Novell IDENTITY MANAGER 3.6.1 - E-MAIL User manual

Novell®
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AUTHORIZED DOCUMENTATION
Identity Manager 3.6.1 E-Mail Notification Guide
Identity Manager
3.6.1
June 05, 2009
E-Mail Notification Guide

novdocx (en) 13 May 2009
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Contents 5
Contents
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About This Guide 7
1Overview 9
1.1 System E-Mail Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2 Custom E-Mail Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.3 Default Notification Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2 Designating an E-Mail Server 11
2.1 Designating an E-Mail Server in Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.2 Designating an E-Mail Server in iManager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
3 Editing Predefined Templates 15
3.1 List of Predefined Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.1 Forgotten Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.2 Password Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.3 Workflow Provisioning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.1.4 Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.2 Editing a Template in Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.3 Editing a Template in iManager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
4 Creating Templates 21
4.1 Creating a Template in Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
4.2 Creating a Template in iManager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
5 Importing Templates Into Designer 25
5.1 Importing a Template from the Identity Vault . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
5.2 Importing a Template from another Designer Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
6 Using Templates 27
A Tokens and Replacement Tags 29

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About This Guide 7
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About This Guide
This guide explains how to configure your Identity Manager system to send e-mail notifications to
administrators and users when certain events occur. The guide is organized as follows:
Chapter 1, “Overview,” on page 9
Chapter 2, “Designating an E-Mail Server,” on page 11
Chapter 3, “Editing Predefined Templates,” on page 15
Chapter 4, “Creating Templates,” on page 21
Chapter 5, “Importing Templates Into Designer,” on page 25
Chapter 6, “Using Templates,” on page 27
Appendix A, “Tokens and Replacement Tags,” on page 29
Audience
This guide is intended for Identity Manager administrators.
Documentation Updates
For the most recent version of this document, see the Identity Manager Documentation Web site
(http://www.novell.com/documentation/idm36/index.html).
Additional Documentation
For documentation on other Identity Manager drivers, see the Identity Manager Drivers Web site
(http://www.novell.com/documentation/idm36drivers/index.html).
Documentation Conventions
In Novell®documentation, a greater-than symbol (>) is used to separate actions within a step and
items in a cross-reference path.
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trademark.
When a single pathname can be written with a backslash for some platforms or a forward slash for
other platforms, the pathname is presented with a backslash. Users of platforms that require a
forward slash, such as Linux* or UNIX*, should use forward slashes as required by your software.

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Overview
1
9
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1
Overview
Novell®Identity Manager includes the ability to send e-mail notifications to designated recipients
whenever certain actions occur. The following sections provide the conceptual information needed
to understand and complete the tasks associated with using e-mail notifications.
Section 1.1, “System E-Mail Notifications,” on page 9
Section 1.2, “Custom E-Mail Notifications,” on page 9
Section 1.3, “Default Notification Collection,” on page 10
1.1 System E-Mail Notifications
Identity Manager includes functionality, such as password management, jobs, and workflow
provisioning, that can utilize e-mail messages to notify administrators or users of actions or results
that have taken place. For example, e-mail messages can be sent to:
Notify a user who has reset his or her password that the action failed.
Provide a password to a user who has used the Forgotten Password feature to request the
password.
Notify you, or another administrator, of the results of an Identity Manager job that has just run.
Inform a manager, or another approver, that a provisioning request awaits his or her approval.
In order to customize these e-mail messages to provide information specific to the action that has
taken place, Identity Manager uses a set of predefined e-mail notification templates. For example,
there is an e-mail template for when a user forgets his or her password, and another template for
when a manager needs to approve a user’s request for access to a resource.
In most cases, the system functionality (password management, jobs, and so forth) must be
configured to use e-mail notifications, and the text in the e-mail templates must be modified to fit
your environment and need. Instructions are provided in Chapter 3, “Editing Predefined Templates,”
on page 15.
1.2 Custom E-Mail Notifications
Identity Manager enables you to send e-mail notifications through actions you define in policies. For
example, if you use the Active Directory* driver to create Microsoft* Exchange mailboxes in Active
Directory, you can include an action in the Active Directory driver policy that sends an e-mail to the
user when his or her mailbox has been created.
Policies include two e-mail notification actions: Send Email and Send Email from Template. The
Send Email action includes the e-mail information in the action while the Send Email from Template
action references a custom e-mail notification template that you create. For information about
creating templates, see Chapter 4, “Creating Templates,” on page 21,

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1.3 Default Notification Collection
The Default Notification Collection is an Identity Vault object that contains a set of e-mail
notification templates and an SMTP server that is used when sending e-mails generated from the
templates.
The predefined e-mail notification templates are included in the Default Notification Collection.
Any custom templates that you create are also added to the collection. You must define the SMTP
server that you want associated with the collection. For more information, see Chapter 2,
“Designating an E-Mail Server,” on page 11.

Designating an E-Mail Server
2
11
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2
Designating an E-Mail Server
Before you can use any of the e-mail notification templates included in the Default Notification
Collection, you must associate an SMTP server with the collection. Whenever an e-mail is generated
from one of the collection’s templates, the SMTP server is used to send the e-mail.
Section 2.1, “Designating an E-Mail Server in Designer,” on page 11
Section 2.2, “Designating an E-Mail Server in iManager,” on page 12
2.1 Designating an E-Mail Server in Designer
1Open your project.
2In the Outline view, locate the Default Notification Collection under the Identity Vault.
3Right-click the collection, then select Properties to display the E-Mail Notification Server
page.
4Fill in the following fields to define the SMTP e-mail server.
Host Name: The hostname of your SMTP e-mail server. This can also be an IP address.

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From: When a user opens the e-mail, the text that you enter in the From edit box is displayed
in the From field of the user’s e-mail heading. Depending on your mail server settings, the text
in this field might need to match a valid sender in the system (for example,
[e-mail]) instead of descriptive text such as The Password Administrator.
Such a match allows the mail server to do reverse lookups or authentication.
Authenticate to the server by using credentials: Use this option for a secured SMTP server.
If your server requires authentication before sending e-mail, specify the username and
password here.
Although the authentication information is specified here, you might also need to specify it
separately for the application that is sending the notification e-mails.
For example, Forgotten Password e-mail notifications can be sent by using the authentication
information you specify here. However, notification e-mails for Identity Manager Password
Synchronization require the authentication information to be provided in the driver policy that
is used to send notification e-mails.
5Click OK.
2.2 Designating an E-Mail Server in iManager
1In iManager, click to display the Identity Manager Administration page.
2In the Features list, click Email Server Options.
3Fill in the following fields to define the SMTP e-mail server.
Host Name: The hostname of your SMTP e-mail server. This can also be an IP address.
From: When a user opens the e-mail, the text that you enter in the From edit box is displayed
in the From field of the user’s e-mail heading. Depending on your mail server settings, the text
in this field might need to match a valid sender in the system (for example,
[e-mail]) instead of descriptive text such as The Password Administrator.
Such a match allows the mail server to do reverse lookups or authentication.

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Authenticate to the server using credentials: Use this option for a secured SMTP server.
If your server requires authentication before sending e-mail, specify the username and
password here.
Although the authentication information is specified here, you might also need to specify it
separately for the application that is sending the notification e-mails.
For example, Forgotten Password e-mail notifications can be sent by using the authentication
information you specify here. However, notification e-mails for Identity Manager Password
Synchronization require the authentication information to be provided in the driver policy that
is used to send notification e-mails.
4Click OK.

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Editing Predefined Templates
3
15
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3
Editing Predefined Templates
Identity Manager includes predefined templates that are used with the password management, jobs,
and workflow provisioning functionality. In most cases, you need to change the templates to reflect
your environment. For example, several of the templates include example contact information that
you should correct for your organization.
The following sections provide information about editing the predefined templates:
Section 3.1, “List of Predefined Templates,” on page 15
Section 3.2, “Editing a Template in Designer,” on page 17
Section 3.3, “Editing a Template in iManager,” on page 18
3.1 List of Predefined Templates
The predefined templates are listed according to the Identity Manager functionality with which they
are used:
Section 3.1.1, “Forgotten Password,” on page 15
Section 3.1.2, “Password Synchronization,” on page 15
Section 3.1.3, “Workflow Provisioning,” on page 16
Section 3.1.4, “Jobs,” on page 17
3.1.1 Forgotten Password
The following templates are used with the Forgotten Password functionality in the User Application.
For more information, see “Password Management Configuration” (http://www.novell.com/
documentation/idmrbpm361/agpro/data/b6mixux.html) in the Identity Manager Roles Based
Provisioning Module 3.6.1 Administration Guide.
Table 3-1 Forgotten Password Templates
3.1.2 Password Synchronization
The following templates are used with the Password Synchronization functionality available for the
Identity Manager drivers. For more information, see “Configuring E-Mail Notification” in the
Identity Manager 3.6.1 Password Management Guide.
Template Name Description
Forgot Hint Provide a hint to a user who has forgotten a password.
Forgot Password Provide a password to a user who has forgotten a password.

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Table 3-2 Password Synchronization Templates
3.1.3 Workflow Provisioning
The following templates are used with the Workflow Provisioning functionality in the User
Application. For more information, see “Managing Provisioning Workflows” (http://
www.novell.com/documentation/idmrbpm361/agpro/data/agpromanagingprovworkflows.html) in
the Identity Manager Roles Based Provisioning Module 3.6.1 Administration Guide.
Table 3-3 Workflow Provisioning Templates
Template Name Description
Password Reset Fail Notification that a reset password does not meet password
policy requirements, so the reset password was not accepted.
Password Set Fail Notification that a password cannot be set in a connected
system.
Password Sync Fail Notification that a password failed to synchronize.
Template Name Description
Attestation Completed Notification Notification that the workflow process for an attestation request
is completed.
Attestation Notification Notification that new compliance activity is submitted that
requires attention.
Availability Notification that an availability setting has been created or
modified.
Delegate Notification that a delegate assignment has been created or
modified
Provisioning Approval Completed
Notification
Notification that a workflow is completed. Indicates the overall
workflow and provisioning decision.
Provisioning Notification Notification to user or manager for approval. Indicates that
action is required from the user or manager.
Provisioning Notification Activity Notification to a user or manager about the activity of the
provisioning notification.
Provisioning Reminder Notification to a user that an activity timeout is about to occur.
Reminds the user or manager to act.
Proxy Notification that a proxy assignment has been created or
modified.
Role Request Approval Completed
Notification
Notification that the approval process is completed.
Role Request Notification Notification that a new role request requires approval.

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3.1.4 Jobs
The following template is used with the Jobs functionality available for the Metadirectory engine.
For more information, see “Adding a Predefined Job” in the Identity Manager 3.6 Jobs Guide.
Table 3-4 Jobs Template
3.2 Editing a Template in Designer
1Open your project.
2In the Outline view, locate and expand the Default Notification Collection to display the default
templates.
3(Conditional) If no templates are displayed under the Default Notification Collection, right-
click Default Notification Collection, then click Add Default Templates.
4Double-click the template you want to edit.
5In the Send As field, select whether to send the e-mail in HTML format or in text format.
6In the Subject field, type the text that you want users to see in the e-mail’s Subject line.
You can use tokens in the Subject field. To do so, click where you want to insert the token,
select the token from the Tokens list, then click Insert. For information about adding new
tokens, see Appendix A, “Tokens and Replacement Tags,” on page 29.
Template Name Description
Default Job Notification Report results of the job as configured in the template. Contains
the name of a job and any status information from the job.

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7In the Message box, type the message you want.
To format text, use the toolbar.
To insert HTML tags, place your cursor in the Message box at the location where you
want to insert a tag, then press Ctrl+Spacebar or type
< to display a list of HTML tags to
choose from.
To insert a token, place your cursor in the Message box at the location where you want to
insert the token, select the token in the Tokens list, then click Insert. For information about
adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on page 29.
To preview the message, click the Preview icon .
8Click OK to save the template.
9To deploy the template into your live system, right-click the template, click Live > Deploy.
3.3 Editing a Template in iManager
1In iManager, click to display the Identity Manager Administration page.
2In the Features list, click Email Templates to display the list of e-mail templates included in the
Default Notification Collection.
3Click the e-mail template you want to edit.

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4In the Send As field, select whether to send the e-mail in HTML format or in text format.
5In the Subject field, type the text that you want users to see in the e-mail’s Subject line.
You can use replacement tags (tokens) in the Subject field. To insert a replacement tag, select
the tag in the Replacement Tags list, click Copy Tag, place the cursor where you want to insert
the tag, then press Ctrl+V. You can also simply type the tag in the message text. For
information about adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on
page 29.
6In the Message box, type the message you want.
You can use replacement tags (tokens) in the Message box. To insert a replacement tag, select
the tag in the Replacement Tags list, click Copy Tag, place the cursor where you want to insert
the tag, then press Ctrl+V. You can also simply type the tag in the message text. For
information about adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on
page 29.
7Click OK to save the template.

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