.1.  PA G E 10 O F 145 User Operations User Create. Full Lotus domino user creation with  Load balancing - given a selection of Lotus Domino serves, FirM will choose the one with least users.  Cluster mail file creation on one or more server cluster mates.  ID and Password secure storage & distribution to mandatory or optional recipients.  Adding the new user to specified groups.  Setting specified person document fields.  Enable ND6 style Roaming User.  Create Password Digest.  And sending a customised Welcome Message to the user.  User Delete. A multi-ability deletion process, including full retention of person document, group membership, optional archiving of mail file to archive server, optional "data owner" workflow cycle, allowing another user to view the mail file for a limited period of time  User Modify. Allow modification of specific fields on a users' person document for directory maintenance.  User Http Password Reset. Allow a non-administrator to set a new internet password for a user  User Resend User ID and Password. Allow the sending of the latest user ID and password from the secure repositories.  User Disable. The addition of a user to a terminations group, preventing user access to your Lotus Domino environment.  User Enable. The removal of a user from a terminations group, allowing user access to your Lotus Domino environment  User Move in Hierarchy. Recertify a user to a new Lotus Notes certificate hierarchy, with no administrator intervention whatsoever.  User Rename common Name. Rename a users' common name.  User Recertify. Recertify a user with his existing certificate to extend access to your Lotus Domino environment.  User Move Server. Move a user (and their mail files) to a new Lotus Domino server automatically.  User Move Location. Move a user (and their mail file) from one location to another, optionally removing the user from location specific groups and adding the user to new location specific groups. Also recertify the user to a new hierarchy if required.  User Grant Mail File Access. Grant temporary mail file access to a users mail file to another person.  User Password Digest Enable. Enable user password periodic changes for a user  User Password Digest Disable. Disable user password periodic changes for a user  User Password Digest Reset. Allow access to a user if they have exceeded their password change time period.  User Roaming Enable. Set the user to a "Roaming" style ND6 user. .  User Roaming Disable. Stop the user being a "Roaming" style ND6 user. .  User MailFile Quota. Set a users Mail File Quota. 1.8.2. Group Operations  Group Create. Create a new Lotus Domino group with full authentication and delegation rights.  Group Modify. Modify a groupʼs attributes.  Group Manage Members. Add and remove users from groups  Group Delete. Remove a group from the Lotus Domino Directory FirM Administration Manual v3.0 © 2009 HADSL 1 INTRODUCTION 1.8.3. PA G E 11 O F 145 Application Operations  Mail in Database Create. Create a new application and all relevant replicas from a list of allowed templates. Populate the applications ACLʼs and grant modification access to the application owner. Set the application quota and warning thresholds. Create a directory mail-in database entry in the Domino directory.  Mail in Database Manage. Modify a mail in database.  Mail in Database Delete. Remove a mail in database and all replicas, the groups associated with this mail-in database, and the directory mail-in document itself.  Scanning all applications and providing user usage and ACL change log information across all databases in your environment. 1.8.4. Active Directory Operations  User Create. Create a new user in Active Directory, checking for uniqueness, in a specified container. Create the users home drive and assign sharing rights. Update any Active Directory attribute associated with this person, and optionally add him to AD groups.  User Disable. Prevent a user logging into Active Directory  User Enable: Allow a user to log into Active Directory  User Modify. Change an attribute on the users' Active Directory record  User Password Reset: Set a users Active Directory password.  Group Create: Create an Active Directory group  Group Manage Members: Add or remove users from Active Directory groups 1.8.5. Blackberry Support As of version 3.0, FirM supports the following Blackberry handset operations:  Provision Handset  Enable Handset for user  Disable Handset   Reset password handset Delete Handset  Kill Handset 1.8.6. Automated Tasks  Automatic User Recertification: Users can be automatically recertified should they match an administrator-defined profile  User Expiration. You can specify when a User should be expired from the system. A pre-set number of days beforehand, an automated message will be sent to the person's manager asking them to confirm or reject deletion of this user. Should the manager do nothing or confirm deletion, the user is deleted on that specified date.  Group Expiration. You can specify when a Group should be expired from the system. A pre-set number of days beforehand, an automated message will be sent to the group's owner asking them to confirm or reject deletion of this user. Should the manager do nothing or confirm deletion, the Group is deleted on that specified date.  AdminP Push around. FirM supports multi-domain environments, and allows the administrator to specify which AdminP transactions should be copied between the various domain admin4.nsf databases. 1.8.7. Security Features The ID Repository, Password Repository and Certifier Repository are all encrypted databases with each database using a different encryption key. The system maintains a complete audit history of every processed transaction. FirM Administration Manual v3.0 © 2009 HADSL 1 INTRODUCTION PA G E 12 O F 145 1.9. What does FirM consist of? FirM consists of 15 or so Lotus Notes databases (depending on installation type), of which four need to be replicated around your environment. See the section titled “FirM Databases” on page 152 for more information. 1.10. Target Audience This document is targeted at the FirM Administrators, likely to be Notes Super-Administrators who will configure, monitor and maintain FirM. It is assumed that these people are:  Notes Administrators with Notes Administration access to their Domino environments  Skilled Notes Administrators with at least three years experience of Domino Administration, PCLP accreditation for Release 5 onwards or both. 1.11. How FirM Works 1.11.1. Introduction The Federated Identity and Resource Manager is a Delegated Proxy Administration system for Lotus Domino. This means that:    Administrators can delegate common user, group and application tasks to non-technical personnel. These personnel can request that tasks be performed FirM automatically validates and checks that the tasks are correct, and if so, carries these tasks out automatically. Typically, tasks will be completed within 10 minutes of request (depending on authorisation stage and replication topology). 1.11.2. Architecture Architecturally, FirM is a number of Lotus Domino databases. The entire set of these databases reside on the FirM processing server (or servers, should you choose to have a backup FirM processing server). A subset of these databases can be replicated throughout the Domino environment to allow requesters (people who request FirM tasks) to interact with FirM. The processing server need only be a supported version of Lotus Domino server, running on a supported server platform. Typically, this server will also be the Administration server for that environment. FirM can manage single or multiple Lotus Domino domains. 1.11.3. Workflow Within FirM, there is a two-stage workflow process. The person creating the request (The “Requester”) may also be allowed to “Authorise” the request. In this case, the request is processed immediately. Should the Requester not be permitted to authorise this request, then details are mailed to personnel allowed to authorise this request. One of these group of people can then Authorise or reject this request. 1.11.4. Client Experience The requester interacts with FirM via a Lotus Notes client. They can only see options that have been made available to them, and every item of information is validated before proceeding. Web clients are now supported. We require that the Lotus Domino server be v7 or above to support Web Services, and that the user client machines have Adobe Flash installed. FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 13 O F 145 2. Installing FirM 2.1. Introduction This document contains a step-by-step guide to the procedures that must be followed to install and set up FirM. The installation instructions are written for Domino administrators and assume familiarity with basic Domino administration tools and procedures. If problems are encountered please contact your sales consultant, who will be able to provide assistance and route your question to technical support if necessary. 2.2. Who should install FirM? FirM should be installed by a Domino Administrator with complete administration access (“Manager”) to their Domino environment, including certifiers and certifier passwords, etc.. Usually this is the head Domino Administrator for a company. 2.3. How this product is delivered This product is delivered in two parts:  An installation package, downloadable from the HADSL web site (http://www.hadsl.com) , which contains all Notes Databases required for FirM to function, as well as the Windows LSX code should you wish to install the Active Directory component.  A License key supplied by HADSL, which allows you to unlock and install a copy of FirM. 2.3.1. How to obtain a license key. Your Sales Representative will provide you with a license key, which will allow you to install and operate FirM. Two types of license key are available – Evaluation and Full. The evaluation keys are time-limited, and FirM will stop operating once the expiration date has been passed. 2.4. Installation & Configuration of FirM These installation instructions are written for Domino administrators and assume familiarity with the basic Domino administration tools and procedures. If problems are encountered, please contact your Sales Representative who will be able to provide assistance and, if necessary, obtain technical support. 2.5. Quick Installation Process FirM now includes a “Quick Config” wizard which quickly and painlessly leads you through the postinstallation configuration steps. The quick configuration guide is available from the Downloads page of our web site. We recommend that you use the Quick Config wizard only once, and only on an empty, installed copy of FirM. 2.5.1. Prerequisites: Necessary information and access rights In order to install FirM the following are required: 1. A Domino R5 or R6 server (R5.0.8 or above, R6.0.1 or above), and an administrator workstation running Notes R5.0.8 or above or R6.0.2 or above, or R7.0 or above. 2. The administrator ID used must have permission to be able to modify the Domino directory, and issue Administration (AdminP) Requests. 3. A copy of FirM. 4. A license key - this should arrive in an email from HADSL. The licence will be either for a time-limited evaluation or will be the fully licensed copy. The licence information should be copied and pasted from the email into the FirM installer when requested. 5. Domino directories must be properly configured; the directory profile must be set up so that the domain name matches the actual name of the domain that the directory serves. The following are required; each domain to be managed, the filename and path of the directory (e.g. names.nsf) and the filename and path of the AdminP database (e.g. admin4.nsf). FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 14 O F 145 6. Access to the server console, either physical access or through a remote server management tool such as PCAnywhere, VNC etc.. 7. The certifier ID(s) for all hierarchies to be managed together with the password(s) for these certifiers. Note that FirM does not currently support certifier IDs that have been set up to require multiple passwords. 2.6. Stage 1: Encryption key creation Note: New in v2.1.01, you may skip this step for evaluation installations only. This means that all certifiers, passwords, and user IDʼs you create will NOT be encrypted, thus lessening security. It does however mean that you can skip this fairly time consuming step in order to get an evaluation copy of FirM up and running. Should you choose to do this, you MUST install encryption keys before converting your license to a “full” license as FirM will not permit unencrypted certificates and passwords during normal production running. FirM uses three encryption keys to keep sensitive files and passwords secure. The three keys are created in the serverʼs ID file and are subsequently imported into the administratorʼs ID file. N.B. Problems have been experienced when passing the keys between the ID files in the other direction due to differing degrees of security in the two ID files. Please ensure that the encryption keys are created in the serverʼs ID file and then imported into the administratorʼs ID file. These encryption keys are called:  iDM Certificate Encryption Key  iDM Password Encryption Key  iDM ID Encryption Key Creating the Keys a) Take backup copies of the serverʼs and the administratorʼs ID files and store these in a secure location. b) Copy the serverʼs ID file to a location accessible from the administratorʼs Notes client. c) Using the administratorʼs Notes Client, switch to the server ID. You may get warning messages saying that you are not allowed to use a server ID to connect to a Domino server, but this doesnʼt matter – you do not need to communicate with a server at this stage. d) From the menu choose ʻFile, Security, User Security…ʼ e) Enter password (if a server ID password has been set...). f) Click on the ʻNotes Dataʼ tab on the left, and then click on ʻDocumentsʼ. g) Click on the ʻNew Secret Keyʼ button at the bottom of the dialogue. h) Name the key ʻiDM Certificate Encryption Keyʼ. Enter the name without quotes and retain capitalisation. i) Choose an appropriate encryption type, e.g. North American, International, ND6+, etc. (if the option is available). Enter a description for the key and click ʻOKʼ. j) With the key highlighted, click on the ʻOther Actions…ʼ button at the bottom of the dialogue and select ʻExport Secret Key…ʼ. k) Give the key a secure password in accordance with your security guidelines and procedures. l) Save to a file on a removable disk or to a network path accessible from the administratorʼs workstation. m) Repeat steps 1h. to 1m. for the keys…  ʻiDM ID Encryption Keyʼ FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M  PA G E 15 O F 145 ʻiDM Password Encryption Keyʼ It is essential that the names of the keys match the above names exactly. FirM expects to find keys with these names. Note: existing iDM customers do NOT need to change the names of their existing encryption keys. a) Switch back to the administratorʼs ID and copy the server ID back to the server. b) Restart the Domino server and ensure that it is possible to connect to it from the Notes client. c) The newly created encryption keys must now be imported into the administratorʼs ID. d) On the administratorʼs Notes client, select ʻFile, Security, User Security…ʼ, and click on the ʻNotes Dataʼ tab on the left, and then click on ʻDocumentsʼ. e) At the bottom of the dialogue click on ʻOther Actions…ʼ and select ʻImport Secret Key…ʼ. f) Navigate to the files containing the encryption keys and select the ʻiDM Certificate Encryption Keyʼ, enter the password for the secret encryption key, click ʻOKʼ and then click ʻAcceptʼ in the Accept Secret Encryption Key dialogue box. g) Repeat steps 1s. and 1t. for the keys…  ʻiDM ID Encryption Keyʼ  ʻiDM Password Encryption Key N.B. The encryption keys do not need to be distributed to users or administrators in order for them to operate FirM. The only server IDs that require these encryption keys are the FirM primary (and optionally secondary) processing servers. You should store these encryption keys securely in the same manner that you normally secure certificate files. 2.7. Stage 2: Initial install of FirM  Extract the FirM installer file (firminstall.nsf) and open it using the administratorʼs Notes client. (Note that this client needs to be v6.0.1 or greater for the installation to succeed. This version limitation does NOT apply to the Notes clients who will ultimately use FirM). In order to prevent ECL (execution control list) errors whilst installing FirM, its best to copy the installer NSF database to your local data directory, and sign the database using your ID file. When you open the database using your normal Notes client, the first page of the installation wizard dialog is displayed.  If this is the first installation of FirM, select ʻFull Product Installʼ. If upgrading from an existing installation select ʻProduct Updateʼ. FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M  Confirm acceptance of the terms of the Customer Software Licence to continue.  Enter the name of the FirM server. This may be selected from the address book using the drop-down. Enter the name of the target directory into which FirM should be installed or accept the default (recommended). If required, a secondary server may be set up during Stage 3 – Basic Configuration of FirM.  The databases required by FirM are now checked. Please note that a green tick indicates that a required database was found. A red cross indicates that an existing database with that name was not found and that a new one will be created.  Next, the group of users who are to manage FirM must be defined. These people will be granted Manager Access to all databases, and will be assigned to the 'Administrator' role allowing them access to the FirM configuration screens.  A check is now made to ensure that the encryption keys have been successfully installed into the administratorʼs ID file. FirM Administration Manual v3.0 PA G E 16 O F 145 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 17 O F 145  Access control checks are now made to the Domino directory (names.nsf), the administration database (Admin4.nsf) and the certifier log database (certlog.nsf) on the target server.  Complete the licence information fields. If upgrading, these fields will be prepopulated with values from the existing installation. If this is a new installation, the Company Name, License Key and License Data information may be found in the License Confirmation email you will have received from HADSL.  Choose whether the databases should be signed using your current Administration ID, or the ID of the server chosen in step 2.  A summary of the installation settings is displayed.  FirM templates and databases are now created on the primary server and icons are added to the administrator's workspace. The Install log will be written to the screen during the installation – the text will appear at the top of the dialog and flow down the screen. The installation process takes between 5-15 minutes depending on your network and workstation performance.  N.B. Installation will fail if the administrator's ID does not contain the FirM encryption keys. These should have been created and imported during Stage 1 of this installation.  Once the installation is complete, you will see the following screen:  The installation process will generate a number of requests to sign databases with the server ID which, by the time this point is reached, should have all completed successfully. If some requests are still pending then their processing may be expedited by issuing the ʻtell adminp process allʼ command at the server console.  Where specific security standards require that databases be signed with a special development ID, this must be carried out manually. FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 18 O F 145  Configure the Access Control Lists for the FirM databases as required. Only FirM Administrators should be members of the [Administrator] role.  Replicate a copy of the FirM Extended AdminP database to each Domino server that will host users and/or applications managed by FirM. During the installation phase, the primary processing server will be requested to sign the FirM Request Processor database with the server's ID file. In many cases, the server will be listed in the Administration Execution Control List (ECL). Should the server NOT be listed in the Domino Administration ECL, the FirM Request Processor database may be signed with the normal ʻapplication signingʼ ID file. Later, the scheduled agents in the FirM Request Processor and, optionally, the FirM Extended AdminP databases will be signed with an ID capable of running restricted agents. 2.8. Stage 3: Basic FirM Configuration. FirM may now be configured by supplying it with some basic information about its operating environment. Do the following from the administratorʼs Notes client. a) Create bookmarks to the FirM databases which reside on the server. b) Ensure that default access to all FirM databases is either ʻNo Accessʼ, ʻReaderʼ, or ʻAuthorʼ depending upon FirM rollout and security requirements. Default access must not be set to ʻManagerʼ. c) Open the ʻFirM Request Processorʼ (firmrequestprocessor.nsf) d) Click on the ʻToolsʼ item in the left-hand pane, and then choose the ʻConfigʼ tab. e) Click on ʻEdit the System Configurationʼ and edit, if necessary, the following : f) On the ʻDatabasesʼ tab:  In the ʻFile Locationsʼ tab two temporary directories must be specified. The first temporary directory (Local Temporary Directory) is located on the administratorʼs workstation and is used during initial set-up and when certifiers are imported in to FirM. The second temporary directory (Serverʼs Temporary Directory) is located on the server, is used to run scheduled agents and is required for the normal operation of FirM.  These directories must be created manually.  The contents of the fields on the other tabs within the Databases tab will have been automatically populated by the installer. g) ʻServersʼ tab:  The ʻPrimary serverʼ field must contain the fully qualified name of the FirM Domino server.  The ʻSecondary serverʼ field should be left blank until the correct configuration and operation of FirM has been confirmed. Once FirM has been installed and is working correctly, return to this field and specify a secondary server if increased system resilience is required.  Accept the default value for ʻSecondary Server Delayʼ (5 minutes). h) ʻDirectoriesʼ tab: i)  Use the ʻAdd Entriesʼ button to add the directories to be managed by FirM. Each directory (names.nsf) should have both an Admin4 database (admin4.nsf) and a ʻDeny Accessʼ group specified for that domain.  Note that the installer creates the first ʻdefaultʼ directory entry but cannot at that stage define the terminations group used in the environment. It is therefore important that the default entry be edited post-installation to define a terminations group for the primary environment.  The ʻEdit Entriesʼ and ʻRemove Entriesʼ buttons can be used to manage the directories list. ʻAdmin Settingsʼ tab:  It is recommended that the default values in the fields on all three sub-tabs be used.  On the ʻMisc Settingsʼ tab: The default value of ʻNoʼ for ʻDisable UI request creation for non-administratorsʼ should be used. This setting is used to disable the standard UI creation of requests in the situation where a bespoke front-end has been implemented for FirM, and is beyond the scope of this administration manual.  FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M j) PA G E 19 O F 145  The ʻDefault FirM Administratorʼ is used in conjunction with notification profiles to enable an administrator, group of administrators or mail-in database to receive notifications. Default administrators can also resubmit, cancel and ʻprocess nowʼ transactions.  The default value for ʻAutomatic recertificationʼ of ʻDisabledʼ should be used for initial installation. ʻBillingʼ tab:  Billing information is only written to the FirM Billing Repository database when ʻEnable Billingʼ is set to ʻYesʼ.  Select each request type to be recorded in the Billing Repository database. k) ʻName Validationʼ tab: l)  This tab allows the elements of both user and group names to be comprehensively defined.  Under the ʻGroup Namesʼ sub-tab the way in which groups are split may be selected. The options are to split a group when the group exceeds 15KB in size or when a specified number of group members is exceeded.  Ensure that a subgroup separator character is specified (ʻ_ʼ is suggested).  ʻExternal Lookupʼ tab:  FirM supports the use of an external database which database that can be used to provide additional keys and codes to ensure unique naming standards. The default setting of ʻNoʼ should be used as this is an advanced option and setting up this database is beyond the scope of these installation instructions. ʻWorkflowʼ tab:  Accept the default of 3 hours for ʻNotify Every:ʼ  It is recommended that all days, i.e. Sunday through to Saturday, are checked in ʻNotification Window Daysʼ  Similarly, change the notification times to start at ʻ1ʼ and end at ʻ23ʼ. m) ʻArchiving & Expiryʼ tab:  These settings control the archiving of requests from the FirM Request Processor to the FirM Archive Repository database.  The default values are usually sufficient. Archiving may be enabled at a later date. n) ʻADʼ tab:  Active Directory support may be enabled by clicking the ʻYesʼ radio button. A licence for Active Directory support must have been purchased to enable this extension. o) j. Click on the ʻSave & Closeʼ button to save the changes. 2.9. Stage 4: FirM System Profiles Set Up FirM system profiles are the building blocks of User Profiles upon which are based various User Requests. Other profiles, such as Notification Profiles, enable the FirM Administrator to tailor FirM to suit the both the organisation's management and its IT infrastructure. Group Profiles, although categorised as System Profiles, describe FirMʼs group creation and management capabilities. To create FirM ʻSystem Profilesʼ: a) After opening the FirM Request Processor, click on ʻToolsʼ in the menu on the left-hand side of the screen. b) First select the certifier to be used by clicking on the ʻCertifier IDʼ tab; then click on ʻImport a new Certifierʼ. c) The ʻAdd Certifierʼ file-attach dialogue will be displayed. Select the certifier ID file to be imported. Type the password for the certifier into the next dialogue and then reconfirm the password. Note: certifiers requiring multiple passwords cannot be used with FirM. d) Click on the ʻProfilesʼ tab e) Click on the ʻSystem Profilesʼ sub-tab and perform the following steps… a) Click on ʻSystem Certifier Profilesʼ radio button. System Certifier Profiles contain information on how to use the certifier in the ʻUser Createʼ, ʻUser Moveʼ and ʻUser Renameʼ transactions. Do the following: FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 20 O F 145  Click on ʻCreate a new Profileʼ.  Enter a name for the Certifier Profile. This name should be meaningful to Requesters as it is used to distinguish between different Certifier Profiles. Normally the name is the same as the certifierʼs hierarchy.  Select the imported certifier to use from the Certifier Hierarchy list.  In the ʻFieldsʼ tab, static and dynamic fields may be specified. Static fields enable the value of a field to be set to a pre-determined value in the target document. Dynamic fields allow the contents of a field to be defined by the Requester when creating a user based on this profile. For example, when a user is created the ʻTelNumberʼ field would be set to the userʼs supplied telephone number. A static field is set with the same information every time a request is processed which uses this profile. For example, the ʻOfficeLocationʼ field always set to ʻLondonʼ.  In the ʻDefault Groupsʼ box, specify the groups to which a User Created with this profile should be added. All settings on this tab are optional.  Entries in the ʻKeysʼ tab should not be changed.  Click on ʻSaveʼ to save this profile, or ʻCloseʼ to close the dialogue without saving. b) Repeat these steps for all the certifiers to be used by FirM. f) To create a profile for the Company, click on the ʻSystem Company Profilesʼ radio button and do the following: a) Click on ʻCreate a new Profileʼ b) Give the company profile a name, typically the name of your organisation. c) Specify the Static and Dynamic field settings and default groups, as necessary. d) Click on ʻSaveʼ or ʻCloseʼ. g) To create a location profile, click on ʻSystem Location Profilesʼ radio button and do the following: a) Click on ʻCreate a new Profileʼ. b) Give the new location a name that is meaningful in the business context such as ʻLondonʼ or ʻNew Yorkʼ or ʻEdinburgh 5th floorʼ. c) In ʻTarget Mail Serversʼ define the primary mail server for users created with this profile. If more than one server is specified, FirM will automatically load balance and create new users on the server with the fewest users, based upon the ʻServer\Mail Usersʼ view in the Domino Directory. d) Note that this location can share servers with other locations. e) Static and dynamic field settings and default groups can be specified if necessary. f) Click on ʻSaveʼ or ʻCloseʼ. g) Repeat these steps for as many locations as necessary. h) System ID Profiles specify the type of ID to be generated in a given user request. To create an ID profile, click on the ʻSystem ID Profilesʼ radio button and do the following: a) Click on ʻCreate a new Profileʻ b) System ID profiles allow for the comprehensive specification of IDs; for instance, International or North American, the recertification period, whether a mail file should be created, etc.. Note that the mail template name refers to the actual file name of the Domino template which must exist on the server. It is possible to specify different classes of user ID with this profile type – e.g. ʻStaffʼ, ʻContractorsʼ, ʻand Functional Idsʼ, etc.. c) Static and dynamic field settings and default groups can be specified if necessary. d) Click on ʻSaveʼ or ʻCloseʼ. e) Repeat these steps for as many ID Types as necessary. i) System Business Group Profiles are optional. j) System Country Profiles are optional. k) System Agent Trigger Profiles are not relevant during this initial set-up of FirM. l) System Notification Profiles. At each step of the process of executing a transaction, an admindefined notification email may be sent. A default set of notification profiles is supplied with FirM and these may be changed as necessary. A tag language enables different parts of the request to be inserted into the message; for instance, the name of the requested user ID. FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 21 O F 145 2.10. Stage 5: FirM User Profiles Set Up FirM User Profiles tie together all the other profiles in the system enabling the creation of a very specific request. Such a specific request might be, for example, a request to generate a ʻContractor IDʼ in the ʻACMEʻ certification hierarchy for a ʻLeeds office-basedʼ user. A profile is created for every type of request used in the organisation, thus constraining users to ID file requests that are correct and complete.  Click on the ʻToolsʼ entry in the menu on the left-hand side of the screen. Select the ʻUser Profilesʼ sub-tab.  Click on the ʻUser Create profilesʼ radio button and perform the following steps:  Click on ʻCreate a new Profileʼ   Give the profile a meaningful name (e.g. ʻLondon Staff Userʼ) In the Fields and Groups tab specify static and dynamic field settings and default groups as necessary.  Next, click on the ʻNames & Domainsʼ tab.  In the ʻDomino Namingʼ tab, use the drop-down list to select the Notes Domain in which this user will be created. The ʻNotes Nameʼ and ʻNotes Short Nameʼ fields will be pre-populated with elements from FirMʼs tag language. The tag language enables the construction of a userʼs Notes name, Internet mail address and mail file name so that they comply with corporate naming standards.  In the 'Optional OU' tab, select whether or not this profile should have Optional OU hierarchy support.  In the ʻInternet Namingʼ tab, use the tag language keywords to construct the userʼs Internet email address. The keyword takes its value from the Internet domain selected in the ʻInternet Domainʼ box.  The ʻMail File Namingʼ tab allows you to specify the construction of the userʼs mail file and the cluster mail file name if the user is clustered.  The ʻSub-Profilesʼ tab allows the selection of all the elements that determine a specific user ID. If more than one sub-profile is selected within a section then the user will be prompted for the appropriate sub-profile to use at the point of request creation. If only one sub-profile is selected for a section then no prompt will appear for the user.  The ʻIDʼ tab allows the selection of the ID profile that will be applied to the creation of this type of user.  The ʻLocationsʼ tab allows for the selection of a choice of one or more Location profiles to be used for this particular type of ID. If more than one Location profile is selected the Requester will be prompted to choose between them at the point of request creation.  The ʻCertifiersʼ, ʻCompaniesʼ, ʻCountriesʼ and ʻBusiness Groupsʼ tabs similarly allow for the selection of a relevant pre-defined profile for this type of ID request.  The ʻID & Passwordʼ sub tab allows the recipients of any newly generated user ID and password pairs to be defined.  The Authorisation tab enables the definition of those users (Requesters) who are permitted to create new users with this profile. Specify either individual names, or the names of multi-purpose groups from the address book.  The ʻAuthorisersʼ sub-tab enables the definition of those users who will authorise the creation of new users made with this User Create profile. If a Requester should not authorise their own request, provide the name of an alternative Authoriser. It is common to find that the LocalDomainAdmins group is used for the Authorisers field.  In the ʻNotificationʼ tab specify the names of users or groups who should receive a notification whenever an ID is created using this profile. This is especially useful where there are security considerations for certain certification hierarchies.  Click on ʻSaveʼ.  Repeat these steps for as many user creation profiles needed.  Similar profiles must be created for each type of user request that FirM is able to process. For example, User Modify, User Delete, User Disable etc.. In profiles other than the ʻcreateʼ profiles an additional sub-tab will be found in the Authorisers tab – the ʻUsers Managed by this Profileʼ tab. This should contain a name mask, such as ʻ*/ACMEʼ, thereby restricting who can be deleted, renamed, etc., using this profile. FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 22 O F 145 2.11. Stage 6: FirM Group Profiles Set Up Group profiles define the type of the group created thus ensuring that users of FirM do not have to understand the difference between different types of groups, e.g. a Mail Group, an ACL group or a MultiPurpose group. Membership of the group may be restricted. For example, a Group profile called ʻConfidential Internal Emailsʼ would disallow the addition of any Internet email addresses. Workflow can also be set up - for instance, restrictions can be placed upon who can submit group create requests, who can authorise them and who is notified. The Group Profiles define what actions can be done for each type of group that FirM can manage, what its allowed content is, what the name of the group should be and who can submit requests to create these groups. 1. Click on the ʻToolsʼ entry in the menu on the left hand side of the screen. The control panel screen should open and default to the ʻProfilesʼ tab. Select ʻSystem Profilesʼ. 2.  Click on ʻSystem Group Profilesʼ radio button entry and perform the following steps: Click on ʻCreate A Profileʼ  Give the profile a name, e.g. ʻACME Mail Groupʼ  Select the type of group – e.g. ʻMail Groupʼ  Select foreign Dir Sync setting.  In the Membership tab specify whether each type of group content is allowed or not allowed to be a member. Valid Notes users are always allowed to be members of a group.  In the Name tab, the mask for the group name is created. If a group is not to be given an Internet address when it is created then the Internet Address field should be left blank. The tag ʻʼ will be replaced with the userʼs descriptive element of the group name.  The final three tabs are ʻRequestʼ, ʻAuthoriseʼ and ʻNotifyʼ. These fields need to be populated with the names of people who are able to request and authorise the creation of a group. The rights for modification, deletion and management are governed by the groupʼs entry in the database ʻFirM Group Registerʼ.  The Notification tab allows the person to be specified who will be notified when a request progresses through the workflow for the creation, management or modification of a group created with this profile.  Click on ʻSaveʼ or ʻCloseʼ. 3. Repeat for as many different types of group profiles as are necessary. It is possible and perfectly normal to have more than one type of profile for each group type. This is useful when different naming conventions must be enforced for, say, a global mailing group as opposed to a regional mailing group, and to assign the authority to create each of these group types to different people or groups of people. 4. At a minimum there must be a profile defined for each of the basic Domino group types Mail Group, ACL Group, Multipurpose group, Server Group and Terminations (Deny only) group. 2.11.1. Stage 7: Group Import Utility In order for a group to be managed with FirM it must have an entry in the FirM Group Registry. This entry contains information about the group such as which profile it will use, which domain it belongs to, and who are the Owners and Administrators of this group. The roles of Owner and Administrator are described in the FirM Help database, but broadly an Owner is a person who is able to modify the groupʼs list of owners and administrators, manage the content of the group, and request the groupʼs deletion. An Administrator is a person who is only able to manage the content of the group. A typical Domino installation will have many groups in each Domino Directory, and the import utility is used to create Group Registry entries for each of these groups. The tool is run from the FirM Request Processor, and is accessed from the ʻToolsʼ button under ʻImport Group(s)ʼ. 1. Click on the ʻToolsʼ entry in the menu on the left-hand side of the screen. 2. Click on ʻImportʼ tab, and ʻgroupʼ sub-tab.  Click on ʻImport Groupsʼ  You will be presented with a dialog with instructions. Click on 'Forward' to continue. FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 23 O F 145  Select whether a single group, a selection of groups or all groups of a type in the directory should be imported.  Select the Directory/Domain from which the group/groups is/are to be imported.  Select whether the groups are to be imported straight into a ʻLiveʼ state (i.e. can be managed from FirM without further intervention) or into a ʻDraftʼ state, in which case the groups must be manually moved to Live from within the Group Registry.  It is possible to import spanned groups into FirM as a hierarchy. In order to do this the spanned groups must follow the naming convention of [parent group name][separator character][number of subgroup]   Also, the parent group must contain only the names of subgroups. FirM will honour the existing separator characters and will add and remove users from subgroups in this hierarchy. The settings in the ʻOwnershipʼ tab allow default entries for group owners and administrators to be specified. The values contained in these fields will be added as an owner and administrator (respectively) to each group imported with the utility.  Assign which group profiles should be set for each type of group imported: Finally, click on ʻOKʼ and the groups will be imported. 3. If groups have been imported into a Draft status, open the FirM Group Registry, navigate to the Draft Groups view, and once the group entry is confirmed to be correct, select the group from the view, and use the ʻToolsʼ, ʻFlag selected groups as Liveʼ action to mark the group as live for management. 4. This operation must be carried out for every directory that contains groups that are to be managed. 2.11.2. Stage 8: Agent Enablement This stage in setting up FirM for use is to enable the processing and workflow agent. This part of the operation must be carried out using an ID which is allowed to run ʻRestricted and Systemʼ operations on scheduled agents on any of the Domino servers. 1. Open the FirM Request Processor and select the 'Tools' menu from the left hand side. When the control panel appears, select the 'Monitorʼ tab, then the ʻScheduled Agents' tab. 2. Click on the ʻRefresh Agent Statusʼ button. 1. On the 'Process Requests and Workflow' agent line, click on the server name, and select the correct processing server for FirM. Then click on the traffic light on the left hand column to enable the agent. 2. On the 'Ext AdminP' agent line, click on the server name, and set the processing server to a single asterisk ( * ). This means that this agent will run on every server where this database is replicated to. Then click on the traffic light on the left-hand column to enable the agent. 2.11.3. Stage 9: Access Control on FirM Databases The following FirM databases are accessed by the users during normal operation, and require access to these databases. This is usually achieved by creating a group called “firmRequesters” within Domino, and adding all FirM users to this group. Database Title Database filename ACL Level Request Processor Database FirmRequestProcessor.nsf Author+Create Document Group Registry Database FirmGroupRegister.nsf Reader Log File FirmLog.nsf Author+Create Document This step should be performed before users are allowed access to FirM. 2.11.4. Stage 10: Replicate FirM to the rest of the Domino Environment The final stage in setting up FirM for use to replicate it to all relevant servers. 1. Replicate the following FirM Databases to all servers (and any intermediate replication servers) where users will access the FirM Request Processor: 1. The FirM Request Processor (firmrequestprocessor.nsf) 2. The FirM Group Registry (firmgroupregistry.nsf) 3. The FirM Log Database (firmlog.nsf): FirM Administration Manual v3.0 © 2009 HADSL 3 I N S TA L L I N G F I R M PA G E 24 O F 145 2. Replicate the following FirM Databases to all servers (and any intermediate replication servers) where users and/or applications are to be managed by FirM: 1. the FirM Extended AdminP Request Processor (firmextendedadminp.nsf) FirM is now installed, configured and ready to be used to create and process user and group management requests. Note that if you replicate FirM to other domains in your environment, you should add ACL groups to the databases mentioned above in order to allow inter-domain replication. We have deliberately left out the 'OtherDomainServers' ACL entry in order to improve default security. You should use the Admin client to set the relevant groups for your environment in each database appropriately. 2.11.5. Normal Operation: Creating Requests 1. Open the FirM Request Processor database. 2. The default view is the ʻAll Requestsʼ view. This shows all requests by status. Click on the ʻNew Requestʼ button. 3. A dialogue is displayed allowing the type of request to be chosen. The list of requests to chose from are those where you are named as a Requester in the relevant user or group profile. 2.12. Importing Certifiers & Passwords FirM requires that certifiers are imported into the FirM Certificate repository. Administrators can perform this procedure by opening the FirM Request Processor, clicking on the ʻToolsʼ button, and selecting the ʻImportʼ Tab, then the ʻCertifierʼ tab: The certifier file to import must now be specified. Using the file dialog box, select the certifier file. The Certifier password is then validated. Two prompts will appear. If the two passwords match, the certifier and password is imported into FirM. During this process, the ID file provided is checked to ensure that it is a certifier file, and its certifier hierarchy is extracted. FirM then checks to see if these already exist in the FirM certifier repository and the FirM Password repository. If they do, the old versions may be overwritten with the new versions if desired. The Certifier has now been imported into the FirM Certifier repository. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N PA G E 25 O F 145 3. System Configuration 3.1. Target Audience This section is intended for use by the FirM Administrator. 3.2. Introduction The System Configuration dialog box contains all system-wide configuration settings for FirM. The users never see this dialog – only the FirM Administrators. This is usually set up at FirM installation time, and is not normally updated. To navigate to the System Configuration Pane, click on the Tools option, followed by the “Config” tab.Then click on ʻEdit the System Configurationʼ 3.3. System Configuration – Databases Sub-Tab Field Explanation File Locations Local Temporary Directory In the ʻFile Locationsʼ tab two temporary directories must be specified. The first temporary directory (Local Temporary Directory) is located on the administratorʼs workstation and is used during initial set-up and when certifiers are imported in to FirM. The second temporary directory (Serverʼs Temporary Directory) is located on the server, is used to run scheduled agents and is required for the normal operation of FirM. These directories will temporarily contain items such as certifier IDs, user IDs etc.. It is important that these directories are not accessible to users. These directories must be created manually. Should these directories not exist, then the normal ʻtempʼ directory defined on the operating system will be used. On a Unix-based system (such as Linux, AIX, Solaris, HP/UX for instance), the directory should be specified in the form ʻ/tmp/ʼ, using forward slashes to separate directories. On a Windows-based system, the directory should be specified in the form ʻc:\temp\ʼ where a drive letter followed by a colon and the backslash character is used to separate directories. The contents of the fields on the other tabs have been automatically populated by the installer. These values should be changed only if the databases have been renamed or moved. Servers Temporary Directory This Database Request Processor The complete file path to the firmRequestProcessor.nsf database, Applications Monitor The complete file path to the firmApplicationMonitor.nsf database, Usage The complete file path to the firmApplicationUsage.nsf database, Extended AdminP Extended Admin The complete file path to the firmExtendedAdmin.nsf database, Group Registry Group Registry The complete file path to the firmGroupRegister.nsf database, Group Shadow The complete file path to the firmGroupShadow.nsf database, Cerfier Repository The complete file path to the firmCertifiers.nsf database, Repositories FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N Sub-Tab History AD Sync PA G E 26 O F 145 Field Explanation Password Repository The complete file path to the firmPasswords.nsf database, ID Repository The complete file path to the firmIDs.nsf database, Enable ID Recovery Process If Yes, then the ESCROW database will be required, and the ID recovery process agents made available ID ESCROW The complete file path to the firmEscrow.nsf database, Deleted Names Register The complete file path to the firmDeletedUsers.nsf database, Audit The complete file path to the firmAudit.nsf database, Archive The complete file path to the firmArchive.nsf database, System Log The complete file path to the firmLog.nsf database, Is Available Enable this in order to view the FirMADSync.nsf database The complete file path to the firmADSync.nsf database, Marvel Marvel Client The complete path to the Marvel Client main processing database on the Primary FirM processing server 3.4. System Configuration - Servers Field Explanation Primary Server The fully qualified name of the FirM Domino server. Secondary Server The ʻSecondary serverʼ field should be left blank until the correct configuration and operation of FirM has been confirmed. Once FirM has been installed and is working correctly, return to this field and specify a secondary server if increased system resilience is required. Secondary Server Delay The secondary server delay value is critical. The secondary server will wait until a request is this number of minutes ʻoldʼ before attempting to process it. Should the primary and secondary servers be clustered, then this value can be as low as thirty minutes. Should the primary and secondary server just rely on scheduled replication, then this figure should be at least three times the replication period defined between these two servers for this database. If this value is too low, then both servers will attempt to process requests, resulting in replication conflicts and at worst, instances where executing the transaction twice would result in duplicate entries – for instance User Create, group create, etc.. We recommend that two program documents be created in your directory to support this configuration.  One program document should run on your primary server, and have the command “rep , and schedule type of “startup”  The second program document should run on your secondary server, and have the command “rep , and schedule type of “startup” This ensures that the FirM directory is immediately replicated should a server be down for any reason, and prevents requests being processed twice. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N PA G E 27 O F 145 3.5. System Configuration - Directories This pane shows a list of all Lotus Domino domains managed by FirM. Each domain requires: Field Explanation Name The database filename of the directory database Domain The domain name for the directory Admin4 The database filename for the admin4.nsf database for that domain Teminations Group The terminations group for that domain Domains can be added, edited or removed by clicking on the relevant button at the bottom of the list. Use the ʻAdd Entriesʼ button to add the directories to be managed by FirM. Each directory (names.nsf) should have both an Admin4 database (admin4.nsf) and a ʻDeny Accessʼ group specified for that domain.  Note that the installer creates the first ʻdefaultʼ directory entry but cannot at that stage define the terminations group used in the environment. It is therefore important that the default entry be edited post-installation to define a terminations group for the primary environment.  If more than one domain is to be managed, then the directory and the admin4.nsf database should be replicated on a scheduled basis from the other domains onto the primary (and secondary server, if defined). The other domainsʼ directory and administrative databases can then be added to this list of domains to be added. It is important that if more than one domain is to be managed, that each domain has a unique domain identifier set in the directory profile in each directory database. This can be updated by:   Opening the directory database  Clicking on the Actions menu, and then ʻEdit Directory Profileʼ  Editing or updating the ʻDomain defined by this directoryʼ field. The ʻEdit Entriesʼ and ʻRemove Entriesʼ buttons can be used to manage the directories list. 3.6. System Configuration – Admin Settings Sub-Tab Field Explanation Log Settings Debug Level The debug level will initially be set to ʻ4. Very Detailedʼ. This will generate a large amount of logging and debugging information which is of use during the initial configuration phase of FirM. During normal operation, this value should be set to ʻ3. Detailedʼ in order to provide more manageable levels of logging and debugging information. Logging Destination The ʻLogging Destinationʼ allows default Notes output to be logged, that is, the status line in the client, as well as the FirM log database. The default Notes output is only recommended during the initial configuration phase and should not be enabled during normal production use as it displays a large amount of information on the Notes client status line, which might be confusing. It is recommended that logging and debugging information is written to the FirM log database. Number of Days Choose the number of days you wish to retain log entries for Log File Mail In Address If you add a Mail-In document in your directory pointing at the FirM Log database (firmlog.nsf), then the client can eMail in log entries instead of having to open the database. This also means that you do not have to replicate the firmLog.nsf database to other servers from the FirM Primary processing server. (This is highly recommended) Choose the Mail-In address from the address boo. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N Sub-Tab PA G E 28 O F 145 Field Explanation Should Clients Mail In their log documents This switches the client log mode from directly writing to the FirmLog.nsf database, and rather uses the mail-in address defined above. This has a direct performance gain, as the client no longer has to open the log database, and of course this means that the Log database need not be replicated to all servers – it need only reside on the Primary and Secondary Processing servers. Other server processes that create log documents will use the mail address if it is defined, unless the other servers are the primary or secondary processing servers. Log Configuration Object Switch this on in order to log output from the configuration object. We have found that in an idle system, the output from the configuration object represents about 85% of the log output. This reduces the chatter on a stable system. Disable UI request creation for nonadministrators This setting is used to disable the standard UI creation of requests in the situation where a bespoke front-end has been implemented for FirM, and is beyond the scope of this administration manual. Default FirM Administrator This is used in conjunction with notification profiles to enable an administrator, group of administrators or mail-in database to receive notifications. Default administrators can also cancel requests. Automatic recertification This enables the automatic recertification engine. Recertification Days The number of days before the end-user certificate expires that the recertifcation engine processes users. This should normally be greater than the 90 days that the Notes client starts warning the user of the certification expiry Group Changes Monitoring This will then allow the selection of groups in the Group Registry for monitoring. Should any monitored groups be changed, the changes are noted and communicated to selected users. Use Password Recovery to recover files. If enabled, this allows the user ID and password recovery mechanism to use the Password Recovery mechanism to recover ESCROW ID files. You must be running on Domino 7.0.2 or above (8.x or above recommended) in order for this to work. You must also identify Recovery Authorities in each Certifier profile, and these recovery Authorities must exist in the ID and Password repositories. Default Notification Footer Footer Allows the definition of a rich-text footer which will be appended to all notification messages generated by FirM. This can be used to add graphics, as well as a standard footer explaining to the user that this is a system-generated email message. Application Montior Maximum age The number of days manual scanning should go back in the user activity log. Maximum Users The Total number of users in your environment. This is used to indicate how many users may access this application, where the ACL contains elements such as *. Ignore Zero Read/Zero Write Records This allows the reduction in the number of access logs recorded, by ignoring sessions which dont result in reads or writes. However, this does give the false impression that nothing is accessing the application. Misc Settings FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N Sub-Tab Mail File Quota Management ID Backup Language Support External Queue Processing PA G E 29 O F 145 Field Explanation Ignore Server based Records This allows you to ignore the server based activity, which results in a huge reduction of tracking records. Bands The administrator should define up to five band “names”, and the Mail File Quota figures to should increase from top to bottom. The last figure - for “unlimited” - should be set to zero. If you do not wish to use a particular band, leave its name blank. Allow Extended AdminP to update Person Documents The mechanism relies on writing ʻhiddenʼ fields to the users Person document in order to communicate the users Mail File Quota band, replica ID of mail file, etc. This has to be enabled for the mechanism to work. Note that when this is enabled, there will be a large number of updated Person documents in the first night, as the Mail File managment system uipdates each person document. FieldName For... Each of these fields allow you to define what this hidden field is called, in order to reduce the possibility of collisions. Note that if these are changed, it may take several days for the Mail File quota managment system to recover. It is recommended that these are only changed before enabling the system. If a user does NOT have a mailfile quota set... Chose the action to perform if a user does not have a mail file quota set. It is recommended that the option ʻSet to level above users currentl mail file sizeʼ is chosen. Mail In Address Create a mail-in document pointing at the FirM request processor in order for the ID backup mechanism to work. AdminP Search Hours The number of hours back that the mechanism will search looking for requests to process. Store retention hours This is the number of hours that an ID Backup will retain the temporary records of processed AdminP records. Reminder Frequency (In Days). The number of days between reminds that users will receive to back up their ID and Password. This should be a minimum of one day. Maximum Reminders The maximum number of reminders that a user will receive in order to back up their ID file. Users to include A list of users specified by wildcards - NOT group names - for people to be incldued in this ID backup mechanism. Languages Select the number of languages on offer to the end-user. Notification Langauge Select the language that notifications will be sent in. Enable External Queue Processing Enable External queue processing if you wish to handle mailed-in requests, and requests generated in other databases. Enabled Queue Types Select the types of queue you wish to enable. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N Sub-Tab PA G E 30 O F 145 Field Explanation Only accept requrests from these people or groups A list of people or groups that are allowed to send in requests. This means that you can restrict this functionality to a subset of users - for instanced. signed, scheduled agents. External Database to scan Click on the button to choose an external database to scan for requests. This may be on another server, but remember that the agent will be running on the FirM processing server. Database View to scan. Select a view from the target database Document field and Value Enter a fieldname on the target document, and a success & failure value to set. This means that after processing the document is updated using the field and values appropriate to the target database. CSV data is in field The fIeld that contains Comma Separated Values that represent the request(s) contained in this document. 3.7. System Configuration – Billing Field Explanation Enable Billing Billing information is only written to the FirM Billing Repository database when ʻEnable Billingʼ is set to ʻYesʼ Billing Location The target Billing database. Bill for the following transactions Enable the transactions you wish the Billing engine to record. Write biliing records for subtransactions It is recommended that the ʻWrite Billing Records for sub transactionsʼ be set to ʻNoʼ. In most billing circumstances, only the initial or main transaction is relevant for billing purposes. For instance, should a User Create transaction be created, its four or more sub transactions (send User ID, Create Replica Mail file, etch) are of little value from a billing perspective. Billing target for Groups The field ʻFor Groupsʼ should be set to the individual relevant for group transactions; that is the owner of the group, or the person who requests the group change. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N PA G E 31 O F 145 3.8. System Configuration – Name Validation Sub-Tab Field Explanation Name Uniqueness Name Uniqueness This tab defines which name uniqueness checks are to be performed during FirM operation: ʻFull Name Uniquenessʼ. This checks the entire Lotus Notes name of an object. For instance, ʻJoe Bloggs/HADSLʼ would be compared against ʻJoe Bloggs/Acmeʼ. It is recommended that this value is checked. ʼInternet Address Uniquenessʼ. This checks that each object has a unique internet address defined. For instance, [email protected] would be compared against [email protected]. It is recommended that this value is checked. ʻShort Name Uniquenessʼ. This checks that each object has a unique Lotus notes ʻshortnameʼ. For instance, ʻJBloggsʼ would be compared against ʻJBloggsʼ (and found to be non-unique). It is recommended that this value is checked. ʻCommon Name Uniquenessʼ. This checks the userʼs common name field of an object. For instance, ʻJoe Bloggsʼ from ʻJoe Bloggs/HADSLʼ would be compared against ʻJoe Bloggsʼ from ʻJoe Bloggs/Acmeʼ and found to be non-unique. It is recommended that this value is checked as this allows the consolidation of all internet domains to one domain, and still preserves address uniqueness. First Name Middle Initials Last Name Short Name Alternate Name Group Name Mail In Is required Is required – check this box if this name field is required. Minimum Length This defines the minimum length (in characters) allowed in your environment. Maximum Length This defines the maximum length (in characters) allowed in your environment. Allow NonASCII Checking this box allows characters other than A-Z, a-z in this name field. Allow Numbers Checking this box allows number characters 0-9 in this name field. Allow Underscores This allows the underscore character ʻ_ʼ to be used in this name field. Allow Hyphens This allows the hyphen character ʻ-ʼ to be used in this name field. Allow Punctuations This allows punctuation characters such as ʻ;ʼ, ʻ,ʼ etc. to be used in this name field. Allow Spaces This allows the space character to be used in this field. This could allow people with two words in their first name – for instance, ʻJan Willemʼ. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N Sub-Tab Group Name External Database PA G E 32 O F 145 Field Explanation Force Case This forces this name field to be one of the following: No Change. No case changing is performed. For example if the requester types in ʻjan williemʼ, it is left as ʻjan williemʼ All Lowercase. The name field is converted to lowercase. For example if the requester types in ʻJan Williemʼ, it is converted to ʻjan williemʼ All Uppercase. The name field is converted to uppercase. For example if the requester types in ʻjan williemʼ, it is converted to ʻJAN WILLIEMʼ Propercase. The first letter of each word is made uppercase, and the rest of the word made lowercase. For example if the requester types in ʻjan williemʼ, it is converted to ʻJan Williemʼ Allowed Characters This allows the definition of non-ASCII characters allowed in name fields, without allowing every possible non-ASCII character. Membership Limit The number of users in each group before splitting into subgroups. Typically this should be around 200 names, but in some cultures with more names, this might be lower. Subgroup Separator The Character used to separate the group name from the subgroup text Subgroup Prefix Subgroups can have a prefix in order to sort the subgroups to a different part of the directory listing Require Owner Approval field name The Name of the field used to set Owner Approval. Allow External Database Lookup If you enable this, it allows lookups against an external database in order to perform name uniqueuess checking. Name Elements to Compare Choose which name elements should be compared. External Database The Name of the database ito examine View Name The View to check. We use the name component, and if an entry is found in this view, using the name as a keyword, then the uniqueness check fails. 3.9. System Configuration – Workflow The workflow tab allows the definition of the frequency with which the workflow engine emails notification messages to individuals involved in the authorisation of requests. Field Explanation Notify Every The number of hours that the workflow messages should be sent out. Notification Windows Days Choose the working days appropriate for your work environment FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N Field Explanation Notification Time Start The start of the business day in your environment Notification Time Finish The end of the business day in your environment. PA G E 33 O F 145 3.10. System Configuration – Archiving & Expiry Controls the archive and expiry engine, and dictates how long to wait before a transaction is moved from the FirM Request Processor to the transaction archive, the FirM Archive Repository database. The default values are usually sufficient. Archiving may be enabled at a later date. The FirM archiving engine is driven by the agent ʻArchive Old Requestsʼ and governed by the settings in this tab. The agent should be enabled to run on the same server as the primary FirM request processing agent. On each run cycle the agent looks at the current top-level requests in the FirM request processor and checks the date of the last process that occurred on the request (and any sub-requests). It then looks at the status of the request and compares the status to the list of expiry times that are set in this tab. These settings are specified in days. If the number of days that have passed since the time that the request was last processed exceed the number of days specified for that particular request status then the request and all of its sub-requests are moved to the FirM Request Archive repository. The location of the Archive Repository is defined in the ʻArchived Requestsʼ entry on the ʻDatabases, Historyʼ tab of the configuration profile. The request and all of its sub-requests will then be removed from the FirM Request Processor. Field Explanation Staus of Requests There are several status values that can have expiry periods set:  DRAFT – this is the status of a request that has been added to the Request Processor but not yet submitted. This status is not available from UIcreated requests and will only occur if a request was created from an external process using the FirM LotusScript API.  COMPLETE – this is the setting for removing old requests that have fully completed their processing.  REJECTED – these are requests where the Authoriser has declined the transaction.  CANCELLED – requests that have been cancelled by the Requester, an Authoriser or the default FirM administrator will be archived according to this setting.  FAILED OR INVALID – requests that have failed processing or rejected due to broken signatures will be archived according to this setting. Requests that are awaiting processing, deferred or awaiting approval will never be archived. FirM has the ability to create and monitor groups and users for auto-expiry. That is to say, that a date can be set after which an automatic deletion workflow will remove them from the environment. This facility is not currently available from the standard FirM UI and is only accessible from the FirM LotusScript API – this facility may be accessible from the UI in a future release of FirM. The three settings relating to the automatic expiry of users and groups should therefore be ignored in the standard install of FirM and only changed under instruction of HADSL or one of its resellers. Field Explanation Person Documents Group Documents Mail-in Database Documents The name of the field on each of these types of document, which will be updated with an expiry date. FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N PA G E 34 O F 145 3.11. System Configuration – Active Directory (AD) Active Directory configuration and operation is outlined in the section - “Installing and Configuring FirM Active Directory”. Sub-Tab Field Explanation Active Directory Enabled Set this to Yes to enable active directory support within FirM. A license for Active Directory support must have been purchased to enable this extension. Due to the amount of UI changes this causes, its best to save the configuration document and restart FirM. AD Domains Domain List Add, Edit and Remove supported Active Directory domains from this list by clicking on the add, Edit and Remove Entries buttons. Each entry requires  The Domain Name. This should be the ʻDNʼ part of the top of the Active Directory tree - such as ʻhadsl.localʼ, instead of the NT domain name (“HADSL”)  The name of the primary AD server. This will be the windows server which calls back to the FirM processing server and collects user and group transations to process. You should enter the ʻCommon Nameʼ part of the server (such as ʻServer1ʼ) instead o the full AD name (such as ʻServer1.servers.hadsl.localʼ) AD Name Validation Name Validation This sub-tab allows you to define the same name validation rules as exist for Lotus Domino. Synchronisation Perform Syncronisation Set this to yes to enable AD directory syncronisation between the Active Directory domains defined above, and the Lotus Notes domains controlled by FirM. Person Document field to store GUID field When a Notes Person document is ʻlinkedʼ to an Active Direcotry object, we store the AD object GUID (Global Unique Identifier) in a field on the person document. This allows both the AD and Domino entities to change name without losing this link. Many AD/Domino syncronisation tools use this mechanism and store the information in the NetUserName field on the person document. We recommend that FirM also uses this field name. Frequency How often should the AD syncronisation occur. We recommend on a daily basis - 24 hours. Start Time When should the syncronisation agent tell the windows machine to start sending its directory information? We recommend a time outside of normal business hours and outside of the backup windows (when the servers are going to be busy). Web Service cycle time When the windows web service collects its configuration, it is told by this setting how often (in seconds) it should poll for new work. The default is 300 seconds (5 minutes). It is not recommended that this be set to less than one minute. Users Notes Folder within Home follder name For User ID and Password resend, we can drop a new copy of the users ID file into the users home directory on their home file server. Enter the name of the Lotus Notes data directory within a normal users home share in order for the ID to be placed in the correct folder. Admin Settings FirM Administration Manual v3.0 © 2009 HADSL 5 S Y S T E M C O N F I G U R AT I O N PA G E 35 O F 145 3.12. System Configuration – BlackBerry Field Explanation BlackBerry Enabled Blackberry Support can be enabled by setting the radio button to Yes. A license for BlackBerry support must have been purchased to enable this extension. Note that BlackBerry transactions, profiles, etc will not be visible until this has been set to 'Yes. Due to the sheer amount of UI changes that this causes, its recommended that after this is changed, you save the configuration document and exit FirM. Verbose Logging This echoes the actual output from the BlackBerry Resource kit to the FirM log, dramatically increasing the size of the log file. It is recommended that this only be switched on whilst debugging BlackBerry Resource Kit issues. BlackBerry Reource Kit Executable Name The BlackBerry Resource Kit Executable name has to be set. This means that the BlackBerry resource toolkit must be installed on the same location on both the primary and secondary FirM processing servers. On installing the BlackBerry Resource Toolkit, you were prompted to generate a new password for security purposes. Enter that password to FirM by clicking the “Password” button. Set SQL Username and Password If your BES servers share a common SQL server, then enter the username and password that is in use. If your BES servers run local databases for their operation - they do NOT use a separate MS SQL database - leave this entry blank. BlackBerry Policies List all of the BlackBerry Enterprise Server “BlackBerry” policies that you wish to expose to FirM for management. Note that at this point, it is not possible for FirM to automatically build that list, and so the administrator must maintain this list manually. You must now visit each Location document and enter the servers which are running your BlackBerry enterprise server software, in order that relevant locations are associated with zero or more BES servers. See the entry “Location Profiles - BlackBerry servers tab” on page 34 for more information on this. 3.13. System Configuration – License This shows read-only information about the currently installed FirM license. FirM Administration Manual v3.0 © 2009 HADSL 6 A D M I N I S T R AT I O N T O O L S PA G E 36 O F 145 4. Administration Tools The Administration Tools panel is accessible only to FirM Administrators – people who have the ACL role [Administrator] enabled. To access the administration tools, click on “Tools” on the left hand navigator in the FirM Request Processing database. The Administration Tools assist the administrator in the set-up, configuration and day to day running of the FirM application. 4.1. Config Tab The Config Tab enables the administrator to:  View and edit the global system configuration.  Update the License key within FirM. This may be necessary from time to time with new releases in order to enable new transactions. To Update your license key,  Click on “Update the FirM License”  Copy and paste the License key information supplied to you by HADSL into the relevant fields  Click on “Update License. 4.2. Profiles Tab The Profiles tab allows the administrator access to the FirM profiles that define how each transaction should be processed. Note that the Active Directory and BlackBerry profiles will only be visible if these options are switched on (and you are properly licensed to use these transactions) within the System Configuration Screen. 4.3. Monitoring Tab The Monitoring tab assists the administrator in viewing the current status of the FirM processing environment. 4.3.1. Scheduled Agents sub-tab The Scheduled Agents sub-tab shows all scheduled agents within the FirM processing environment. To view their current status, click on the “Refresh Agent Status” button. Each agent can be controlled or changed:   Click on the diamond shaped coloured button to enable or disable the agent. Green means the agent is enabled, and red is not. Click on the green arrow beside the agent to run the agent manually on the server. This is not recommended on a product environment – it may cause performance bottlenecks – it is however very useful whilst testing.  Click on the Server name for each agent to change the server, if required. 4.3.2. Database Versions Sub-tab This tab allows the administrator to quickly establish the release version of all FirM databases in his environment. Click on the “Check Db Versions” button to refesh this page. 4.3.3. “Check Extended AdminP” tab This tab allows the administrator to check the status of all servers in the environment, and the status of their Extended AdminP subsystems. Note that Extended AdminP only runs once per 30 minutes, and of course runs on remote servers. The “Last Run” time will reflect this time difference, and of course any replication schedules involved in replicating the status document back to the Request Processor database. If you have more than 10 servers in your environment, click on the arrows on the right of the screen to scroll the display up and down. For more information on the Extended AdminP database, see the sub-section “Extended AdminP Processor” in the “FirM Databases” section on page 153. FirM Administration Manual v3.0 © 2009 HADSL 6 A D M I N I S T R AT I O N T O O L S PA G E 37 O F 145 4.4. Import Tab The Import tab is used to import various objects to the FirM Environment.  The Certifier ID sub-tab allows you to import new Certifier ID's into the FirM processing system.  The Server ID sub-tab allows you to import a Server ID into the secure ID repository. FirM does not manage servers and therefore will perform no operation on the server ID files once they are imported. It does however, give the administrator a consistent ID repository for all his ID files.  The CSV sub-tab allows the administrator to import FirM transactions from a CSV (Comma Separated File).  The Group sub-tab allows you to import groups from your existing Notes environment into FirM in order that they can be managed. The User ID and Password tab allows you to import a CSV file containing passwords and references to ID files. These are imported to the ID repository and Password repository.  4.5. 'Group Restore' Tab The Group Restore Tab allows the System Administrator to restore a group that has been previously deleted by the FirM Group Delete Request. To restore a group,:  Click on “Restore a group previously deleted by FirM”.  You will be prompted to select a group.  You will be asked to confirm or modify the list of owners and administrators for this group. If this group was deleted some time ago, it is entirely possible that some of the people named in this list may no longer be valid.  You may now be prompted for an expiry date for this group, if it was deleted during the expiry process.  Click on the “Recover Group” button to recreate this group in the directory. 4.6. BlackBerry Management Tab The BlackBerry management tab is only visible if the BlackBerry feature has been enabled in the System Configuration document. See the sub-section “System Configuration - BlackBerry” in the “System Configuration” section on page 28 for more information. This tab shows a number of internal views that FirM requires to manage BlackBerry users. 4.6.1. BlackBerry Users sub-tab The BlackBerry Users sub-tab allows you to view all BlackBerry handset users that FirM has detected within the BackBerry Enterprise servers defined within System Location Profile documents. If you click on a user record, you see the following information:  The Notes Name for this user  The BES server responsible for this users BlackBerry communcations  The PIN number of the users BlackBerry device  The database name of the users “state” database on the BES server  The date that this user account was first activated on the BES server. You should not manually edit any of this information, as it is programmatically gathered from each BES server. 4.6.2. BlackBerry Servers sub-tab The BlackBerry Servers sub-tab shows all BlackBerry servers defined in location documents within the FirM environment. 4.6.3. BlackBerry users by Server sub-tab. This sub-tab shows BlackBerry handset users, categorised by the BES server responsible for their communication. FirM Administration Manual v3.0 © 2009 HADSL 6 A D M I N I S T R AT I O N T O O L S PA G E 38 O F 145 4.7. System Views Tab The System Views tab contains views that FirM requires for its operation. You should never change information within this tab unless expressly instructed to do so by HADSL support. 4.7.1. System Variables sub-tab The System Variables sub-tab shows internally defined system variables used by FirM. These variables are used to override default system behaviours, and as such should not be changed unless expressly instructed to do so. If you open one of these variables, you can observe the variable name and its value. 4.7.2. System Classes sub-tab FirM is a data-driven, object orientated application. This table helps FirM find where pieces of code for each transaction are located, and what they are called. 4.7.3. Static Fields sub-tab Static Fields are defined within FirM, and linked to internal code. They help expose internal keywords (such as “” for instance) to the various “keyword” buttons on the FirM Profiles. These static fields are then replaced at run-time with relevant values. 4.7.4. Active Directory Static Field Definitions This tab shows keywords associated with Active Directory objects. These keywords show which object attributes may be amended by FirM. 4.7.5. Active Directory DLL sub tab This sub-tab allows you to view, install and update the DLL required for Active Directory operation. 4.7.6. MSI Scripts sub tab This sub tab allows you to view and manage MSI (Microsoft Script Interface) Scripts which are used during Active Directory Create User operations. FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S PA G E 39 O F 145 5. Configuring System Profiles All System Profiles are found by navigating to the “Profiles, System Profiles” tab of the “Tools” control pane in the FirM Request processor databases. 5.1. Common System Profile Tab – “Fields” Some System Profiles, as well as the User Create Profile, have a “Fields” tab: In this case, this is the “Fields” tab from the System ID Profile document. If a Fields tab exists, this allows certain operations to be carried out on a new user created using this profile: 5.1.1. Defining Fields Fields. Define fields that are created on the new users Person document. For instance:  OfficePhoneNumber=121-212-232-1212   Will populate the field “OfficePhoneNumber” on the person document with the value “121-212-232-1212”. This is useful for defining static information that is common for all users created using this profile type. Owner,AUTHOR=LocalDomainAdmins  This will create a field called “Owner”, set it as an Author field, and assign it the value LocalDomainAdmins. Permitted keywords for the Field directive are: Keyword SUMMARY Make this a Summary Field. AUTHORS All fields are Summary by default – this need not be explicitly defined Make this an Authors field PROTECTED Make this a Protected field NAMES Make this a names field READERS Make this a readers field on the target document SIGNED Make this a signed field ENCRYPTED Make this field available for encryption on the target document. Bear in mind that the document should also have a “secretEncryptionKeys” field specifying the encryption key to be used, and that this key should be available on both the server and the client. Making a field ENCRYPTED means that the field cannot be used in view indexes. NOTESDATETIME Make this a Notes Date/Time field NUMBER Make this a number field instead of a string field DELETEFIELD Delete this field from the document Multiple keys can be specified. For instance: Owner,READERS,PROTECTED,SIGNED=LocalDomainAdmins Bear in mind that “Dynamic Fields” can also be defined. 5.1.2. Groups Groups. Should one or more groups be added to this field, then all users created using this profile will be automatically added to these groups. 5.2. ID Profiles ID Type profiles are mandatory profiles used during a User Create process. One or more of these profiles may be associated with a particular User Create profile. FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S PA G E 40 O F 145 Sub-Tab Field Explanation Detals Profile Name Give the profile a meaningful name in the context of your environment. Description A description (that only the adminstrators can see) of this profile Mail Template Gve the filename of the template you wish to use to create a user using this profile. The template must exist on the target server you wish to create the user upon. Create a Full Text Index Should a Full Text Index be created? ACL Level Choose the ACL level the user should be granted in the mailfile Mail Quota Set a mail file quota (in Mb) for this mail file Mail Threshold Set a mail file warning threshold (in MB) for this mail file Create Replica on all Cluster Servers If the user is being created on a mail server which has cluster mates, and this parameter is set to ʻYesʼ, then their mail file would also be created on all other members of the cluster. User Type Choose whether users created using this profile are Notes users (and therefore have an ID file created for them) or Web Users (where an ID is not created) Notes ID Type Lotus Notes supports two Notes Client key lengths - 64 bit (International) and 128 bit (Global or US). ID Validity Typically this would be measured in years (720+ days ) for full time staff, or in hundreds of days for Contractors. Note that setting this value to a lower number means more administrative work recertifying these people. Minimum Password Length The minimum length of password that these people have to use when they choose a new password. Create HTTP password This should be set to ʻYesʼ to allow FirM to create their Internet (or ʻHTTPʼ) password at the same time that the users are created. Mail File ID Type  Password Change interval. This value is written to the new usersʼ Person document in the directory, and dictates how often the new user should change their password.  Grace Period. This allows the user to NOT change his password beyond his change interval – usually 14 days or so. Only after the password change interval AND the grace period have expired is the users account locked by Domino.  Password Digest Enable Profile. If a Password Digest Enable profile is selected here, then the User Password Digest function is ran after a user is created, using the details defined in the selected profile.  Roaming Profile. If a Roaming Enable profile is selected here, then the User Enable Roaming function is ran after a user is created, using the details defined in the selected profile. (Note that Roaming User enable is only relevant in Domino v6 or above)  ID File Name. This field allows you to define how the usersʼ ID file is created.  It should be noted that the userʼs mail server is determined using their Location Profile. FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S PA G E 41 O F 145 5.3. Country Profiles Country profiles are profiles used to help define country specific information in the User Create and the User Move Location processes. Zero, one or more of these profiles may be associated with a particular User Create profile. You must, however, associate one Country profile with each Location profile. Sub-Tab Field Explanation Detals Profile Name Give the profile a meaningful name in the context of your environment. 5.4. Certifier Profiles Certifier profile documents contain information on how to use the certifier within the User Create, User Move and User Rename transactions. Sub-Tab Field Explanation Detals Profile Name Give the profile a meaningful name in the context of your environment. Certifier Hierarchy This is picked directly from the Certifier Repository's list of certifiers and cannot be edited. This ensures that this certifier profile always points at a valid certificate entry in the Certifier Repository. This hierarchy field is also used to find the certifier password from the Password Repository. 5.5. Location Profiles Location profiles are mandatory profiles used in the User Create Process, and explicitly chosen in the User Create profile document.  ʻNameʼ Field allows definition of this Location profile. Care must be taken to define profile names that are meaningful for your business users – as the location profile names may be visible and offered as choices during user transactions.  The ʻTarget Mail Serversʼ field contains a list of one or more target mail servers relevant for this location name. In the above example there is one mail server named. This server will be the one chosen for the userʼs target mail file. If there is more than one mail server explicitly named in this field, the load balancing rule defined below will be used.  If one or more servers are specified in the Replica Mail Servers field then all users created using this profile will have replicas of their mail files created on these servers.  This location should be associated with a particular Country profile. This allows the User Move Location transaction to calculate groups associated with Countries and Locations.  The load balancing method for this method should be used. If there is more than one server to choose from, FirM will use one of these rules to decide which server is most appropriate. The choices are:: 1. Least Users. At the moment the new user is created, the directory will be queried to establish the server with the fewest number of users. 2. Most Free Disk Space . At the moment a new user is created, the System Extended AdminP view “Server Heartbeat” will be queried to establish which server has the most available free disk space. 3. Most Percentage Free Disk Space. At the moment a new user is created, the System Extended AdminP view “Server Heartbeat” will be queried to establish which server has the most available free disk space. 5.5.1. Location Profiles – 'Allowed Certifiers' tab. This tab allows you to associate particular certifier hierarchies with this location. If your environment tightly binds certifier hierarchies with locations, select certifier profiles valid for this location. 5.5.2. Location Profiles – 'Active Directory Servers' Tab This tab allows you to assign one or more Active Directory file serves to this location. This is then used by the Active Directory Create User transaction to assign new users to File Servers. FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S 5.5.3. PA G E 42 O F 145 Location Profiles – 'BlackBerry Servers' tab This tab allows you to define which BlackBerry Enterprise server services this site. This information is used during a BlackBerry Provision transaction. If more than one BES server is defined, then FirM allocates the next new person to the least loaded BES server. 5.6. Business Group Profiles Business group profiles are non-mandatory profiles used to help define business group-specific information in the User Create process. Zero, one or more of these profiles may be associated with a particular User Create profile. All of the fields on a business profile form are ʻstandardʼ fields - see ʻUser Create Profiles - Standard Fieldsʼ for more information. The general term ʻBusiness Groupʼ is used in place of terms such as ʻDivisionʼ, ʻGroupʼ, or ʻDepartmentʼ as these are company-specific terms. ʻNameʼ. Care must be taken to define profile names that are meaningful for your business users – as the Business Group profile names may be visible and offered as choices during user transactions. 5.7. Company Profiles Company profiles are non-mandatory profiles used to help define country specific information in the User Create process. Zero, one or more of these profiles may be associated with a particular User Create profile. ʻNameʼ. Care must be taken to define profile names that are meaningful for your business users – as the Company profile names may be visible and offered as choices during user transactions. 5.8. Internet Address Profiles Internet Address profiles are non-mandatory profiles that enable you to set up more complex management of the Internet Address field in users' person documents, and additional Internet addresses that should be assigned to new users. They are used in the User Create process and are associated with User Create Profiles. The User Rename process can also use Internet Address profiles, as it needs to recalculate users' Internet Addresses. ʻNameʼ. Care must be taken to define profile names that are meaningful for your users – as the Internet Address profile names may be visible and offered as choices during user transactions. ʻInternet Domainʻ. Enter the domain part of the Internet Address in this field, for instance “hadsl.com”. Do not include “@” in this field. ʻLocal-Part Constructionʻ. Enter the tags required for constructing the local part of the Internet Address in this field. For instance, “.”. These tags will be replaced during request processing, when the Internet Address is calculated. 5.9. Group Profiles Group Profiles define the type of groups that users are allowed to create with FirM. 5.9.1. Group Profile – 'Details' Tab  Profile Name:  Group Type:  Foreign Directory Synchronization:  Owner Approval:  Initial Membership:  Allow Group Creation in: A group profile is set up for each distinct type of group. This does not necessarily correspond to the Domino group types (ACL, Mail, etc.) as there can be many different profiles defined. FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S PA G E 43 O F 145 Certain restrictions can be placed upon group types, for instance the Domino group-type. This means that users of FirM do not have to have technical knowledge about the difference between a Mail Group, an ACL group and a Multi-Purpose group. Allowed membership of the group can be restricted so that, for instance, SMTP addresses cannot be added to a group that has been set up using a ʻConfidential Internal Emailsʼ profile. Workflow can also be set up. For instance, restrictions can be placed upon who can submit group create requests, who can authorise them and who is notified. 5.9.2. Group Profile – 'Name Mask' tab  Group Name – this enables group names to be built up using keyword tags. The part of the group that the user enters is represented by the “” tag, and this is used to construct the group name.  Case Translation  White space Removal Translation Order  The latter three fields define how the group name field should be translated, and in what order. 5.9.3.  5.9.4. Group Profile – 'Internet' tab Internet Address: This is the internet address that will be assigned to the group. If an internet address should not be assigned to a group then leave this field blank. Group Profile ' Members' Tab This tab defines what kind of address may be added to this group:  SMTP Addresses: e.g. addresses of the format “[email protected]”  Notes/Domino Users: Users listed within a Domino Directory  Servers: Servers listed within a Domino Directory  Mail-In Databases: Mail-in Databases listed within a Domino Directory  Mail Groups: Mail-only groups listed within a Domino Directory  ACL Groups: Access-Control list only groups within a Domino Directory  Multi-Purpose groups: Multi-purpose groups within a Domino Directory  Deny-Access Groups: Deny List Only groups within a Domino Directory  Server Groups: Server Only groups within a Domino Directory  Cross-Domain Membership: If this is set to “Deny” then groups and Notes users from only the groupʼs domain will be permitted as members. 5.9.5. Group Profile ' Request' Tab People listed in the “Create Group” field are allowed to request the creation of groups of this type. 5.9.6. Group Profile – 'Authorise' Tab Who can authorise the construction of groups using this profile. Force Separate Authoriser – if this is set to “Yes” then an authorisation is forced, i.e. a user cannot effect a group creation without further authorisation by virtue of them being in both the “Request” and “Authorise” lists. Enable anyone to manage this group without authorisation: If this is set to “Yes” then group membership management requests can be submitted by anybody and will not require further approval. This option enables you to create non-critical groups for ʻpublicʼ membership – for instance contact lists for staff sports/ social events. 5.9.7. Group Profile – 'Notify' tab Notification: In common with other FirM profiles, you can specify who should be notified upon successful completion of various requests types against groups associated with this profile. 5.10. Automatic Recertification Profiles Fields Defined: FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S PA G E 44 O F 145  Profile Name  Users Managed by this Profile. You may enter a “name mask” such as “*/Acme”, or “*” in this field, or a list of user names, or a list of group names.  Recertification Profile. Choose the Recertification profile that should be used for these users for this profile.  ID Profile. This is used to calculate the expiry period of this recertification event. Automatically re-certify: Choose Yes for the Recertification Engine to perform automatic recertificationʼs on these users. 5.11. Configuring Notification Profiles Notification Profiles contain information required for FirM to construct email messages. Notification messages are sent out by:  The User Create process - this is the primary distribution method for sending out user ID files and user passwords  The back-end transaction processor - when agent or notification trigger points are reached.  The back-end workflow processor - to inform people of authentication requirements or status. Everything in a notification profile can be tailored by the administrator, i.e. the language used, the formatting, whether doclinks to the original requests are included, etc..  Trigger Event - This is the transaction type. For example, a User Create transaction.  Trigger Name - This is a transactional stage. In this case, a notification message is sent out at the ʻSendIDʼ stage of the User Create transaction.  Principal - The name that appears in the ʻFromʼ field of the mail message that the user or administrator receives, regardless of where this agent runs. This is useful to demonstrate to users that this email address is non-functional, and should not be sent mail. It can also be used to differentiate error messages from status messages and from informational messages.  Recipients - To, CC, BCC. In many cases, the users receiving this message are set by the process. In the case of the UCR-SendID file notification, the person to whom this message is sent is named in the transaction as the ʻID Recipientʼ. The ʻTo, CC, BCCʼ fields can hold additional names of people who will also receive this message.  Attach files: You may define files that are attached to the email message from the hard drive of the FirM processing servers. (This feature may be more conveniently performed by attaching the files within the Rich Text footer – see below.  Encrypt mail message - If this is set then only the Notes user(s) intended to get this message can read this message. In the case of User ID files and passwords, it is strongly recommended that this is set to ʻYesʼ.  Keep Private: Switching this to “Prevent”.. ensures that the recipient of the notification cannot print, forward nor copy the notification to the clipboard,  View Icon Number: By selecting a view icon number, the notification is sent and a view icon displayed in the recipientʼs inbox. This is useful in differentiating system created mail messages or messages that require urgent attention from other email messages.  Subject line - Enter the subject line text that the user receives, with optional tokens to be replaced at run-time. For instance, during this User Create transaction, the token ʻʻ is replaced with the userʼs first name, etc..  Body Text - The text that appears in the body of the mail message. Tokens may be included.  Rich Text Footer. This allows rich text (formatted text, graphics, tables, file attachments, etc) to be appended to the bottom of this particular notification profile. Note that you may also append a rich text footer to the bottom of ALL notification messages by defining one in the Configuration Profile. 5.12. Configuring Agent Trigger Profiles To trigger your own agents from any process within FirM,  Navigate to the System Profiles configuration tab, and select “System Agent Trigger Profiles.  Click on “Create a new Profile”  Select the transaction or “trigger” that you wish to act upon FirM Administration Manual v3.0 © 2009 HADSL 7 C O N F I G U R I N G S Y S T E M P R O F I L E S  Select the trigger type – “Success” means that the transaction was successful.  Enter the name of your database  Enter the name of your agent. FirM Administration Manual v3.0 PA G E 45 O F 145 © 2009 HADSL 8 C R E AT I N G A N E W R E Q U E S T PA G E 46 O F 145 6. Creating a new Request FirM allows you to create requests on a one-by-one basis, and allows the creation of multiple requests for particular transactions. 6.1. Creating a single request To create a single request:  Open the request processing database, and click on the “New Request” button. A new frameset will open, allowing the requester to create a request in the top pane, whilst still being able to see the existing requests in the bottom pane.  A dialog box will appear, inviting you to click on the “Forward” button.  A “Checking security settings” dialogue will appear for a few seconds. At this point in time, FirM is establishing (by looking up all FirM profiles) precisely which transactions this particular requester may be able to see.  The requester will then need to select the type of management request they want to create. This can be done by selecting the option from the drop-down menu.  The requester then chooses one request type, and clicks on “Forward”.  At this point, the requester is led through the construction of the selected transaction. 6.2. Creating Bulk requests In order to create multiple requests of the same transaction type (“Bulk Requests”), open the FirM request processor database, and click on “New Bulk Request”  A dialogue box will appear inviting you to click on “Forward”  At this point, the current requesterʼs security information is being evaluated.  The requester can then select a particular transaction type. Not all transaction types are available, as some transactions require more information than a username to proceed. (Note that all transaction types can be imported from a CSV file. See the chapter entitled “Importing transactions using CSV” on page 131).   The requester may now select one or more names to perform the selected transaction on, by entering them (or copy+Pasting them), selecting from a directory and so forth.  All of the names entered are then validated against the directory to ensure that they exist. The list of Accepted and Rejected users is now shown.  The requester may now be prompted for a profile name for this particular transaction. In this case, the requester has been prompted for a “Delete User” profile name.   Depending on the profile, the requester may be prompted to defer this transaction. The transaction is now performed against all selected users and a status for each selected user is displayed. 6.3. Importing Transactions using CSV FirM allows transactions to be imported via a CSV file. This is of value where a large number of changes need to be performed in a short period of time. 6.3.1. CSV File Overview A CSV (Comma Separated File) is a text file,  Where each data row is on a separate line  Where each item of data is separated with a comma  Where strings which may contain commas are surrounded by double inverted comma quotes  Where the first line defines the field names contained in the file. For example, a very simple CSV file might look like: Name,address,postcode,phone number “Joe Bloggs”, “1 The Penthouse, Anytown, England”, “PE1”, 0555-555-5555 FirM Administration Manual v3.0 © 2009 HADSL 8 C R E AT I N G A N E W R E Q U E S T PA G E 47 O F 145 The fields “Name”, “Address”, “Postcode”, “Phone Number” are defined in the top line, and the file contains one record for “Joe Bloggs”. The simplest way to generate a CSV file is to use a spreadsheet, laying out columns and rows to mimic this: You can then save the spreadsheet as a CSV file. In most packages, “File”, “Save As” offers a CSV file format: 6.3.2. Importing Transactions Using CSV FirM imports one CSV file at a time. This file may contain one or more transactions, and transactions need not be of the same type. In order to import a CSV file, select “Tools”, and then choose the “Import” Tab, and the “CSV” Subtab: FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D PA G E 48 O F 145 7. FirM Domino User Transactions 7.1. Common Tab - Authorisation The FirM Domino User Transaction Profiles all share a common “Authorisation” tab. This tab allows you to set:  Who can request a transaction using this profile  Who can authorise a transaction created using this profile  Which group of users can be acted upon. The contains the following data items: Tab Field Explanation Requesters Users Self Request If this is set to YES, then any user can request this transation be applied themselves. No requesters are required, and this transaction is only visible on the web client. Requesters A list of people who are allowed to request this transaction. Names such as */Acme, groups and specific user names may be used Authorisation Method Use List of Authorisers Below” means use the authorisors field. Some transactions may allow user self-service, or for the manager field in the target user document to be used. Authorisors Authorisers tab controls who may authorise transactions created using this profile. Authorisors Names such as */Acme, groups and specific user names may be used Should the requester appear in both tabs (either explicitly named or by virtue of group membership), then the transaction is deemed immediately authorised and then processed. Separate You may enforce separate requesters and authorisers to override this behaviour in more secure circumstances. Should this be set to “Separate Requester and Authoriser”, then a new Authoriser is required regardless of the requesters appearance in this tab. Notification Who shall be Notified A list of users or groups who shall recieve a mail message when the request is complete. Manage Users Users Managed by this Profile A list of name masks defining users to be managed by this profile. This allows certain profiles to be only applied against certain users. Defer Allow requesters to defer requests If this is set to NO, then the requesters may not defer requests created using this profile. Default days to defer request The default value of days that this request will be defered by. The requester may override this. Default Deferred request time The default time at which this process will be executed at. The requester may override this. FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D PA G E 49 O F 145 Tab Field Explanation Chain Chained Transactions A list of zero or more ʻChained Transactionʼ documents. If the request is successful, then each chained transaction is processed and may create more transactions based on the current transactions run-time values. This allows complex sequences of transactions to be constructed. Console Console Commands A list of zero or more ʻConsole Commandʼ documents. If the request is successful, then each console command is processed, allowing run-time information to be used and sent as a console command to other servers. This feature was introduced to allow the automatic creation of QuickR personal folders when new users are created, and for the folders to be removed when the user is deleted. MC Marvel Client Commands This allows zero or more Marvel Client configuration commands to be processed if this request is successful. 7.2. Name Construction and Token Replacement A common method used throughout FirM is the ability to construct run-time information – such as the users new Internet address – by using a token replacement language. For instance, to specify the Lotus Notes “ShortName” field, you may use: Which is translated at run-time to the users first name first initial, plus the users last name. A list of relevant keywords are available beside relevant fields by clicking on the “Keyword” button adjacent to the field. In some instances, in order to ensure uniqueness, it is necessary to introduce a sequential number at the end of a name field. For instance, using the rules above, the first John Smith's shortname might be “Jsmith001” and the second might be “Jsmith002”. Three special keywords exist within the token processing system to cater for this:  - this generates a one-digit unique number – between 1 and 9  - this generates a two-digit unique number – between 01 and 99  - this generates a three-digit unique number – between 001 and 999 If these keywords are used in name fields, then the suggested name is attempted with an increasing number sequence until uniqueness is ensured. 7.2.1. Unique Number Tokens The unique number tokens are added to the name field being constructed, and then the potential name is then tested against the Domino Directory and the Deleted User Repository. For instance, if the short name field contains “,” and the user “John Smith” is being created, then the system will construct “Jsmith01” and test for uniqueness. If it is not unique, it will then increment the number and continue to test uniqueness until the name is unique. This means that user “John Smith” might have short name “Jsmith01”, and Barney Stone might have short name “BStone01”, and so forth. It is important to note that this name uniqueness and unique number tokens is only available on the four names fields – ShortName, FullName, Internet Address and Alternative Language Name. Fields such as Mail File Name or Cluster File Name do not test for uniqueness. 7.2.2. Field Replacement Tokens You can also use the Token Replacement system to pull in any fieldname from the current user document. For instance, during a user delete, you can use <=Manager> to pull in the field 'Manager' from the current person document. FirM Administration Manual v3.0 © 2009 HADSL PA G E 50 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D 7.3. User Create User create allows a Requester to create a user in a FirM-registered Domino Directory. Details relating to the notification of completion of this transaction are stored in the User Create profile documents. 7.3.1. Walkthrough of transaction To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻUser Createʼ. The requester may be prompted for some or all of the following data items: Prompt Explanation Example Profile The user is being prompted to select one user Create Profile from the list of profiles available to him New Accounts user in Bracknell Location Profile Each of these profile types may be set in the User Create profile document. If more than one of each type is selected, then the requester is asked to choose which particular profile is most appropriate for this operation. Dublin Certifier Profile ID Profile Company Profile /Acme Staff Acme Country Profile UK Business Group Profile Accounting AD User Create Profile AD User in Bracknell BlackBerry Provision Profile BlackBerry user in Dublin First Name Middle Initials Last Name Short Name Enter a valid name component for this user. This name is checked against name validation rules to ensure that it conforms to the global system configuration Name Validation rules set by the administrator. The Shortname component can be automatically generated in which case it is not visible to the requester. John A Smith JSmith101 Each of these three name values is compared against validation rules in the System Configuration profile. If the names pass validation rules, then the Domino Directories are checked for uniqueness. If any name fails, the Requester is informed and invited to re-enter them. Alternate Name A non-ASCII version of the users name. This is enabled on the User Create profile by enabling Alternate Name support. ID Recipients A list of people who will receive the users new ID File and Password. Depending on the profile, this may be a fixed field (in which case the requester can only see the recipient) or can select recipients. FirM Administration Manual v3.0 © 2009 HADSL PA G E 51 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D Prompt Explanation A list of people who will receive the users new ID File and Password. Depending on the profile, this may be a fixed field (in which case the requester can only see the recipient) or can select recipients. Example Optional Groups The requester is prompted to select one or more groups from a fixed list, or from the Domino directory. The new user is then added to these groups Accounts in Bracknell Clone User This allows the requester to select another user in the Directory. The new user will be added to all groups that the selected clone user belongs to, along with all other groups from all selected profiles Joe Bloggs/Acme Optional OU The profile document may allow the requester to enter an optional OU for this new user. Purchase Ledger Defer Processing The profile document may allow the requester to defer processing on this transaction to some point in the future, if approprate. Enter a date and time for this transaction to initiate processing. Other Prompts The profile may prompt the requester for more information, which will ultimately be added to the newly created users person document in the directory. Password Recipients 7.3.2. FirM Processing The Requester of the transaction will be compared against the Requester and Administrators fields in the User Create profile. (See “User Create Profile” on Page 73). If the Requester is not allowed to submit this request then it will fail. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor makes exhaustive checks to ensure that the user names requested (Notes Full Name, Short name, Internet Name and common name - all are configurable in the System Configuration Profile) are unique across all domains managed by FirM. The Requester then constructs the user ID in the home FirM directory (irrespective of target domain) - and then moves that record to the correct domain. (This is a notes limitation). Any static or dynamic ʻfieldsʼ specified in the User Create profile, or any of the six system Profiles (ID, Location, Certifier, Company, Country or Business Unit) is also applied, replacing ʻtokensʼ with run-time variables as necessary. The userʼs Notes ID (if requested by the ID profile) and the userʼs initial password are stored in the encrypted User ID repository and the Password Repository. A UUP (Resend User ID and Password) request is constructed which will mail the userʼs Notes ID (if created) and their password to the ID and Password recipients listed in the initial request. Zero or more group manage member requests are created to add the user to groups specified in the User Create profile, and any of the six system profiles (ID, Location, Certifier, Company, Country or Business Unit) is also applied, replacing ʻtokensʼ with run-time variables as necessary Using the User Create profile, the correct Location profile is examined to establish the target server. If more than one target mail server is listed, the target server with the fewest users (according to the Domino Directory) is used as the target server (load balancing). The usersʼ primary replica mail file path is then constructed, together with the cluster mail file if this has been specified. Otherwise the cluster mail file name will be the same as the primary replica mail file path. FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D PA G E 52 O F 145 An Admin4 request is then issued to create the userʼs primary replica database:  On the correct target server  Using the template name, quota and trigger level specified in the ID profile  Adding the user's name to the mail file ACL at the level specified in the ID profile. If a cluster replica mail file/s is/are specified in the ID profile, and the server is part of a Domino cluster (again, established from the Domino directory), then an Extended AdminP request is constructed, which:  Replicates to the userʼs primary mail server, and waits until the userʼs mail file has been created by AdminP  Creates one or more AdminP requests creating the mail file replica on the other cluster mates as governed by AdminP Once processing has completed then any people specified within the Notification list for the relevant group profile will be sent an email telling them that the group has been created. If the System ID profile dictates Roaming and/or Password digest operations, sub transactions will be created to perform these tasks. The request will remain in the state ʻPending Sub transactionʼ until the AdminP requests and the Extended AdminP Requests have completed. It will then progress to ʻCompleteʼ. As with all FirM requests, logging information at every stage is created in the Log Database, Audit trail records are created in the Audit Database, and Billing information is created in the Billing Database. A welcome message (defined in System Notification profiles, with a name of “UCR-Welcome” will be mailed to the user. 7.3.3. Internet Address Profiles The FirM User Create process can be set to use one of two methods for assigning Internet mail addresses to users - “Simple Internet Address” and “Internet Address Profiles”. The Simple Internet Address method calculates a single mail address for the user and sets the new user's Internet Address field in their person document. This is useful if your organisation has only a single Internet domain for mail addressing. If, however, you have multiple Internet mail domains then Internet Address profiles allow much more flexibility in assigning these addresses to users. 7.3.4. User Create Profile The User Create profile document enables the FirM Administrator to define how FirM Requesters are able to create users and defines the following data fields: Tab Sub-Tab Name Field Explanation Profile Name The name of this profile. The User Profile Name is used within FirM as a reference, and can be any text string. It is recommended that this name is appropriate to the corporate context in which it will be used so that FirM Requesters may readily identify the User Profile they need. Fields and Groups Description A textual description for this profile, visible only to administrators Field Definitions Field Settings This defines values to set in person document fields, as well as dynamic fields which prompt the requester at run-time. Mandatory Groups Default Groups Zero or more Domino groups which the new user will be added to. Each group addition is handled in the same manner as a normal Group Manage Members request, and will therefore honour any instructions on that group policy – such as requesting permission from the Group Owner. FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D Tab Sub-Tab Field Explanation Allow user Cloning If set to yes, the requester will be prompted for the name of a user to clone. That is, the newly created user will be added to all groups that the selected ʻcloneʼ user is already a member of. Each group addition is handled in the same manner as a normal Group Manage Members request, and will therefore honour any instructions on that group policy – such as requesting permission from the Group Owner. Allow Optional Groups If set to Yes, the requster will be prompted to add the new user to optional groups Each group addition is handled in the same manner as a normal Group Manage Members request, and will therefore honour any instructions on that group policy – such as requesting permission from the Group Owner. Limit optional groups If set to No, then the requester may choose any group from the directory. If set to yes, then the requester is only shown the list of groups defined in the profile Optional Groups A list of Domino Groups which the requester may add the newly created user to Termination Groups Enable User Profile This allows name-reuse in that the new user name is automatically ʻenabledʼ - that is, their name is removed from the terminations group. Select a User Enable profile in this field to enable this feature. Full Name Notes Domain Select (from a list) the relevant Lotus Domino domain that the new user will be created in. These values are retrieved from the Global Configuration Profile Notes Name A list of tokens which help define how the Notes Full Name is defined. Use the adjacent ʻKeywordsʼ Button to browse available run-time keywords to use. Alternate Name Support This enables the Lotus Domino Alternate Name support, filling in the users ʻAlternate Nameʼ in their person document with non-ASCII versions of their names. Generate Short Name If set to Yes, allow FirM to generate the users ShortName value using the rules defined below. If set to No, will prompt the requester at run-time. Define Short Name A list of tokens which help define how the Notes ShortName is defined. Use the adjacent ʻKeywordsʼ Button to browse available run-time keywords to use. Alternate ShortName Rules If the first rule results in a non-unique shortaname, then the optional Alternate ShortName field is used. If this is unsuccessful, then the request fails. Translate Short Name This allows the shortname to be transated to lowercase, uppercase, or Propercase. Optional OU This allows the administrator to define how Optional OUʼs are handled for this profile. use this OU If a mandatory OU is set then the value in this field is used as the optional OU component Optional Groups Names and Domains PA G E 53 O F 145 Short Name Optional OU Handling FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D Tab Sub-Tab Internet Naming Internet Profiles FirM Administration Manual v3.0 PA G E 54 O F 145 Field Explanation Choose from OU If a list of OUʼs is provided, then the requester will be asked to choose one item from this list. Optional OU is Optional If set to Yes, then the requester is not forced to pick or enter an optional OU field Internet Addres Profiles If this is set to ʻUse Simple Internet Address Specificaitonʼ then the new user will have a single internet address set, using the rules defined on this tab. Otherwise, the internet address profile scheme will be used. Character Translation Decide how various characters are to be translated when generating internet address values. The apostrophe replacement, space replacement and translation fields are common to both Simple and Internet Address Profile options. Use these to define the translations that are applied to the final calculated Internet addresses. Internet Address Define the users simple Internet Address using tokens (availble by pressing the adjacent ʻKeywordʼ button) Alternate Internet Address If the Internet Address does not result in a unique internet address, attempt to generate an internet address using this rule instead. If this still fails, then the transction will fail. Internet Domain The Internet Domain used to create this users simple Internet address Allowed Profiles First, use the Allowable Profiles field to select the Internet Address Profiles that are to be enabled for this User Create profile. Outbound Internet Address Next, specify whether you want the outbound address to be calculated and applied automatically, or whether there should be a selection displayed to the requester at request creation time. If you apply the address automatically, then you must select an outbound profile from the list in the Outbound Internet Address field. Inbound Address Field If you want to enable additional inbound Internet Addresses, then specify a person document field name in the “Inbound field name” field. If this field is left blank then it will default to using the “FullName” field. Always add Outbound address to Inbound field The “Always add Outbound address to Inbound field” will ensure, if enabled, that the user's Internet address is always added to the inbound field. Use this, for instance, to make sure that user's Internet address always appears in the FullName field. Mandatory or Optional Finally, use the “Mandatory or Optional” field to determine how additional inbound Internet addresses are assigned. You can set the profile so that additional addresses are never added, that all additional addresses are automatically calculated and added, or to allow the requester to select which addresses should be added at request creation time. © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D Tab SubProfiles PA G E 55 O F 145 Sub-Tab Field Explanation Mail File Naming Compute Mail File This allows the use of @Formula to define which primary and secondary mail file database name should be used for this user. The first item on the text list returned defines the primary mail file name, and the second item on the list defines the cluster mail file name if different. Mail File Name You define the file name that the new users mail file will have using tokens, available by pressing the adjacent ʻKeywordsʼ Button. Translate Mail File Name Apply any case-translations to the mail file name, such as setting it all to lowercase. Cluster Mail File Name You define the file name that the new users cluster file will have using tokens, available by pressing the adjacent ʻKeywordsʼ Button. If this is blank the same name as the mail file will be used. Translate Cluster Mail File Name Apply any case-translations to the cluster mail file name, such as setting it all to lowercase. ID ID Types Choose one or more ID profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at run-time. At least one must be chosen. Locations Locations Choose one or more Location profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. At least one must be chosen. Certifiers Certifiers Choose one or more Certifier profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. At least one must be chosen. Companies Companies Choose one or more Company profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. Countries Countries Choose one or more Country profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. Business Groups Business Groups Choose one or more Business Group profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. Active Directory Active Directory Profile Choose one or more Active Directory profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. At least one must be chosen. If one or more is selected, then an Active Directory User Create transaction will be automatically created when this Domino User Create transaction is successful. FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D Tab Sub-Tab BlackBerry PA G E 56 O F 145 Field Explanation Set AD Login Name Use Tokens (available from the adjacent Keywords button) to select tokens to construct the users Active Directory login name. BlackBerry Profile Choose one or more BlackBerry profiles to use whilst creating new users. If more than one profile is checked, the requester will be asked to choose between them at runtime. If one or more is selected, then BlackBerry Handset Provision transaction will be automatically created when this Domino User Create transaction is successful. ID & Password ID Files Passswords 7.3.5. ID Distribution Choose how the ID file will be distributed from the ID repository. ID Mail Recipients Choose how the recipients of the ID file mail message are set - either set using the profile or chosen at run-time. Password Distribution Choose whether the new usersʼ notes Password is distrubuted when the user is created. Password Mail Recipients Choose how the list of people to receive the users Password is constructed. User Create CSV Definition The following fields are defined in the CSV interface for this transaction. Header Field Mandatory Comments Transaction Yes This should always be “UCR” TransactionProfile Yes A User Create profile defined in FirM NewFirstName Yes The new usersʼ first name NewMiddleInitials Depends on UCR Profile Yes The new usersʼ middle initials field NewLastName BusinessGroupProfile CertifierProfile CompanyProfile CountryProfile IDProfile LocationProfile IDRecipients PasswordRecipients AlternateName The new usersʼ Last or Family name See Note Below The name of the Business Group profile to be used during this user creation. See Note Below The name of the Certifier profile to be used during this user creation. See Note Below The name of the Company profile to be used during this user creation. See Note Below The name of the Country profile to be used during this user creation. See Note Below The name of the ID Profile to be used during this user creation. See Note Below The name of the Location profile to be used during this user creation. Yes One or more users who shall receive the ID file created for this user. Separate multiple recipients with the semi-colon (“;”) character. Yes One or more users who shall receive the password automatically created for this user. Separate multiple recipients with the semi-colon (“;”) character. No A users Alternate Name. If a particular User Create profile only allows one Business Group Profile, for instance, it need not be specificed in the CSV file import. An example CSV file for a User Create Transaction would look like: FirM Administration Manual v3.0 © 2009 HADSL PA G E 57 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D Transaction, TransactionProfile, NewFirstName, NewMiddleInitials, NewLastName, BusinessGroupProfile, CertifierProfile, CompanyProfile, CountryProfile, IDProfile, LocationProfile, IDRecipients, PasswordRecipients “UCR, “Default UCR Profile”, “Joe”, “”, “Bloggs”, “Business Group Profile Name”, “Certifier Profile Name”, “Company Profile Name”, “Country Profile Name”, “ID Profile Name”, “Location Profile Name”, “My IT Support/MyCo”, “My Boss/MyCo” 7.4. User Cross-Certify The User Cross-Certify transaction allows a requester to cross-certify a user with a new Notes Hierarchy. Details relating to the notification of completion of this transaction are stored in the User Cross-Certify Profile. 7.4.1. Walkthrough of transaction To create a new request, select ʻNew Requestʼ, ʻUser Cross-Certifyʼ The requester may be prompted for some or all of the following data items: Prompt Explanation Profile The user is being prompted to select the relevant user Cross Certify Profile from the list of profiles available to him User Name The target user against which you wish to apply this transaction 7.4.2. Example Fred Bloggs/Acme FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the User Cross-Certify Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then find the userʼs latest Safe-ID stored in the repository, and then apply a Cross-Certificate operation against that and the new Hierarchy defined in the Profile document. Once processing has completed then any people specified within the Notification list defined in the User Cross Certify Profile will be sent an email telling them that the request has succeeded. 7.4.3. User Cross-Certify Profile The User Cross-Certify profile allows the administrator to define who can request that a target user has their user ID cross-certified with another hierarchy. Tab Field Explanation Details Profile Name The Name of this profile Description A textual description of this profile viewable only by Administrators Certifier Profile The name of the certifier to cross certify target users against. ID Profile Define the ID profile to be used in order to calculate how long the Cross-certification is valid for. 7.4.4. User Cross Certify Definition Header Text Mandatory Comments Transaction Yes URCC TransactionProfile Yes A User Cross Certify profile defined in FirM FirM Administration Manual v3.0 © 2009 HADSL PA G E 58 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D UserName Yes A fully hierarchical name identifying the user for this transaction 7.5. User Modify Allows a user to modify details on a person record in a FirM-registered Domino Directory. Details relating to the notification of completion of this transaction are stored in the User Modification profile. 7.5.1. Walkthrough of transaction To create a new request, select ʻNew Requestʼ, ʻUser Modifyʼ. The requester may be prompted for some or all of the following data items: Prompt Explanation Example Profile The user is being prompted to select the relevant user Modify Profile from the list of profiles available to him Update Telephone Number User Name The target user against which you wish to apply this transaction Fred Bloggs/Acme Other Prompts The profile may prompt the requester for more information, which will ultimately be added to the newly created users person document in the directory. 7.5.2. FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the User Modification profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then updates the person document identified in the request with the information entered by the user. Once processing has completed then any people specified within the Notification list defined in the User Modification profile will be sent an email telling them that the group has been created. 7.5.3. User Modify Profile A User Modify Profile allows you to define exactly what fields on a target users “person” document you wish to allow modification to, and define who should be allowed to request transactions of this type. Tab Field Explanation Details Profile Name The Name of this profile Description A textual description of this profile viewable only by Administrators Fields One or more field defintions. Dynamic fields - information prompted for at run-time - can be used by clicking on the Dynamic Fields button. Fields 7.6. User Disable The User Disable transaction allows a requester to disable a user in a FirM-registered Domino Directory. The user is disabled by adding their name to the relevant “terminations” group in the Domino Directory. Details relating to the notification of completion of this transaction are stored in the User Disable Profile. 7.6.1. Walkthrough of transaction To create new request, select ʻNew Request”, ʻUser Disableʼ. FirM Administration Manual v3.0 © 2009 HADSL PA G E 59 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D The requester may be prompted for some or all of the following data items: Prompt Explanation Profile The user is being prompted to select the relevant user Disable Profile from the list of profiles available to him User Name The target user against which you wish to apply this transaction 7.6.2. Example Fred Bloggs/Acme FirM Processing The Requester of the transaction will be compared against the User Disable Profile Requesters and Administrators field. If the Requester is not allowed to submit this request then it will fail. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor will now add the user to the deny-access group defined in the System Settings - Directories tab. Once processing has completed then any people specified within the Notification list for the relevant User Disable Profile will be sent an email telling them that the request has succeeded. 7.6.3. User Disable Profile The User Disable profile specifies how a particular user should be disabled from the environment and who should be allowed to disable users. Tab Field Explanation Details Profile Name The Name of this profile Description A textual description of this profile viewable only by Administrators Active Directory Profile If defined, the Domino User Disable transation will then generate an Active Directory user Disable transation using this profile. BlackBerry Profile If defined, the Domino User Disable transation will then generate a BlackBerry Disable transation using this profile. Move Person Document to Deleted Users Repository This option moves the person to the deleted users repository when the user is disabled. This means that the user is no longer visible in the Domino directory, nor can authenticate to servers or receive new mail messages. Do NOT use this option when including this disable profile in a User Delete request. 7.6.4. User Disable CSV Definition Header Field Mandatory Comments Transaction Yes Should always be “UDI” TransactionProfile Yes A User Disable profile defined in FirM UserName Yes A fully hierarchical name identifying the user for this transaction An example CSV file for a User Disable transaction would look like: Transaction, TransactionProfile, UserName “UDI, “Default UDI Profile”, “Joe Bloggs/MyCo” FirM Administration Manual v3.0 © 2009 HADSL PA G E 60 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D 7.7. User Enable Allows a user to request a user to be enabled in a FirM-registered Domino Directory. The user is enabled by removing their name from the relevant “terminations” group in the Domino Directory. 7.7.1. Walkthrough of transaction To create a new request, select ʻNew Requestʼ, ʻUser Enableʼ. The requester may be prompted for some or all of the following data items: Prompt Explanation User Enable Profile The user is being prompted to select the relevant user Enable Profile from the list of profiles available to him User Name The target user against which you wish to apply this transaction 7.7.2. Example Fred Bloggs/Acme FirM Processing The Requester of the transaction will be compared against the User Enable Profile Requesters and Administrators field. If the Requester is not allowed to submit this request then it will fail. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor will now add the user from the deny-access group defined in the System Settings - Directories tab for the userʼs domain. Once processing has completed then any people specified within the Notification list for the relevant User Enable profile will be sent an email telling them that the request has succeeded. 7.7.3. User Enable Profile Tab Field Explanation Details Profile Name The Name of this profile Description A textual description of this profile viewable only by Administrators Active Directory Profile If defined, the Domino User Enable transation will then generate an Active Directory user Enable transation using this profile. BlackBerry Profile If defined, the Domino User Enable transation will then generate a BlackBerry Enable transation using this profile. Allow re-enable from Deleted Users Reposiitory This option moves the person from the deleted users repository back into the domino directory when the user is enabled. 7.7.4. User Enable CSV Definition Header Field Mandatory Comments Transaction Yes Should always be “UEN” TransactionProfile Yes A User Enable profile defined in FirM UserName Yes A fully hierarchical name identifying the user for this transaction An example CSV file for a User Enable transaction would look like: Transaction, TransactionProfile, UserName “UEN, “Default UEN Profile”, “Joe Bloggs/MyCo” FirM Administration Manual v3.0 © 2009 HADSL PA G E 61 O F 145 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D 7.8. User Delete The User Delete transaction allows Requester to request deletion of a user in a FirM-registered Domino Directory. Details relating to the notification of completion of this transaction are stored in the User Delete Profile 7.8.1. Walkthrough of transaction To create a new request, select ʻNew Requestʼ, ʻUser Deleteʼ. The requester may be prompted for some or all of the following data items: Prompt Explanation Profile The user is being prompted to select the relevant user Delete Profile from the list of profiles available to him User Name The target user against which you wish to apply this transaction Deletion Date The day on which this user should be deleted from the directory. This allows the requester to delete this user in the future. Data Owner The profile can specify that another user -the Data Owner - can be owner of the deleted users mail file for a short period of time. 7.8.2. Example Fred Bloggs/Acme FirM Processing The Requester of the transaction will be compared against the Requesters and Authorisers in the User Delete Profile. If the Requester is not allowed to submit this request then it will fail. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. 7.8.3. Initial processing phase – immediate The list of groups that this user is a member of is enumerated, and listed to the UDE request. A ʻDisable Userʼ request is immediate processed for this user, using the Disable User Profile name defined in the User Delete Profile. This in turn generates a Group Manage Members sub-transaction, which then places the user name in the relevant deny-access group (defined by domain membership in the System Configuration Directories pane). If the profile option to hide the person document with readerfields has been enabled, then a readers field will be created on the person document and populated with the list of usernames provided in the profile. This will prevent the person from appearing in mail addressing and other name dialogs. If a ʻdata ownerʼ has been defined, the data owner is informed that he has access to the userʼs mail file. A mail message is sent using the notification profile UDE-DDONotify. A ʻSystem ACLʼ Extended AdminP Process is spawned to grant the Data Owner access to the userʼs mailfile. The ACL entry is by default set to ʻREADERʼ. The ACL for the userʼs mailfile will be updated in order to change the ACL level for the DDO. A ʻclass variableʼ called ʻDDOACLLevelʼ allows you to set different Data Owner ACL Levels. In order to change this, edit the class definition for the UDE, go to the ʻClass Settingsʼ tab on the class definition, and ensure that in the ʻClass Settingsʼ section, you create a new line with: ʻDDOACLLevel=ʻ, where is replaced with one of:  Depositor  Reader  Author FirM Administration Manual v3.0 © 2009 HADSL 9 F I R M D O M I N O U S E R T R A N S A C T I O N S E X P L A I N E D  Editor  Designer  Manager PA G E 62 O F 145 (See the section “System Variables Sub-tab” on page 31) If a ʻdata ownerʼ has been defined:  The transaction will defer itself for 30 minutes, and wait until the ʻSystem ACLʼ Extended AdminP transaction is complete, and has been replicated back to the FirM processing server. It will keep repeating this check until the ʻSystem ACLʼ request is complete.  Once the transaction is complete, FirM will then retrieve the users mail file database replica ID from the ACL request, and use it to populate the ʻ/firm/firmrequestprocessor.nsf/InstalFirmAD.html Where you should replace with the name of your FirM Processing server You may have to change the directory name if you have installed FirM in another location.  You will be prompted for a username and password. Please enter the username and password for a Domino user who can access the FirM Request processor.  You will then be presented with an HTML based screen with instructions, and the ability to download and install the Windows AD service. Alternatively, you can navigate (using a notes client) to the Administration 'Tools' section. Choose the 'System Views' tab, then the 'Active Directory' Tab, and finally the 'AD Service Installer' Tab. This will show a view with a document containing the installer for the FirM AD Windows service. This can be detached and coped to target servers. 11.2.3. FirM AD Service Installer Once the installer is started, the following screens are shown: This startup screen confirms the version number of the install package. The latest version of the install package is always included in the latest release of FirM. Click Next to continue. FirM Administration Manual v3.0 © 2009 HADSL 1 5 I N S TA L L I N G & C O N F I G U R I N G A C T I V E D I R E C T O R Y PA G E 97 O F 145 This screen outlines the normal FirM EULA. Click 'I accept the terms of the License Agreement' and then click on Next. The installer now requires your confirmation that you should proceed. Click Next to continue. The service is now installed and configured. If the FirM registry elements do not exist, then the FirM setup application is displayed. See the next section for more information. If you have not installed the .net v2 framework, then an error will be displayed at this stage. Once installation is complete, this screen is displayed. Click on Finish to exit the install package. At this point in time, the FirM AD Service application is installed and running as a service. By default, it installs the service to run under Local Service Authority. FirM Administration Manual v3.0 © 2009 HADSL 1 5 I N S TA L L I N G & C O N F I G U R I N G A C T I V E D I R E C T O R Y 11.2.4. PA G E 98 O F 145 FirM Setup Appliction The FirM setup application is a small .net framework v2 based application which allows you to create or update registry entries used by the FirM AD Service. During installation of the FirM AD service, if the required registry elements do not exist, the setup application is automatically shown. Otherwise, you can run the configuration application manually by clicking on Start, Applications, HADSL, and then FirM AD Setup. When the setup application launches, any existing registry entries are read into the application and displayed. You should then complete this form, and click 'Apply'. In order to construct the web service URL (the last item on the form), you should enter the domino server name, and the database name and location on your FirM Processing Lotus Domino server. Please note that the FirM AD service uses web service calls to the Lotus Domino server in order to retrieve configuration, retrieve outstanding work for that server, and update request information within the FirM processing database. In order to successfully make the web service call, it must call the Lotus Domino server. And as the request information is both confidential and secure, it must use a username and password (which you supply on this form). It is important to realise that this web service call cannot use any form of 'single sign on' cookie in order to authenticate itself. If you were to open the URL for this web service (by clicking the 'Test URL') button, you should be prompted for a username and password using a dialog box. If you see an HTML form with a username and password, then this indicates that the Domino server has been set up to use session authentication. See the next section on how to resolve this. You should fill in the details on the setup application, and click on 'Apply'. This will write the information to the machines registry. If you open the 'regedt32' application on this machine and navigate to the HKEY_LOCAL_MACHINE tree, and select 'Software\hadsl\FirMAD', you should see entries corresponding to the information you keyed into the setup program. Note that the password is encrypted and stored in binary format in the registry. This information is not specific to this server. If you wish to use the same URL, Username and Password for all servers on which you wish to install the FirM AD Service, you can copy these registry elements from this server and apply them to other servers. This makes installation to a large number of servers simpler. The setup application can detect the status of the service, and start or stop the service if required. If you change the values for the server URL or the username/password, then the service should be stopped and restarted, as it only reads these values on startup. FirM Administration Manual v3.0 © 2009 HADSL 1 5 I N S TA L L I N G & C O N F I G U R I N G A C T I V E D I R E C T O R Y 11.2.5. PA G E 99 O F 145 Troubleshooting the FirM AD Service The FirM AD Service writes application logging and error event information to the machines Event log. You can examine the event log and establish whether the service is running properly. The event information is writen the the Application event log. In this example, you can clearly see that the application (named 'FirM AD Effector') is having some issues. The most common error we encounter is that of session-based authentication, instead of username+password basic authentication. Should this be the case, then errors such as “response content type of 'text/html'” will be generated. See the next section to help resolve this issue. If the URL is incorrect – for instance, the server name does not resolve in DNS, or the domino database name is misspelt – then “HTTP Status 404” errors will be generated. When the FirM AD service correctly calls the FirM Processing server and receives a correct response, it will generate a short summary of relevant configuration information. This indicates that the service is working correctly. A common issue we have encountered is that the Event Log fills up (especially if verbose level debugging is enabled). In order to prevent the error 'Event Log Full', you can right click on the 'Application' folder on the left pane and allow the Event Log to overwrite older events. Finally, if the FirM AD Service does not appear to be able to communicate with the Primary FirM Processing Server then check any anti-virus software installed, ensuring that it is not quarantining the service and preventing any network interaction. 11.2.6. Validating the FirM AD Service is correctly configured In order to confirm that the FirM AD Service, we need to confirm that FirM recognises that the server which is calling in has been correctly identified. In this case, we wish to confirm that the server which we have chosen to perform Acive Directory updates has been correctly identified as the server which will perform these updates. Open the FirM Log, and select the view 'Miscelaneous Logs' and then 'By Type'. This then shows a list of all log documents by the request type. Click on View, Collapse All, in order to reduce the view to a list of headings. Navigate down the view to the entry which starts 'Web Service (Configuration) for: ' where is the common name of the server we are checking. Open the twistie, and select the last day, and then the last entry, and open the most recent log entry of this type: Miscellaneous Events: FirM Administration Manual v3.0 © 2009 HADSL 1 5 I N S TA L L I N G & C O N F I G U R I N G A C T I V E D I R E C T O R Y PA G E 100 O F 145 ... 26/09/2008 10:43:47 Web service starting up 26/09/2008 10:43:47 domain: hadsl.local WebService:getRequestsForDomains: Responding to server: DUNVEGAN with 26/09/2008 10:43:47 WebService:getRequestsForDomains: The calling server: DUNVEGAN is defined as the processing server (DUNVEGAN) for this domain: hadsl.local 26/09/2008 10:43:47 domain: hadsl.local WebService:getRequestsForDomains: No outstanding requests for this 26/09/2008 10:43:47 server: DUNVEGAN WebService:getRequestsForDomains: No outstanding requests for this 26/09/2008 10:43:47 servers WebService:getRequestsForDomains: No outstanding requests for all 26/09/2008 10:43:47 WebService:getRequestsForDomains: Finished responding to server: DUNVEGAN with domain: hadsl.local The Log line 'The calling server' (which is in bold in the example above) shows that FirM has correctly identified the calling server (in this case the server 'DUNVEGAN') and domain ('hadsl.local') and has confirmed that this server is the main Processing Server (the server which will perform Active Direcory work in this domain). If your designated server does NOT show this log entry, then please review the Configuration document, Active Directory tab, and confirm that you have correctly entered the server name (as reported in the log document) and the Active Direcory domain (as reported in the log document). 11.2.7. FirM AD Service Authentication In order to perform work within Active Directory, the service itself must be authenticated using some name, and must be allowed to perform changes within AD using that name. By default, the service is installed to use the Local System Account. This means that the service itself authenticates using the name of the Active Directory server on which it is running. This does rely on the server nominated to be the Active Directory manager to be in a secure location. It should be impossible for an unauthorised person to gain access to this machine and install any malicious software. Some sites may choose not to run the service under Local System account authentication. In this case, you may choose to select 'This Account' and enter a different username and password. In either case, it is necessary to ensure that the nominated account – whether its the default Local System account (and therefore the computer object within Active Directory), or another selected account – is able to manage Active Directory objects in your Active Directory forest. This is best done by selecting the container(s) in which your users and groups reside, and delegating control to the computer account or nominated accounts you wish to use. Remember that a windows servers' authentication is worked out when the server logs into the domain – so you will have to reboot the server for it to pick up this new delegated authorisation. One last point to consider. If the service is installed on a MEMBER server within the Active Directory domain, the localService account that the service runs under does NOT have access – by default – to manage users. This permission is granted by default to domain controllers within Active Directory. As you can see there are various levels of convenience versus security. Installing on a domain controller and running as local service requires no additional delegation. Installing on a member service and running as the default local service requires that the computer is delegated the ability to manage users. Lastly, you could override the default local service ID and use a nominated username and password, which will require delegation. FirM Administration Manual v3.0 © 2009 HADSL 1 5 I N S TA L L I N G & C O N F I G U R I N G A C T I V E D I R E C T O R Y 11.2.8. PA G E 101 O F 145 Domino Web Service Authentication The Windows service running on each of the Active Directory servers uses non-session based authentication to securely log into the Domino web service. This means that the URL they use to open the web service cannot use a 'Login Page' to authenticate – it has to use 'Default' Domino authentication, where the user is prompted with a dialog box for their username and password. If you require this server to also support session based users, you may use the Domino 7.x feature 'Internet Sites' to allow users to log in using session-based authentication, whilst also allowing Web Service agents to log in without using session-based authentication. To achieve this:  Enable 'Use Internet Site Documents' on the first page of the server setup document.  Create a new Internet Site document for default usage, and enable session-based authentication   Create a new Internet Site document using a different host name, and disable session-based authentication. Enable in DNS the new hostname, pointing at the same IP address as your Domino server.  Remember to restart your HTTP task to enable these changes. Please examine the Lotus Administration manual on these features if you are unsure of this process. 11.3. Heartbeat Task In normal operation, the FirM AD service will update a document in the FirM Extended AdminP database on the FirM primary server. This document confirms that this component is “alive” and also reports back on disk space characteristics for this file server. This allows us to correctly calculate the most relevant win2k3 file server based on disk space usage to create new users on. To view this heartbeat information, open the FirM Extended AdminP database database, click on “System Profiles”, and select “Server Heartbeat” Lotus Domino Servers hosting the Extended AdminP database are shown with their full Lotus Notes abbreviated names, and win2k3 file servers are shown using their short “common” names. The highlighted entry is a win2k3 file server, and the “status” column shows that the service is running, as well as the last time the service updated this heartbeat record. This is a useful test of the functionality of the service, without having to create any FirM transactions. 11.4. Share Names When the FirM AD service runs, it is passed (from the FirM processor, which calculates the share information based on the FirM AD User Create profile) a directory name of the form: \\\\ Where is the name of the win2k3 file server, the “shareName” is the name of the windows file share hosting all the users directories, and the is the name of the directory we shall create for the user. For instance “\\aphrodite\users\Mike Rodin” indicates the directory “Mike Rodin” in the share “users” on server “Aphrodite”.This means that the share “users” must be created on this file server and point to a valid directory on the server, for the FirM AD to be able to establish what that directory is and then create the subdirectory “Mike Rodin”. FirM Administration Manual v3.0 © 2009 HADSL 1 5 I N S TA L L I N G & C O N F I G U R I N G A C T I V E D I R E C T O R Y PA G E 102 O F 145 11.5. The FirMAD LSX DLL Open the FirM Request Processor database, and select “Tools”. Choose the last tab, ʻSystem Viewsʼ: This shows the FirmAD.dll file held in a Notes Document. The LSX DLL is used by administration clients and requester clients which need to browse the Active Directory tree, or select Active Directory objects. The LSX is installed automatically when the user uses a relevant FirM request for the first time – it is copied to the users data directory. Alternatively, the network administrator can detach this DLL file and arrange to have it copied to each users Lotus Notes Program directory. This may be relevant where users are not allowed to copy DLL files to their machines. FirM Administration Manual v3.0 © 2009 HADSL 1 6 F I R M A D S Y N C H R O N I S AT I O N PA G E 103 O F 145 12. FirM AD Synchronisation FirM can help synchronise Active Directory with Lotus Domino directories. It does this by pulling in active directory object listings – users and groups from particular containers – into a Domino directory. This is then compared with one or more Lotus Domino directories, and synchronisation actions are recommended. These can then be approved if correct, and relevant FirM transactions are then generated. This two-stage approach prevents the synchronisation tool from performing actions which are not well understood or desired. 12.1. Architecture and Workflow The FirM suite contains an Active Directory Synchronisation database (ADSync), which forms the basis for all synchronisation activities. The FirM AD Service (described in previous chapters) pushes in required AD Objects to this database, and these objects are compared to Domino objects. Specifically, the Windows server running the FirM AD Service, and configured as the primary processing server for that AD domain (The server listed on the AD tab of the configuration document) checks to see if it should 'push' the AD directory to the FirM server every time it 'calls in' looking for work. The FirM Web service checks the last time that this server performed a directory synchronisation, and if it is due (or overdue!), will instruct the FirM AD service to start pushing up the AD Directory. This mechanism is controlled by the Configuration document, 'AD tab' and 'AD Synchronisation' sub-tab options. Also, a 'System Variable' is used to record the next time a directory synchronisation event is due for this particular domain. This means that for testing purposes, it is possible to go to 'Tools', 'System Views' and 'System Variables'. You will find a system variable named ADSYNC_ DOMAIN_ where will contain an uppercase-version of the AD domain to be synchronised. It will contain a time/date string such as “26/09/2008 23:00:01 GDT” which can be set to a time in the past. Next time the relevant Windows server FirM AD service calls in for work, it will push up the Active Directory directory.. Once these objects have been pushed to the AD Sync database, they are marked with a status of '0. Awaiting Analysis'. Two further Dominobased agents run comparing the records in the AD Sync database with records in the Lotus Domino directories. The records are then moved from status '0' to other status values, indicating the objects' status. Status are:   01. Domino record not in AD. We have found a person document in the Domino directory that is not linked to an Active Directory object. 02. AD Record not in Domino. We have found an Active Directory person object which is not connected to a Lotus Domino person. FirM Administration Manual v3.0 © 2009 HADSL 1 6 F I R M A D S Y N C H R O N I S AT I O N PA G E 104 O F 145 These objects can then be selected from the view and marked with an action. For instance, we have selected a Domino entry that does not have a corresponding Active Directory object. In this case, we can:  Request syncronisation between these objects. We will be prompted to select an object from the other Directory. We will then link them.  Never synchronise this record. This flags this record as only ever existing in one direcory, and we should remove it from the list of entries we're interested in.  Request deletion of this record. Remove this record (from AD or Domino) as we suspect its an 'orphan' record.  'Request Creation of other object'. If we find a record in AD, this would create a Domino person, and vice-versa. 'Requested Common Name Rename of AD Object'. We have found (and linked) two objects, and we shall make the AD Common name the same as the Domino common Name.   'Requested Common Name Rename of AD Object'. We have found (and linked) two objects, and we shall make the Domino Common name the same as the AD common Name. Once the action has been selected, the record will move in the view to the relevant status. Some actions require more information before they will successfully complete. Specifically, in some cases we have to choose a relevant profile to apply to the new transaction. For instance, if we select an Active Directory object without a corresponding Domino person, and we choose to 'Create other object', the record will move to status '22. Requested creation of other object'. The record will display a a red exclamation mark ('!') should more information be required. If so, edit the document, and you will be prompted for information necessary to complete this transaction. Once one or more records have been marked, we can click on the 'Commit Changes' button on the view. This will analyse all outstanding requests in the database, and create relevant FirM transactions for each request. It then marks the request with the 'refresh' icon to show that a request is in progress. Once the request completes, and the next AD synchronisation operation completes, the records in the AD Sync database are brought up to date. If a deletion was requested, and was successful, the record in the AD Sync database is removed. If two records are 'joined', then the AD Sync database record looks like this. It then generates a transaction in the FirM processing database of type 'System User Update Fields'. This then puts the AD UNID (the AD Object Unique Identifier) into the designated field on the person document. 12.2. Configuration The normal AD configuration (from the previous chapter) should be completed and successfully tested. Once this has been achieved, go to the AD Sync database and open the AD Sync Profiles view. We should then create a new synchronisation profile. FirM Administration Manual v3.0 © 2009 HADSL 1 6 F I R M A D S Y N C H R O N I S AT I O N PA G E 105 O F 145 Firstly, we should choose which AD Domain this profile relates to. We should only have one profile per AD Domain. Choose from the list of AD domains configured in the FirM requester Tools, Configuration, Configuration Document, AD Tab. Then choose one or more containers that you wish to synchronise. Sub-containers are automatically included. Click on the 'Add' Button to view an AD Container browser. (Note that this relies in the LSX discussed in the previous chapter). Select which kind of AD objects you are interested in synchronising. In this case, we've chosen Users and Groups. We then choose the Lotus Domino domain, server and directories which we wish to synchronise with. We then have options to suggest matches based on common name, short name and so forth. One option – 'Common Name – All Domino Names' is useful, as it matches the common part of ALL names defined on the person document. This catches people who have been renamed in one system, but not the other. We then choose whether this is enabled or not. The option to synchronise fields is currently not supported and greyed out. 'Limit Profiles based on' allows you to limit the profiles that are suggested based on the users AD hierarchy. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S PA G E 106 O F 145 13. Active Directory Transactions 13.1. AD User Create AD User create allows a Requester to create a user in Active Directory Details relating to the notification of completion of this transaction are stored in the AD User Create profile documents. 13.1.1. Walkthrough of transaction To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻAD User Createʼ. Prompt Explanation Profile If the requester has the choice of more than one AD User Create transaction profiles, a list of AD User Create profiles. Location Profile Each of these profile types may be set in the AD User Create profile document. If more than one of each type is selected, then the requester is asked to choose which particular profile is most appropriate for this operation. ID Profile Example Dublin Staff Company Profile Acme Country Profile UK Business Group Profile Accounting Container If the requester has been given the ability to choose the AD container for the target user, then the requester may use the AD brower tool to choose the relevant container hadsl.local/ Users First Name Each of these three name values is compared against validation rules in the System Configuration profile. If the names pass validation rules, then the Active Directory is checked for uniqueness. If any name fails, the Requester is informed and invited to re-enter them. Joe Password Recipient One or more people who are to receive an encrypted mail message containing the userʼs password. This is typically the new userʼs immediate manager. Manager Bloggs Dynamic Fields Depending on the settings in the User Create profile, the Requester may be prompted for one or more pieces of ʻdynamicʼ data, which will then be used to update the new userʼs ʻpersonʼ document in the Domino Directory. Middle Intials Last Name 13.1.2. X Bloggs FirM Processing The Requester of the transaction will be compared against the Requester and Administrators fields in the User Create profile. If the Requester is not allowed to submit this request then it will fail. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor makes exhaustive checks to ensure that the user names requested (Login Name, Common Name - all are configurable in the AD User Create Profile) are unique across Active Directory. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S PA G E 107 O F 145 The Requester then constructs the user object in Active Directory, setting all relevant AD Person object fields. Any static or dynamic ʻfieldsʼ specified in the AD User Create profile, is also applied, replacing ʻtokensʼ with run-time variables as necessary. The userʼs initial password is stored in the encrypted Password Repository. A UUP (Resend User ID and Password) request is constructed which will mail the userʼs AD Password to the Password recipients listed in the initial request. Zero or more AD Group Manage Member requests are created to add the user to groups specified in the AD User Create profile. Using the AD User Create profile, the correct Location profile is examined to establish the target file server. If more than one target mail server is listed, the target server with the most amount of percentage free disk space is used as the target server (load balancing).  An external request is then issued to create the userʼs Home and Profile Directories. Once processing has completed then any people specified within the Notification list for the relevant group profile will be sent an email telling them that the group has been created. The request will remain in the state ʻPending Sub transactionʼ until the AdminP requests and the external Requests have completed. It will then progress to ʻCompleteʼ. As with all FirM requests, logging information at every stage is created in the Log Database, Audit trail records are created in the Audit Database, and Billing information is created in the Billing Database. 13.1.3. AD User Create Profile The Active Directory User Create profile allows the definition of Active Directory user create transactions. These transactions create new user objects in your Active Directory environment. Tab Sub-Tab Sub-Sub Tab Name Fields and Groups Property Settings Default Groups Names & Shares Directory Naming FirM Administration Manual v3.0 Container Naming Field Explanation Profile Name The Name of this profile Properties Zero or more attribute specifications. These are similar to the Notes ʻFieldsʼ settings in that tokens and dyanmic field style specifications can be used. However, unlike Domino, these have to be mapped to existing AD Schema property names for the Person object - these can be viewed by clicking the ʻAttributeʼ Button. Care must be taken not to change ʻnameʼ information attributes using this method as these fields will be updated by other AD processes. Allow User Cloning If this is set, then the requester may choose another AD user, and the new AD user will be added to the same AD groups as the selected clone user. Default Groups Zero ore more AD groups that the new user will be added to. Groups can be added by clicking on the ʻSelectʼ button. All AD groups selected will be added to the new user using the selected AD Group Create profile. Generate PreWindows 2000 Login Name If this is not enabled, then the requester will be prompted to enter the users Pre-Windows 2000 login name. Otherwise the definition below will be used. © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S Tab Sub-Tab Sub-Sub Tab Field Explanation Pre-Windows 2000 Login Name A definition using tokens for this name component Generate Common Name If this is not enabled, then the requester will be prompted to enter the users common name. Otherwise the definition below will be used. Common Name A definition using tokens for this name component Generate Display Name If this is not enabled, then the requester will be prompted to enter the users Display login name. Otherwise the definition below will be used. Display Name A definition using tokens for this name component Login/UP Name If this is not enabled, then the requester will be prompted to enter the users login/UP name. Otherwise the definition below will be used. Login/UP Name A definition using tokens for this name component Container The container in which the target user will be created Specify Parent Containers If set to Yes, the requester can specifiy containers outwith the default container Specify subContainers If set to Yes, the requester can specify containers below the default container. Users Home Directory Specify how the users home directory will be created. Its important to include an existing share name in this directory specification. User Owns Directory If set to Yes, the new AD user will be set as the owner of this new folder, otherwise the Administrator will be set as owner. Share Name Share Name If non-blank, then a Windows Share will be created for the new home directory. Rights User Access Level Choose the users rights for the home directory. Set Rights Set zero or more sets of rights for this directory by choosing AD objects (using the ʻSelectʼ button) and appending on the relevant rights flag. Delegate Rights Set zero or more delegated rights for this directory by choosing AD objects (using the ʻSelect button) and appending on the relevant rights flag. AD Tree Navigation Users Directory FirM Administration Manual v3.0 PA G E 108 O F 145 Home Directory © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S Tab Sub-Tab Sub-Sub Tab Field Explanation Home Drive Home Drive If set, this drive specification will be copied to the new users AD attribute for Home drive. Profile Directory Users Profile Directory Specify how the users profile directory will be created. Its important to include an existing share name in this directory specification. User Owns Directory If set to Yes, the new AD user will be set as the owner of this new folder, otherwise the Administrator will be set as owner. Share Name Share Name If non-blank, then a Windows Share will be created for the new profile directory. Rights User Access Level Choose the users rights for the profile directory. Set Rights Set zero or more sets of rights for this directory by choosing AD objects (using the ʻSelectʼ button) and appending on the relevant rights flag. Delegate Rights Set zero or more delegated rights for this directory by choosing AD objects (using the ʻSelect button) and appending on the relevant rights flag. Script File Script File Name You can choose a script profile. This will result in tokens in the script being replaced at run time and the script file sent to the users home drive server. The script will then be ran on the users home server, allowing you to perform other common new user operations. Locations Locations Choose one or more Locations reevant for this profile. Business Groups Business Groups Choose zero or more Business Groups relevant for this profile Companies Companies Choose zero or more Companies relevant for this profile Countries Countries Choose zero or more Countries relevant for this profile ID Types ID Types Choose zero ore more ID Types relevant for this profile Password Distribution Choose how you wish the password for the new AD user to be distributed Profile Directory SubProfiles PA G E 109 O F 145 Password 13.2. AD User Disable AD User Disable create allows a Requester to disable a user in Active Directory. Details relating to the notification of completion of this transaction are stored in the AD User Disable profile documents. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S 13.2.1. Walkthrough of Transaction Prompt Explanation Profile If the requester has the choice of more than one AD User Disable transaction profiles, a list of AD User Disable profiles. User Name Select an existing AD user from the directory using the AD Brower tool 13.2.2. PA G E 110 O F 145 Example hadsl.local/Users/Fred Bloggs FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD User Disable Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then find the selected user within the AD environment, and sets the “Disabled” flag to 'true'. Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.2.3. AD User Disable Profile The Active Directory User disable profile only prompts you to define the name and description. All authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 13.3. AD User Enable AD User Enable create allows a Requester to enable a user in Active Directory. Details relating to the notification of completion of this transaction are stored in the AD User Enable profile documents. 13.3.1. Walkthrough of Transaction Prompt Explanation Profile If the requester has the choice of more than one AD User Enable transaction profiles, a list of AD User Enable profiles. User Name Select an existing AD user from the directory using the AD Brower tool 13.3.2. Example hadsl.local/Users/Fred Bloggs FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD User Enable Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then find the selected user within the AD environment, and sets the “Disabled” flag to 'false'. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S PA G E 111 O F 145 Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.3.3. AD User Enable Profile The Active Directory User enable profile only prompts you to define the name and description. All authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 13.4. AD User Password Reset AD User Password Reset create allows a Requester to reset a user's password in Active Directory. Details relating to the notification of completion of this transaction are stored in the AD User Password Reset profile documents. 13.4.1. Walkthrough of Transaction Prompt Explanation Profile If the requester has the choice of more than one AD User Password Reset transaction profiles, a list of AD User Password Reset profiles. User Name Select an existing AD user from the directory using the AD Brower tool hadsl.local/Users/Fred Bloggs Password The users new password 4^HwCp; 13.4.2. Example FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD User Reset Password Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then find the selected user within the AD environment, and sets the user password to the one specified by the Requester. Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.4.3. AD User Password Reset Profile The Active Directory User Password Reset profile only prompts you to define the name and description. All authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 13.5. AD User Modify AD User Modify allows a Requester to modify a user in Active Directory. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S PA G E 112 O F 145 Details relating to the notification of completion of this transaction are stored in the AD User modify profile documents. 13.5.1. Walkthrough of Transaction Prompt Explanation Profile If the requester has the choice of more than one AD User Modify transaction profiles, a list of AD User Modify profiles. User Name Select an existing AD user from the directory using the AD Brower tool Dynamic Data One or more dynamic fields as defined in the AD User Modify Profile 13.5.2. Example hadsl.local/Users/Fred Bloggs FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD User Modification Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then find the selected user within the AD environment, and modifies the specified attributes to the values selected by the Requester. Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.5.3. AD User Modify Profile The 'Details' tab of Active Directory User Modification profile prompts you to define the name and description. Remember - all authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. Fields The “Fields” tab allows you to define which AD User Object attributes will be updated for the target user. Fields In order to see which AD attributes are available for modification, click on the 'Attribute' Button. A list will be displayed allowing you to select a value. The “Keyword” button pops up a list of keywords available for this transaction. The “Dynamic Field” button allows you to use the dynamic field helper to build one or more prompts for the requester at run-time. Each attribute defined in each prompt will be updated by the AD User Modification transaction. 13.6. AD Group Create AD Group Create allows a Requester to create a group in Active Directory. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S PA G E 113 O F 145 Details relating to the notification of completion of this transaction are stored in the AD Group Create profile documents. 13.6.1. Walkthrough of Transaction Prompt Explanation Profile If the requester has the choice of more than one AD Group Create transaction profiles, a list of AD Group Create profiles. Container The Requester should choose the target container in which this group will be created, if this is allowed by the profile document hadsl.local/Users Group Name The name of the new group Mail Users - Swindon Group Description A description for the new group. This will be visible in Active Directory Users in the Swindon Office Group Type The requester should choose between a security group and a mail distribution group Members Choose zero or more existing AD users to add to this group 13.6.2. Example FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD Group Create Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then ensure that a group of this name does not already exist. It then creates the group in the correct container, and populates the group with all information entered by the Requester. Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.6.3. AD Group Create Profile The 'Details' tab of Active Directory Group Create profile prompts you to define the name and description. Remember - all authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 13.7. AD Group Delete AD Group Delete create allows a Requester to create a delete in Active Directory. Details relating to the notification of completion of this transaction are stored in the AD Group Delete profile documents. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S 13.7.1. Walkthrough of Transaction Prompt Explanation Profile If the requester has the choice of more than one AD Group Delete transaction profiles, a list of AD Group Delete profiles. Group Name Select an existing AD group from the directory using the AD Brower tool 13.7.2. PA G E 114 O F 145 Example hadsl.local/Users/Mail Users Swindon FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD Group Delete Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then ensure that a group of this name already exists. It then removes the group from the Active Directory environment. Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.7.3. AD Group Delete Profile The 'Details' tab of Active Directory Group Delete profile prompts you to define the name and description. Remember - all authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 13.8. AD Group Modify AD Group Modify create allows a Requester to modify a group in Active Directory. Details relating to the notification of completion of this transaction are stored in the AD Group Modify profile documents. 13.8.1. Walkthrough of Transaction Prompt Explanation Example Profile If the requester has the choice of more than one AD Group Modify transaction profiles, a list of AD Group Modify profiles. Group Name Select an existing AD group from the directory using the AD Brower tool Members to Add Select zero or more existing AD users to either add or remove from this group hadsl.local/Users/Mail Users Swindon Members to Remove 13.8.2. FirM Processing The Requester of the transaction will be compared against the list of valid Requesters defined in the AD Group Modification Profile document. If the Requester is not allowed to submit this request then it will fail. A similar check is performed against the Authoriser of the request. FirM Administration Manual v3.0 © 2009 HADSL 1 7 C O N F I G U R I N G A P P L I C AT I O N T R A N S A C T I O N S PA G E 115 O F 145 Processing will check that all relevant information is present in the request. If vital information is missing (this should not be possible) then the request will fail, detailing the reasons for failure in the FirM log and also in the request. The processor then ensure that a group of this name already exists. It then updates the groups attributes to reflect the changes requested. Once processing has completed then any people specified within the Notification list defined in the profile will be sent an email telling them that the request has succeeded. 13.8.3. AD Group Modify Profile The 'Details' tab of Active Directory Group Modification profile prompts you to define the name and description. Remember - all authorisation for this activity is defined using the (common) Authorisation tab. Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. FirM Administration Manual v3.0 © 2009 HADSL 1 9 B L A C K B E R R Y O V E R V I E W PA G E 116 O F 145 14. BlackBerry Overview The BlackBerry component within FirM allows basic management of BlackBerry handsets in your Domino environment. 14.1. Architecture. The FirM BlackBerry interface relies on the BlackBerry Enterprise Server Resource kit (BRK). A copy of this kit has to be installed on the FirM primary (and optionally secondary) processing servers. BES Server Domino BES Server Handset BES Server FirM Primary Processing Server Requests entered in the FirM request processor database are then processed on the FirM primary processing server. This server, once the request has been validated will then make calls to the BlackBerry Resource Kit client executable. This in turn will make network calls to the relevant BlackBerry Enterprise Server on your intranet, and perform the required transactions. From a network perspective, this means that the FirM Processing Server(s) and all BlackBerry Enterprise servers require to be able to communicate with each other, using whatever network protocol is utilised by the BES server. As all BlackBerry components are windows based, this does mean that the FirM Primary and Secondary processing Domino servers also have to be windows based. 14.2. Installing the BlackBerry interface We advise using v4.x or above of the BlackBerry Enterprise Server Resource Kit (BRK). The BRK can be downloaded from: http://www.blackberry.net/support/downloads/resourcekit.shtml 1. Install the tool as directed in the Resource Kit instructions.  You need to install the “BesUserAdminClient” service on the FirM Primary (and optionally secondary) processing servers.  You need to install the “BesUserAdminService” on each of the BES Enterprise servers you wish to manage.  You will be asked to enter a password in the resource kit during the installation. If you are installing the BRK in both the FirM primary and secondary processing servers, ensure that the same password is used. This password will then be lodged in the FirM Password repository using the button on the Configuration Profile form. See page 28 for more information.  If you are installing the BRK on the primary and the secondary FirM processing servers, please install the toolkit to the same location, and enter the full path and executable file into the Configuration Profile – BlackBerry tab. See page 28 for more information. 2. Test that the BRK is functioning by running the “BESUserAdminClient” with a test transaction from the command line. 3. Set the Domino server service to log on using a user account rather than the system logon.  In order that the Domino server application can communicate with the BRK, it is necessary for the Domino service to be started with a user account rather than the system account. 4. Enable the BlackBerry components within the FirM Processing database. See “System Configuration – BlackBerry” on Page 28 for more information. 5. Associate one or more BES servers with each relevant location. See the section “Location Profiles BlackBerry servers tab” on page 34 FirM Administration Manual v3.0 © 2009 HADSL 1 9 B L A C K B E R R Y O V E R V I E W PA G E 117 O F 145 6. Create one or more BlackBerry Profiles. See the section titled “Configuring BlackBerry Transactions” on page 127. 7. Create new FirM requests using these profiles. FirM Administration Manual v3.0 © 2009 HADSL 2 1 B L A C K B E R R Y T R A N S A C T I O N S E X P L A I N E D PA G E 118 O F 145 15. BlackBerry Transactions This section shows the end-user experience and interaction in creating transactions for BlackBerry Transactions. 15.1. Authorisation The Authorisation process for BlackBerry transactions mirror that for Domino User transactions:  A list of potential Requesters are defined on the relevant transaction profile document. Only Requesters listed on that transaction document can create transactions based on that profile.  A list of Authorisers is listed on that transaction. If a requester is also on the list of Authorisers, then the transaction is immediately processed.  A list of name masks is defined on the profile document, showing who this transaction can be applied against, using that users Lotus Notes name. 15.2. BlackBerry Provision BlackBerry Provision allows you to associate a Lotus Domino mail user with a new BlackBerry device. To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻBlackBerry Provisionʼ. Prompt Explanation Example Profile A list of profiles for this transaction if the user has the choice of more than one. User Name Choose a user to provision a BlackBerry handset for. Joe Bloggs At this point, the BlackBerry provision transaction will look up the users home mail server, and try and establish if this home server is associated with a location which has a BlackBerry server associated with it. If not, the requester will be prompted to select another user. If the users home mail server is associated with more than one location, then the requester is prompted to select the location that the user is actually associated with (in order to choose the correct BlackBerry Enterprise server). If the user's mail server is only associated with one location, then that location will be displayed. Activation Password 15.2.1. An activation password is generated, which the requester may optionally override. BlackBerry Provision Profile Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 15.2.2. BlackBerry Provision CSV Defintion Header Text Mandatory Comments Transaction Yes BPR TransactionProfile Yes A BlackBerry Provision profile defined in FirM UserName Yes A fully hierarchical name identifying the user for this transaction Password Yes The users activation Password for Blackberry FirM Administration Manual v3.0 © 2009 HADSL 2 1 B L A C K B E R R Y T R A N S A C T I O N S E X P L A I N E D Location Yes PA G E 119 O F 145 The name of a location (as you have defined within FirM) that the users home server is associated with, and has a BlackBerry server associated with it. 15.3. BlackBerry Enable This transaction enables “Mobile Data Service” for a BlackBerry handset user. This is enabled by default when a new user is created – therefore this transaction is only of value if a BlackBerry handset user has previously been disabled. To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻBlackBerry Enableʼ. Prompt Explanation Profile A list of profiles for this transaction if the user has the choice of more than one. User Name Choose a User from the directory 15.3.1. Example BlackBerry Enable Profile Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 15.3.2. Joe Bloggs BlackBerry Enable Defintion Header Text Mandatory Comments Transaction Yes BEN TransactionProfile Yes A BlackBerry Enable profile defined in FirM UserName Yes A fully hierarchical name identifying the user for this transaction 15.4. BlackBerry Disable This transaction disables “Mobile Data Service” for a BlackBerry handset user. This is of value if a user does not wish to use their BlackBerry handset for a short period of time – say – whilst on vacation. To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻBlackBerry Disableʼ. Prompt Explanation Profile A list of profiles for this transaction if the user has the choice of more than one. User Name Choose a User from the directory 15.4.1. Example BlackBerry Disable Profile Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 15.4.2. Joe Bloggs BlackBerry Disable CSV Defintion Header Text Mandatory FirM Administration Manual v3.0 Comments © 2009 HADSL 2 1 B L A C K B E R R Y T R A N S A C T I O N S E X P L A I N E D PA G E 120 O F 145 Transaction Yes BDI TransactionProfil e UserName Yes A User Cross Certify profile defined in FirM Yes A fully hierarchical name identifying the user for this transaction 15.5. BlackBerry Reset Password This transaction allows a requester to reset the password on a users BlackBerry handset. To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻBlackBerry Reset Passwordʼ. Prompt Explanation Profile A list of profiles for this transaction if the user has the choice of more than one. User Name Choose a User from the directory 15.5.1. Example BlackBerry Reset Password Profile Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. 15.5.2. Joe Bloggs BlackBerry Reset Password CSV Defintion Header Text Mandatory Comments Transaction Yes BRP TransactionProfile Yes A BlackBerry Reset Password profile defined in FirM UserName Yes A fully hierarchical name identifying the user for this transaction Password Yes The users new handset password 15.6. BlackBerry Delete This transaction deletes the association between the BlackBerry server and a Lotus Domino mail user. To create new request, select “New Request” and click forward to the request selection dialog. Now select ʻBlackBerry Deleteʼ. Prompt Explanation Profile A list of profiles for this transaction if the user has the choice of more than one. User Name Choose a User from the directory 15.6.1. Example Joe Bloggs BlackBerry Delete Profile Tab Field Explanation Name Profile Name The Name of this profile Description A description for the profile. FirM Administration Manual v3.0 © 2009 HADSL 2 1 B L A C K B E R R Y T R A N S A C T I O N S E X P L A I N E D 15.6.2. PA G E 121 O F 145 BlackBerry Delete CSV Defintion Header Text Mandatory Transaction Yes BDE TransactionProfil e UserName Yes A User Cross Certify profile defined in FirM Yes A fully hierarchical name identifying the user for this transaction FirM Administration Manual v3.0 Comments © 2009 HADSL 2 3 T H E F I R M A P P L I C AT I O N M O N I T O R PA G E 122 O F 145 16. The FirM Application Monitor The FirM application monitoring suite is a new addition to FirM v2.1. This allows the Administration staff of a Domino environment to track more effectively the application usage throughout the Domino environment. Architecturally, it comprises two databases. These databases should be replicated to each server (and any intermediate server on your replication path) upon which you wish to measure and track application usage. Two scheduled agents exist within this database. These can be enabled via the “Tools, Validation, Scheduled Agents” control panel: 16.1. The Application Monitor Database The Application Monitor database contains:  Summary information on each database instance on every server throughout your environment.  ACL information for each database instance.  ACL Change log information for each application instance.  Optional Template copies of each application Optionally “Design Complexity” information for each application instance.  To open the Application Monitor database, open the database “firmapplicationmontior.nsf” in your FirM directory on the main FirM processing server, or click on the Icon. Double clicking on an Application instance document:. The Details tab shows:  The Application Title  Application Type  Instance status – 0 means “Discovered”  The Application Replica ID  The server that this instance is hosted on.  The File Path of the application instance  Whether the database instance has been removed from the server, and if so, when it was deleted. The “Size” tab shows size information for this instance, and when it was last updated. The “ACL” tab shows all instances of this database. Double clicking on one shows the current ACL of this database: FirM Administration Manual v3.0 © 2009 HADSL 2 3 T H E F I R M A P P L I C AT I O N M O N I T O R PA G E 123 O F 145 This shows a Database current Access Control List, and the time that it was collected The “ACL Log” tab shows all ACL modifications for all instances of this application. The “Instances” tab shows all instances of this database, and current size information for each instance. The “Used By” Tab shows usage information for this database, and allows easy access to the Application Usage database to highlight actual user usage. FirM Administration Manual v3.0 © 2009 HADSL 2 3 T H E F I R M A P P L I C AT I O N M O N I T O R PA G E 124 O F 145 16.2. The Application Usage Database The Application Usage Database contains a combined User Activity record for every single database instance in your environment. This allows the tracking of Application usage for security and maintenance/operational reasons. You can browse the database and open a particular tracking event – this shows application static information such as Title, Replica ID, server, FilePath and file name, as well as event information such as User ID, date & time, reads and writes, transactions and duration. FirM Administration Manual v3.0 © 2009 HADSL 2 4 I M P O R T I N G T R A N S A C T I O N S U S I N G C S V PA G E 125 O F 145 17. FirM Group Monitoring 17.1. Group Monitoring Explained The FirM Group Monitor is designed to tell you if the membership of a critical group was changed without using FirM. For example, if you use FirM to manage the group “High Sensitivity Mailing List” then you will have set up ownership and delegation such that only certain people are authorised to change it's membership. It is possible that somebody has inappropriate access to the Domino Directory and is able to modify the group membership directly, adding themselves to this group in order to be the recipient of sensitive emails. So, the group can be flagged as being monitored, and FirM will alert you to changes of this group's membership that did not occur through FirM, which now gives you assurance that user in the environment cannot silently use round-about means to gain access to the group's mailings. 17.2. Group Monitoring Components There are 4 components to FirM Group Monitoring:  The “Shadow Group Monitoring” agent  The FirM Monitored Group Shadow repository database  Settings within the group's entry in the FirM Group Repository  The “GSR-Group Change” notification profile The Shadow Group Monitoring agent provides the engine that periodically checks groups and issues warnings of changes. This can be configured to run at any periodic interval – hourly, daily, weekly, etc. The FirM Monitored Group Shadow repository database contains reference copies of the groups and their contents. Every time the Shadow Group Monitoring agent runs it checks for monitored groups and creates and deletes these documents as required. If a group's content differs from the contents of it's entry in the shadow repository then the monitor creates and sends a notification, and then updates the membership contents of the shadow repository document so that persistent notifications are not created. The group's entry in the FirM Group Repository contains a check box field that tells the group monitor whether it should check this group for changes or not. Finally, the notification profile is the template that is used by the group monitor when it creates notification. You can tailor this notification to your exact requirements. 17.3. Setting up Group Monitoring The Shadow Group Repository will have been created and configured by the FirM Installer and must have a valid path specified in the FirM Configuration Profile (this is under the “Databases\Group Register” tab). If the Shadow Group Repository database is not present then you will need to download and install the latest version of FirM. Review the text of the notification profile “GSR – Group Change” and change if necessary. By default, the notification is set to mail the “” tag with any warnings – this tag is replaced by the Shadow Group Monitoring engine with the names of the users and groups specified in the FirM Default Administrators setting of the FirM Configuration Profile. Now you must enable the Shadow Group Monitoring agent. Under the Tools Menu select the “Validation” tab, and click on the “Refresh Agent Status” button. (See the subsection called “Validation Tab” in the “Administration Tools” section on page Error: Reference source not found.) Locate the entry for the Shadow Group Monitoring agent and ensure that it is set to run on the correct server – if not, click on the server name and choose the correct server from the displayed list. Finally, enable the agent by clicking on the red diamond. This should change to a green diamond once the agent has been enabled. FirM Administration Manual v3.0 © 2009 HADSL 2 4 I M P O R T I N G T R A N S A C T I O N S U S I N G C S V PA G E 126 O F 145 17.4. Selecting the Groups to Monitor You must manually mark groups that should be monitored by editing their entries in the FirM Group Repository.  Open the firm Group Repository database and select a suitable view to locate the group's entry;  Locate the entry for the group that you want to monitor and double click on it to open the document;  Select the “Details” tab;  Select the check box field “Report unauthorised changes to this group”; and finally Save and close the group entry  See the sub-section titled “Group Registry” in the “FirM Databases” section on page 154 for more information. When the Shadow Group Monitor agent next runs, it will create a shadow entry for this group. Whenever the group membership changes and there is no corresponding FirM Group Manage Members request for the group then it will report that the group has been modified. 17.5. Limitations of Group Monitoring Whenever FirM processes a Group Manage Membership request it will update the group's entry in the FirM Monitored Group Shadow database to reflect the new membership. However, some processes such as the Domino Administration Process will also change group membership for such tasks as user/group deletes and renames. In the current version FirM will report changes made by AdminP as being unauthorised changes. Therefore it is recommended that only sensitive groups are monitored for changes, and that the alert list for modifications is kept fairly small. You may also consider changing the text on the notification profile so that it warns the recipient that the notification may have happened as part of a user delete or rename. In order for FirM Group Monitoring to be able to monitor a group's content, the group must have been imported into FirM for management, or the group must have been created using FirM. It is the action of importing or creating a group that will create the group's entry in the FirM Group Repository. FirM Administration Manual v3.0 © 2009 HADSL 2 6 I D B A C K U P, R E F R E S H A N D E S C R O W PA G E 127 O F 145 18. ID Backup, Refresh and Escrow Within a corporate Lotus Domino environment, user ID file management, recovery and auditability are key security policies. Security within this area should be rigorous and well understood. FirM will automatically enable you to meet a basic requirement of ID file management, which is to keep secure copies of all new user IDs and passwords that are created. However, once these IDs are distributed to the Notes clients and actions such as renames, recertifications, moves, etc are performed against the users there is a problem in that the local Notes workstation copies of the ID files will be updated but not the stored copies. If loss or irrecoverable software failure occurs on the local computers then you need to be able to restore the latest version of the ID files – this is especially important in environments that implement the password checking/digest features of Notes & Domino, or where private encryption keys are used. FirM incorporates two features that will help you to ensure that stored IDs are always kept up to date – ID Backup and ID Escrow. ID Backup is a process that monitors the administration request databases looking for requests that will trigger changes to the users' ID files. The users who are the subject of these requests will then receive an email that will enable them to lodge the updated copy of their ID file and password with FirM. The advantage of this method is that the ID and password combination lodged with FirM is available for immediate use when restoring a workstation. The disadvantage is that it requires user interaction. ID Escrow is a process that will leverage the Password Recovery mechanism within Notes and Domino, and lodge copies of returned IDs in FirM. The advantage of this mechanism is that no user interaction is required. However, the disadvantage is that the IDs recovered are not immediately useable when restoring an end-user workstation, and the password recovery procedure must be performed on the ID prior to use. We recommend that you configure and enable one of these ID maintenance features, but both features must not be enabled simultaneously. 18.1. ID Backup ID Backup is the process that will actively monitor administration requests that modify the user's ID file, send an email the user (requesting that they lodge a backup of their ID and password) and process the returned IDs and passwords so that they are securely stored in FirM's ID and Password repositories. We recommend enabling this process so that it runs on a periodic basis once per day. The process for ID backup is as follows:   ID Backup monitors all Administration Process (AdminP) databases for domains managed by FirM for new requests of type “Rename User”, “Recertify User” and “Update User Password”. When a request is found ID Backup checks for an outstanding request for the user to lodge the password & ID. If no current request is found then an email is sent to the user requesting that they lodge their ID and password. This email contains a rich-text button containing code to return the user's ID and password. A temporary document is created in the Escrow database – this document contains details of the status of the backup request, all matching AdminP requests for this user, number of reminders sent, alternative user names, etc. It has an initial status of “Pending”.  When the end user clicks on the button in the email it will check that they are the mail file owner (this ensures that incorrect IDs cannot be lodged inadvertently by someone using delegation privileges to access a mail file), locate the current ID, ask for the password and then create two return emails – one for the ID file and one for the password. These emails are additionally encrypted (using the public key in the Escrow database mail-in database document), which ensures that IDs and passwords cannot be intercepted at any stage of the mail routing.  ID Backup monitors these returned emails, and will then create encrypted documents in the FirM ID and Password repositories. The email returned from the user is removed, and the temporary backup request document is updated with a “completed” status.  ID Backup also monitors outstanding notifications with a status of “Pending”. If a response has not been received from the user within a set period of time then it will send a reminder to the user – the total number of reminders sent to a user for any outstanding request can be specified in the ID Backup configuration settings. FirM Administration Manual v3.0 © 2009 HADSL 2 6 I D B A C K U P, R E F R E S H A N D E S C R O W  18.1.1. PA G E 128 O F 145 Temporary request documents for Completed backup notifications will be retained for a period of time (in order to prevent repeated requests to back up IDs being triggered by the same AdminP request). After this time they will be removed from the Escrow database. Configuration of ID Backup A few simple steps must be followed to configure and enable ID Backup:  Create a new mail-in database document in your Domino Directory:  The mail-in name must be “escrow”  The domain, server name and file name must point to your copy of the FirM Escrow Agent database  Under the “Administration” tab you will find a section called “Certificates”. You must copy the public key of the FirM Primary Processing Server into the “Notes certified public key” field (the server's public key can be found in the “Certified public key” field under the Administration tab of the server document – this field is only visible for a user with editor or above access, when the document is in edit mode). Note – if the public key is not present in this document then users will be presented with a dialog “this email could not be encrypted – ok to send?” when they click on the button in the backup request email.  Save and close this mail-in database document.  If you are implementing this in a multi-domain environment then you must ensure that this mail-in database is addressable and can receive encrypted emails from all managed domains.  In the FirM Request Processor database, open the Tools menu, click on the “Config” tab and then click on the “Edit the System Configuration” link.   Click on the “Admin Settings” tab, and then the “ID Backup” tab underneath this.  Set the following field values: ■ “AdminP Search Hours” - this sets the number of hours backwards that ID Backup will search for matching AdminP requests. This should be set as a minimum to the number of hours between runs of the ID Backup agent, or the longest replication time from any mail server Admin4.nsf database to the FirM Processing server (whichever is the longer). This setting ensures that new administration requests cannot be missed by successive runs of the ID Backup agent. ■ “Store Retention Hours” - this sets the minimum number of hours that completed temporary backup-request temporary documents will be retained in the FirM Escrow Agent database. Set this value so that it is equal to or greater than the AdminP Search Hours field value. ■ “Reminder Frequency” - this is the number of days that will elapse between users being reminded to back their ID file up (if they have not already responded). This should be set to be a minimum of one day (note – for testing purposes this field can be set to be a negative number. In this case then the reminder frequency will be in minutes, not days). ■ “Maximum number of reminders” - this field should be set so that the user does not continue to receive reminders indefinitely. It sets the maximum number of reminders that will be sent to the user after the initial backup request. ■ “Users to Include” - this is a name-mask field, to enable you to set ID Backup to run for only a specified subset of users in your organisation. Multiple masks can be defined – separate entries with new lines. Full usernames or wildcard entries are acceptable – note that it is NOT possible to specify a group in this name mask field. ■ Save and close the configuration document. Change to the “System Profiles” sub tab of the “Profiles” section of the tools menu.  Select “System Notification Profiles” in the radio button selection  Scroll down through the profiles and locate the “IDB-RequestBackup” profile.  Select the “Rich Text Footer” tab  Right-click on the button contained within the rich text footer field, and choose “Edit Button” from the menu. Note – do not left-click on this button as this will attempt to execute the button code. The lotusscript edit pane will be displayed.  Place your cursor anywhere on a blank line or at the end of a line within the lotusscript code and insert a space. FirM Administration Manual v3.0 © 2009 HADSL 2 6 I D B A C K U P, R E F R E S H A N D E S C R O W  PA G E 129 O F 145  Now click anywhere on the notification profile (except for on the button!) and the lotusscript edit pane will disappear.  Now use the “Tick” button to save and close this notification profile.  The code contained within the button has now been signed with your ID. This should prevent the end users from receiving ECL warnings when they click on the received button. If a different ID is used to distribute code within your environment then use this ID to sign the button code – contact your FirM support representative for help with this step if it is required. Now change to the “Validation” tab on the Administration Tools menu and click on the “Refresh Agent Status” button.  Locate the “Process Incoming Escrow IDs” agent and ensure that this agent is disabled (it should have a red diamond icon against it). If it is currently enabled then this must be disabled before enabling the ID Backup agent – click on the green diamond icon to disable it.  Now locate the “ID Backup” agent and ensure that it is set to run on the FirM primary processing server (this can be changed by clicking on the server name and selecting the server from the address book dialog). Enable the agent for execution by clicking on the red diamond icon. The ID Backup process is now configured for execution. 18.1.2. Monitoring the ID Backup process. The ID backup process can be monitored through the use of the views in the FirM Escrow Agent database. All documents relating to the ID Backup process can be viewed through the links under the “ID Backup” menu section. The “Requests” views show the temporary request documents that are created and updated when new AdminP requests are found by the agents, emails sent to the users and returns processed. The “Returns” views show the ID Backup emails that are generated and returned from users when they click on the button contained within the email. These emails are encrypted with the server's public key, and you will not be able to access either the ID file or the password contained within them. Once they have been processed then they will be deleted from the database. The Identifier that is referred to within these views and documents is the UNID of the originating AdminP request. 18.2. ID Escrow Since Lotus Notes/Domino v6, a “password recovery” mechanism has been built into the core Lotus Notes product. ID Escrow is the alternative mechanism within FirM by which end-user ID files can be captured by leveraging the password recovery mechanism. ID files captured with this mechanism do not require end-user intervention, but they do require password recovery to be performed against them before they can be used to reconstruct a Notes workstation client. This process must not be enabled if you are running the FirM ID Backup procedure – ID Backup should be disabled prior to enabling the ID Escrow process. To install “Password Recovery” in your Lotus Notes environment, open the Lotus Notes Administration Help database, and look for the document entitled “Setting up ID recovery”. The process is:  To open the administration client  Click on the “Configuration” tab  Click on the “Edit Recovery Information” option under “tools” (on the right)  Open your Notes Certifiers  Enter the Certifier password  You will see the Recovery Information Dialog screen:  Enter one or more names in the “Recovery Authorities” FirM Administration Manual v3.0 © 2009 HADSL 2 6 I D B A C K U P, R E F R E S H A N D E S C R O W  PA G E 130 O F 145 Enter a mail-in database name that the modified ID files will be mailed to. We strongly recommend that the Escrow Database is used for this purpose. See the section “Escrow Database” on page 156 for more information. From now on, whenever a client updates their local ID file with their notes client – for instance when they change their password, accept a new name etc. – their ID file will be automatically and (by default) silently mailed in encrypted form to this database. (Lotus Notes v5 also performed this function, but prompted the users for confirmation, resulting in a low success rate). It should be borne in mind that ID's sent back in this manner require to be “recovered” using the Password Recovery mechanism. This method is secure, foolproof, and gives you a complete record of all ID files in use in your environment. This process is the only reliable secure and non-user reliant method of maintaining an up-to-date ID repository. 18.3. The ID Refresh Process The ID refresh process has been added as an optional agent to:   Detect, via the Admin4.nsf database, significant ID file changes, such as rename common name, or move in hierarchy. Find the latest copy of the users ID file in the ID repository, and then refresh that ID+Password pair against the change requests registered in that User's person document in the Domino directory. This means that even through you may not have a physical copy of the users new ID file (it may still be on their workstation), the copy of their ID in the ID repository is kept up-to-date. This process is set to run once per night, and will update each User ID + Password pair only once per change request. To enable this, enable the agent 'Refresh ID Files', using the Administration 'Tools' page, 'Monitoring' tab. This process can be monitored by examining the log database, selecting 'Logs by Type' and choosing logs in the category 'Refresh ID Files'. FirM Administration Manual v3.0 © 2009 HADSL 2 7 U S E R M A I L F I L E Q U O TA M A N A G E M E N T PA G E 131 O F 145 19. User MailFile Quota Management The User MailFile Quota Management system within FirM allows an administrator to delegate User MailFile quota operations to non-technical staff.  The configuration section is outlined in section: “User MailFile Quota Tab” on 26.  The user request is outlined in section: “User MailFile Quota” on page 68.  The user profile is outlined in section: “User MailFile Quota” on page 81 User MailFile Quota Management supports two modes of operation: 19.1. Non-Person Document Update Mode By default, FirM does not update person documents in your directory to indicate current user Quota settings. This reduces the amount of change in the Domino directory, but does mean that requesters cannot see a users existing quota setting whilst setting a new quota. 19.2. Person-Document Update Mode. In this mode, FirM's Extended AdminP Processor (See the section “Extended AdminP Processor” on Page 153 for more information) will:  On each new Quota Management request, set the fields outlined in the configuration tab (See Page 26 for more information) in the relevant person document. The users' person document is updated on the Administration server for the domain in order to prevent replication conflicts occurring with the users person documents.  Every evening, a scheduled agent will compare all user files on the server against the quota management band defined in the person document. If the users Mail File Quota and Threshold are different, it will set the users mailfile Quota and Threshold figures to the correct values. This means that should the Administrator update the Quota Bands on the configuration document, then overnight all user mail files and cluster replicas will be set to the correct values. The scheduled agent also checks the users cluster MailFile replicas and set them to the quota limits defined in the person document, ensuring that the users MailFile and cluster replicas of his MailFile have consistent quota information set.  For people who have no quota band figure set, you can choose – using the Configuration Document – how you wish these people to be managed. The recommended option is to set a mail file quota band initially above their current mail file quota usage – in order that everyone has a quota band set, and no users initially are prevented from using their mail file. In order to view all users by MailFile band, you may wish to amend the design of your Domino Directory to :   Add a new system-administrators only view categorised by the field you defined for the quota band name – defined on the Configuration tab. Add a table to the subform “$PersonExtensibleSchema” containing the four fields defined on the configuration tab. This will allow you to open a person document and view the quota information in the “other” tab. Note that these modifications are not required for operation, and should only be used to display the MailFile Band information for users. You may have to reapply these changes whenever you upgrade your Domino Directory design – for instance, should you upgrade to a new Domino version. FirM Administration Manual v3.0 © 2009 HADSL 2 8 T H E A U T O M AT I C U S E R R E C E R T I F I C AT I O N E N G I N E PA G E 132 O F 145 20. The Automatic User Recertification Engine The Automatic User Recertification Engine is used to recertify users whose certificates expire in a preconfigured number of days. The automatic User Recertification Engine looks for candidates every day, week or month and generates user recertification requests for any users that expire within the pre-configured number of days. This relies on two main pieces of configuration:  The System Configuration Profile screen – ʻAdmin Settingsʼ tab, ʻMisc Settingsʼ sub-tab. The engine is enabled in this tab. Recertification requests are created a certain number of days before the certificate expires – the number of days is also specified in this tab. See System Configuration – Admin Settings on page 25.  The System Recertification Profiles. This attempts to find a match between an expiring user, and a user expiry profile. See Automatic Recertification Profiles on page 36 If a user matches a profile, a recertification request is automatically created using the matching profile information. This recertification request uses the userʼs certifier to recertify their user ID. To enable the Automatic User Recertification Engine, enable the agent “Automatic User Recertification. See the subsection “Validation Tab” in the “Administration Tools” section on page Error: Reference source not found for more information. FirM Administration Manual v3.0 © 2009 HADSL 2 9 T H E E X P I R Y E N G I N E PA G E 133 O F 145 21. The Expiry Engine FirM contains an Expiry Engine which allows you to programmatically set object to expire in time – this is useful if your organisation has a high turnover of contract staff, or create groups for specific short-term projects. 21.1. The User Expiry Engine FirM has the ability to manage an expiry workflow for users through the “System User Expiry” transaction. This is currently a transaction that must be created by the FirM API and has not yet been exposed to the FirM UI. Therefore this section contains only a brief outline of the operation of this transaction – for further information please contact HADSL. When a User Create transaction is generated by an external programme using the FirM API, there is the option to set a user expiry date. This date is recorded within a field in the Person Document. This field name is specified within a setting in the System Configuration Profile screen – See System Configuration – Archiving & Expiry on page 27. The external process is responsible for monitoring this field in the Domino Directory and when a user nears their expiry date it must create a transaction of type “System User Expiry”, passing the name of the user, the expiry date and a list of authorisers who can accept this expiry or change the expiry date. This expiry transaction will then notify the authorisers of the impending expiry, and they can choose to approve the deletion of the user or extend their expiry date. If the expiry date is extended then the user expiry request simply changes the userʼs expiry date in their person document, and proceeds to completion. However, if the authoriser chooses to approve the deletion or does not respond to the request then the transaction will create a User Delete sub transaction. The User Deletion process is then followed to completion for this user. 21.2. The Group Expiry Engine FirM has the ability to manage an expiry workflow for groups through the “System Group Expiry” transaction. This is currently a transaction that must be created by the FirM API and has not yet been exposed to the FirM UI. Therefore this section contains only a brief outline of the operation of this transaction – for further information please contact HADSL. When a Group Create transaction is generated by an external program using the FirM API, there is the option to set a group expiry date. This date is recorded within a field in the Group Document and also within the groupʼs entry in the Group Repository. This field name is specified within a setting in the System Configuration Profile screen – See System Configuration – Archiving & Expiry on page 27. The external process is responsible for monitoring this field in the Domino Directory and when a group nears its expiry date then the process must create a transaction of type “System Group Expiry”, passing the name of the group, the expiry date and a list of authorizers who can accept this expiry or change the expiry date. This expiry transaction will then notify the authorizers of the impending expiry, and they can choose to approve the deletion of the group or extend its expiry date. If the expiry date is extended then the group expiry request simply changes the groupʼs expiry date in its group document, and proceeds to completion. However, if the authorizer chooses to approve the deletion or does not respond to the request then the transaction will create a Group Delete sub transaction. The Group Deletion process is then followed to completion for this group. FirM Administration Manual v3.0 © 2009 HADSL 3 0 T R O U B L E S H O O T I N G & S U P P O R T PA G E 134 O F 145 22. Troubleshooting & Support In any complex software product, issues will occur that require to be resolved via a support call. This section shows how to most efficiently pass information back to HADSL 22.1. The Log Database The Log database logs all system and user events, and allows you to quickly see more information around a particular issue. Upon opening the log database, the “Miscellaneous logs” view is shown, showing all users and servers. The “Errors” column shows the number of unhandled errors that has been produced by this particular user or process. 22.2. Mailing Log Documents to Support You can select one or more documents from this list, and mail them to the [email protected] mailbox. This packages up all selected documents in DXL format, and eMails them from your account to our [email protected] mailbox. They are unpacked, and put pack in log file format. HADSL never put user or certifier passwords in log documents, so they are perfectly safe to eMail to us. For instance, two documents are selected. Clicking on the “Send Selected..” button will send these two documents to our support log database. 22.3. Document types within the Log Database There are two main document categories in the log database – log events, and error events.  Log events (controlled by the Configuration Profile, Admin Settings tab) logs information on every process.  Error events are “memory dumps” caused when any particular program does not handle an error in a controlled manner. This log document, generated by a user interaction, shows a fatal error in Red, with an asterisk at the start of the line. This entry shows a server-generated log entry with a run-time error (in this case, the error is not in red, as LotusScript does not allow colour coding of Rich Text items in a schedule agent). The Asterisk still appears at the start of the line. This is the second type of log document – a memory dump of all system variables during an unhandled error. These should be mailed back to [email protected] if they occur. This performs the software equivalent of an “NSD” dump, and shows us all objects in memory. 22.4. Raising a support call After purchasing FirM from HADSL, you will be issued with a username and password to log into our web site – http://www.hadsl.com. Once logged in, you should navigate (via the left-hand toolbar) to the “Software Problem Report” (SPR) database. When opened, you should see: Click on the “Open SPRʼs” to view the open SPRʼs that your company has raised. Click on “Create new SPR” to create a new Software Problem Report: A support representative from HADSL will contact you on the same business day. FirM Administration Manual v3.0 © 2009 HADSL 3 0 T R O U B L E S H O O T I N G & S U P P O R T PA G E 135 O F 145 22.5. Known Issues This section lists known configuration and installation issues. 22.5.1. AdminP Database AdminP – do NOT enable “dont support specialised response hierarchy”. This setting switches off internal support in LotusScript for Response documents. Response documents are an integral part of AdminP processing and causes ALL AdminP processes to fail. FirM manifests this by never being able to find successful AdminP responses to AdminP requests that FirM generates. Requests appear to never process. 22.5.2. This Platform has a fatal code-page issue “This Platform has a fatal code-page issue” means that this platform does not properly support ASCII characters above 127. This error will appear at the top of a “log” report from FirM at the start of a FirM scheduled agent processing run, and prevent FirM from processing requests. Red Hat Enterprise v4.0 To fix this issue in Red Hat Enterprise v4, edit the file /etc/sysconfig/i18n LANG="en_US" SUPPORTED="en_US.UTF-8:en_US:en" SYSFONT="latarcyrheb-sun16" and change the “Lang=” line to “en_US”. This is especially true if this line contains en_US.UTF-8, as Red Hat linux UTF-8 support appears to be sub optimal. More information is available on this page: http://cc.jlab.org/ services/linux/faq.html Windows XP On the bottom right hand side of your taskbar, whilst your Lotus Notes client is open, select a language code page that does not give this error, such as “EN”. FirM Administration Manual v3.0 © 2009 HADSL 3 1 F I R M D ATA B A S E S PA G E 136 O F 145 23. FirM Databases FirM is composed of a number of Lotus Notes databases. These databases are discussed in detail here. 23.1. Request Processor The core engine of FirM. This contains:  All configuration and profile documents  All requests 23.2. Log Database An application-specific log database that details all activity performed by both servers and users. See the section titled “The Log Database” on page 149 for more information. 23.3. Extended AdminP processor An extension to AdminP that allows manipulation of databases on remote servers. Extended AdminP should be replicated to all servers upon which you wish to manage User and/or Applications. It has a setup and profile dialog – choose “System Profiles” and then “Extended AdminP Setup”. Fields defined are:  “Servers to run on”. You can choose “*” meaning that the Extended AdminP agents will run on all servers upon which there is an ExAmp replica, or give a list of servers (or groups or servers).  “Servers NOT to run on”. This allows you to easily exclude zero or more servers from the list defined above.  “Report Faults to”: Provide a list of FirM administrators who should be notified upon critical error. Extended AdminP also provides a “heartbeat” function – every time the agents run on the remote servers, they update a server specific profile document. This profile document is then replicated back to the main processing server. 23.4. Group Registry A reference database for group ownership and responsibility. This maintains the relationships between Groups and their profiles. This registry is populated by the Group Import agent. Each group defined in the registry can be managed by FirM. The Administrator may modify group references in this database whilst troubleshooting. Fields defined on the “Ownership” tab are:  “Name” – the group name  “Type” – the type of the group.  “Domain” – the name of the Lotus Notes domain that this group exists  “Profile” – the System Group Profile associated with this group.  “Owner/Sponsor”. The person who owns this group and may delete it.  “Managers” – a list of Group Managers  “Administrators” – a list of people who are allowed to add and remove group members.  “Group Status” - The status (within FirM) of the group. Fields defined on the “Details” tab are:  “Is this a spanned group”. If the group has one or more sub-groups, this is set to “yes”.  “Force Owner Approval for Mgmt Requests”. Set this to “yes” if the group owner requires to see and authorise all group requests.  “Group Created Date”. The date that the group was created.  “Group Deleted Date”. If set, the date the group was deleted.  “Group Expiry Date”. If set, the date the Group Expires FirM Administration Manual v3.0 © 2009 HADSL 3 1 F I R M D ATA B A S E S PA G E 137 O F 145  “Report Unauthorised Changes to this group”. If set, FirM Group Monitoring will detect changes made outwith FirM, and report these changes to the group owner.  “Prohibit all FirM Management of this group”. This allows you to define this group within FirM but prevent FirM from ever changing this group. This may be useful for very high-security applications. 23.5. Monitored Group Shadow Repository A backup Group repository for tracking group changes. FirM Group Monitoring populates and maintains information in this database. 23.6. Certifier Repository Encrypted storage for system certifiers. A single certifier has the following fields defined:  Name – the name of this certifer in abbreviated, hierarchical format.  A description, if provided   Document Readers – you may choose to restrict further who has access to this document. Certificate – the rich text field containing the certificate.  Certificate Key Name. The name of the private encryption key used to encrypt this document.  Certificate File Name. The file name of the certificate Key.  Certificate Key strength – either International or Global  Alternative Hierarchy and Alternative Language. If Alternate Language support is set up, these are populated with this certifier keys alternative languages. 23.7. Password Repository The encrypted passwords of certifiers and user Ids. A password document has the following fields defined:  Type – the type of password  Name – the full name of the object for this password.  Previous Names – if this person changed their name- the previous names will be listed here.  Description – you may put a textual description of this documentation  Password (text only). Note that you have to have edit-mode and then check the “show password” checkbox to view or edit this password. 23.8. ID Repository An encrypted repository containing all user IDs created in FirM. User ID's are automatically created in this database by FirM when new users are created. This database can also be used to store other ID files – such as server ID's, encryption keys and so forth. An ID document has the following fields defined:  ID Type  Status – active or deleted.  Name – the full name of the user object for this ID  Previous names – if the user has been renamed, this field will contain a list of previous names.   Description – you may enter a textua description of this ID document. Document Readers – you may further restrict who has access to this document by defining reader names in this field.  ID File – a rich text field containing the ID file  Encryption Key Name – the name of the encryption key used to encrypt this document.  ID Strength – Global or International  Expires – the ID expiration date  Allow ID files to be resent. You may set this to “no” to prevent this ID file being sent out as part of a “User Resend User ID and Password” request FirM Administration Manual v3.0 © 2009 HADSL 3 1 F I R M D ATA B A S E S  PA G E 138 O F 145 Comments – used to record system level information about this ID file. 23.9. ESCROW Database The ESCROW database gives the administrator a convenient mail-in database for collecting modified User ID's as part of the ID recovery process. 23.10.Audit Repository Stores a full audit history of actions performed by the system. 23.11.Archive Repository Contains an archive of all completed and unsuccessful requests. 23.12.Billing Database Each FirM transaction can be configured to create billing transactions, which can help recharge costs within your Domino environment. 23.13.Deleted Records Database Storage for all documents deleted by the system. When users are deleted by FirM, for instance, their person documents are copied to this database. 23.14.Application Monitor A list of all Domino applications in your environment, highlighting ACLs and ACL changes 23.15.Application Usage Log A list of all application usage events in your environment. FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X A - T H E A D M I N P P U S H A R O U N D A G E N T PA G E 139 O F 145 24. The AdminP Push around Agent This chapter is only of relevance to those environments that:  Have multiple Notes domains with individual admin4.nsf databases.  Only process FirM transactions in one of those domains.  Require AdminP requests to be processed in the other domains.  Do not wish to use the Lotus Domino ʻCross-Domain AdminPʼ functionality. The FirM processor incorporates an agent which, on a scheduled basis:  opens up each domainʼs admin4.nsf databases  Establishes which transactions need to be copied to any other domainʼs admin4.nsf databases. This chapter outlines this agentʼs functionality and setup. 24.1. Overview In order to illustrate how this agent works, consider an environment where there is:   One administration domain – called ʻAdminʼ. One production domain – called ʻProductionʼ  One test domain – called ʻTestʼ. All relevant transactions created in the ʻAdminʼ domain must be copied to the relevant other domain, i.e. ʻProductionʼ or ʻTestʼ. These transactions also may spawn other transactions which need to be copied around. Consider a ʻRename in Address Bookʼ AdminP operation. This is initiated with a ʻ8ʼ = ʻInitiate Rename in Address Bookʼ operation. This AdminP request then has to be copied into the relevant admin4.nsf database so that it can be processed and accepted by the userʼs home server. When the user accepts this request, then, at least, the following requests are generated: ʻ1ʼ = ʻRename in ACLʼ ʻ5ʼ = ʻRename in Address Bookʼ ʻ20ʼ = ʻRename in Reader/Author Fieldsʼ Each of these requests may then have to be copied around the environment into other domains to update that user name in ACLʼs, names fields on documents in databases, etc.. So, considering this rename operation, we may wish to push transaction number ʻ8ʼ from the ʻAdminʼ domain to the ʻProductionʼ domain, and then pull transactions 1, 5 and 20 from the production domain back in the ʻAdminʼ and ʻTestʼ domains. 24.2. Configuration of AdminP Push around Agent 24.2.1. System Configuration Variables The push around agent is configured using ʻSystem Configurationʼ variables. These are simple documents located the Tools ʻSystem Viewsʼ, ʻSystem Variablesʼ which allow the FirM administrator to override default system behaviour. N.B. Other than the push around agent configuration, no other variables should be changed unless instructed to do so by the FirM Support team. 24.2.2. Push around Rules Each domain can have one or more push around rules associated with it and each of these rules can dictate which other domains this particular AdminP will be copied to. The general format for this rule is: ʻAdminPPusharound__=,, [,…] Where:  SOURCEDOMAIN is the domain where the request is copied from FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X A - T H E A D M I N P P U S H A R O U N D A G E N T PA G E 140 O F 145  RULENUMBER is a two digit number starting at ʻ01ʼ, and is used to differentiate rules. Once the push around agent finds that a rule number is missing for a particular domain, the agent will assume that the rules have been exhausted for this domain. It is therefore important to number your rules uniquely and sequentially starting at ʻ01ʼ, then ʻ02ʼ, etc..  TRANSACTION is the AdminP Request transaction number.  DOMAIN is the target domain to which this AdminP request should be copied. There are also two special keywords that can be used instead of the domain name:  The string ʻʻ means copy this request to ALL other domains.  The string ʻʼ means that the push around agent will attempt to find this object and only copy it to the relevant target domain. Multiple domains can be specified, separated by the comma character ʻ,ʼ. 24.2.3.  Push around Rule Examples: AdminPPusharound_ADMIN_01=5,Production   AdminPPusharound_ADMIN_02=10,   This is rule number ʻ01ʼ for ʻAdminʼ domain. It instructs the push around agent to copy any AdminP request number ʻ5ʼ to the ʻProductionʼ domain. This is rule number ʻ03ʼ for the Admin domain. It instructs the push around agent to copy the AdminP Request number ʻ10ʼ to the target domain relevant for the user mentioned in the AdminP request. The push around agent looks-up this user name in the directories to determine the relevant target domain. AdminPPusharound_ADMIN_03=18,,Test  This is rule number ʻ03ʼ for the Admin domain. It instructs the push around agent to copy the AdminP Request number ʻ18ʼ to the target domain relevant for the user mentioned in the AdminP request and also to the ʻTestʼ environment (if this is different). The push around agent then looks-up this user name in the directories and establishes the relevant target domain. This type of rule is useful to reflect ʻProductionʼ environment changes in the ʻTestʼ domain, for instance. FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X B - I N T E R FA C I N G W I T H F I R M PA G E 141 O F 145 25. Interfacing with FirM FirM has been built from the ground up to be extensible. You can interface FirM with your own Lotus Domino environment. 25.1. Triggering your agents from a FirM process To trigger your own agents from any process within FirM,  Navigate to the System Profiles configuration tab, and select “System Agent Trigger Profiles.  Click on “Create a new Profile”  Select the transaction or “trigger” that you wish to act upon  Select the trigger type – “Success” means that the transaction was successful.  Enter the name of your database  Enter the name of your agent. Please note that from v2.4 onwards, the agents are passed copies of the request documents, not the documents themselves. This prevents any uncontrolled changes to the requests. You can of course create these agents in the FirM processing database itself – but please remember to enable the flag 'Deny Design Refresh', in order to preserve these agents when FirM is next updated! An example agent trigger agent is shown below. This Agent trigger actually uses some FirM logging interfaces, and merely lists all the fields on the document that is passed to it. (Note that if you choose to use the FirM methods in this manner, then you will have to set Agent Security to at least level 2) Function TestHarnessAgentTrigger() Dim IMF As IMFactoryClass Set IMF = New IMFactoryClass("", "") Dim sSession As New NotesSession Dim dbThis As NotesDatabase Set dbThis = sSession.CurrentDatabase Dim A As notesAgent Set A = sSession.CurrentAgent Dim docParam As NotesDocument If (A.ParameterDocID <> "") Then Call IMF.logVerboseMsg( _ "Agent trigger was called with NoteID: " + A.ParameterDocID) Set docParam = dbThis.GetDocumentByID( A.ParameterDocID) Dim itm As NotesItem Forall thisItm In docParam.Items Set itm= thisItm Call IMF.logVerboseMsg(" " + itm.Name + " = " + itm.Text) End Forall Else Call IMF.logVerboseMsg( _ "Agent trigger was called without a parameter ID") End If End Function 25.2. Using the CSV interface programmatically This section is intended to document how the Federated Identity and Resource Manager (FirM) can be extended, by allowing customers to inject new requests pro grammatically. It should be noted that this interface is quite simple, and allows requests to be built as specified in the CSV interface. For more information on the CSV interface see section 20 - “The CSV interface”. A more complex, full API allows full interaction with FirM, and is used to build fully-featured GUI's in Lotus Notes and HTML clients. 25.2.1. CSV Introduction In order to use the CSV LotusScript interface, some background description is required. A "Comma Separated File" is a text file, typically generated by spreadsheets. Usually, the first row (the "header row") defines keywords, and second and subsequent rows define data per record. For instance: FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X B - I N T E R FA C I N G W I T H F I R M PA G E 142 O F 145 "Transaction", "TransactionProfile", "UserName" "UDI", "Bill S Buchan/HADSL" "User Disable", is a fairly simple, complete example of a CSV file. (I've added the character between columns to help differentiate columns -these are not required.) The FirM CSV interface allows you to import one or more transactions, of any kind, and convert them into valid FirM transactions (should they pass validation and testing). This means that the CSV interface has to use the header fields to establish what the data means. This also means that the columns can be in any order All currently supported transaction types and field definitions are listed in the FirM administration manual. In some instances, some fields may contain more than one logical value. In this case, separate the values WITHIN the data field with a semicolon character. For instance, this example has two separate names in the same data field. This will be converted into a multi-value field by the interface. ..., "MembersToAdd", ..., "Joe Bloggs/Acme; Fred Bloggs/Acme", ... 25.2.2. ... Programmatically interfacing using the CSV interface Using the CSV interface, the programmer has to:  Create a string array, defining the column headers that he shall use  Create one or more strings with data values. Note: If cutting and pasting this example, please be careful that the double-inverted comma characters used are set to the correct ones, as the word processor manual used in creating the manual often replaces them with more sophisticated but incorrect versions, which then cannot be imported. For example, (taking the example above), the programmer would: dim Header() as String redim Header(2) ' Remember, arrays start at ZERO Header(0) = "Transaction" Header(1) = "TransactionProfile" Header(2) = "UserName" dim dataLine as String ' ' ' ' ' Note that I'm using the BAR character - | - to define the start and the end of the string, in order to preserve the double-inverted-commas within the string For clarity, I've left in the TAB characters at the start, and between each column. The TAB characters are not required. dataLine = | HADSL" | "UDI", "User Disable", "Bill S Buchan/ The important note is that the data line fields have to correspond to the same order as the header fields. Creating an Agent to programmatically create requests There now follows an example LotusScript agent demonstrating the CSV interface. (options) option public option declare Use "class:IMFactoryClass" Use "class:IMCSVImport" sub initialise() dim IMF as variant ' Items in GREEN in this listing illustrate the calls to the FirM API. All other ' lines are normal Lotusscript operations. ' Instantiate a single copy of the FirM factory class. ' If this agent is created in the FirM request processor database, then pass two ' empty strings meaning "use the current database for profiles". FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X B - I N T E R FA C I N G W I T H F I R M PA G E 143 O F 145 ' If this agent has to be in another database, then ALL script libraries from the FirM ' Request processor have to be copied to the new database, and ' the path to the FirM request processor passed to the IMFactoryClass ' create as a server, and a filepath. Set IMF = New IMFactoryClass("", "") ' Create our data for this transaction dim Header() as String redim Header(2) ' Remember, arrays start at ZERO Header(0) = "Transaction" Header(1) = "TransactionProfile" Header(2) = "UserName" dim dataLine as String ' ' ' ' ' Note that I'm using the BAR character - | - to define the start and the end of the string, in order to preserve the double-inverted-commas within the string For clarity, I've left in the TAB characters at the start, and between each column. The TAB characters are not required. dataLine = | HADSL" | "UDI", "User Disable", "Bill S Buchan/ ' Now create a new CSV object with this line. Dim thisCSV As Variant Set thisCSV = New IMTestCSVLine(IMF) ' For each "data line", Call thisCSV.addLine(dataLine, Header) If Not thisCSV.applyAsRequest(IMF) Then Print "Request Failed:" Dim E As Variant e = Split(thisCSV.getCSVLineErrorMessage(), Chr(10)) ' Now print out the errors that FirM has returned to us, one line at a time. Forall thisError In E Print thisError End Forall ' The following line writes to the FirM log file, flagging the ' message as an error Call IMF.cLog.Write(LOG_LEVEL_ERROR, "Initialise: Failed to apply CSV line") Else Call IMF.cLog.Write(LOG_LEVEL_VERBOSE, "Initialise: Applied CSV line") ' This call flags the current log document with our transaction type. Call IMF.cLog.setCurrentRequestSummary("UDI") End If end Sub 25.3. Create FirM requests from your own programs. FirM includes a full LotusScript Application Programming interface (API). Documentation for this API is available on request from HADSL. FirM itself uses this interface to create its own user interface, and therefore anything that can be done from the user interface can be enabled via the API. This API allows you to create and monitor requests in FirM as if the requests were created using a Notes client. This is useful in enabling existing processes to create FirM requests to manage your Domino environment. 25.3.1. Example agent Add the class library ʻclass:IMFactoryClassʼ to your existing lotusscript code by including the statement: use ‘class:IMFactoryClass’ in the ʻoptionsʼ section of your code Initialise the FirM classes by creating a new instance of the IMFactoryClass object: dim IMF as new IMFactoryClass(strTargetserver, _ strTargetDatabase) FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X B - I N T E R FA C I N G W I T H F I R M PA G E 144 O F 145 Note that you have to pass the name of the target server, and the database path name, of the IMFactory ʻrequestsʼ database for the IMFactory object to successfully construct itself. If you choose to put your agent in the FIRM database itself, you can replace the servername and database name with a blank string: dim IMF as new IMFactoryClass(””, ””) Check, by calling the IMFactoryClass::isFactoryValid() that the factory has initialised correctly if (not IMF.isFactoryValid()) then msgbox ‘The factory failed to initialise’ exit function end if Create a new request by instantiating a new IMRequestClass object dim IMR as Variant set IMR = IMF.getRequestClass() Set the request Type and who the requestor is Call IMR.SetRequestType("UCR") Call IMR.setRequestorAsMe() Set the User Create profile name you wish to use. This is the name of an existing Profile for this type of transaction: call IMR.setProfile(‘My User Create Profile Name’) Set the new request type, and gain an instance of the sub-request class type by: dim IMUCR as Variant set IMUCR = IMR.getRequestObject() Now set the data for the sub-request class type. In this instance, we're setting up a User Create Request Call IMUCR.setFirstname("Derek") Call IMUCR.setMiddleInitials("D") Call IMUCR.setLastName("Test ") request Check to see if this request is valid: if (not IMR.isValidRequest()) then msgbox ‘The request failed validity check. ‘+_ ‘Check the Request Log database for more information’ exit function end if And check that we're authorised to submit this document if (not IMR.isAuthorised()) then msgbox ‘You are not permitted to submit this request’ exit function end if Now that we're sure that its a valid, authorised request, lets write it out to our blank request document: dim docTarget as NotesDocument call IMR.getNewRequestDocument() Write the request to the document call IMR.WritetoDocument(docTarget) Sign and save the request call IMR.SignAndSaveDocument() That completes the creation and signing of a request document. The back-end process will now revalidate, and re-authenticate the request before processing it. 25.4. Creating Transactions Using Web Services Our web service interface - used by our Flex-based web client - can also be used to input transactions directly into FirM. We use exactly the same data definition and interface as we do in our CSV file import and so the same field definitions can be used. In order to interface with the web service, you must  Use a username and password that can authenticate to the Domino server as a FirM requester.  Call the Web service defined as ʻRichClientʼ. So the URL would look like http:// / / firmRequestProcessor.nsf/RichClient?WSDL FirM Administration Manual v3.0 © 2009 HADSL A P P E N D I X B - I N T E R FA C I N G W I T H F I R M PA G E 145 O F 145 Where you need to replace with the name of the primary FirM processing server, and the with the name of the directory that the FirM requests are stored. The strings defined in the request are of the form: field=value Where field is the CSV column name, and value is a string representation of the value. The web service then posts the request, and attempts to process it, before returning the status of the request to the calling process. This means that the Web Service call may take several seconds to complete. FirM Administration Manual v3.0 © 2009 HADSL