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User properties - Account tab

This tab enables administrators to manage the account status and expiry policy of a user.

Account Expires

Set the account expiry policy for the user.

  • Never: to set this user account to never expire. This is the default option for new users.
  • End Of: to set this user account to expire on a specified date. Use the calendar selector to enter the expiry date for the user account.

Account is disabled

Select this check box to disable the user account, so that the user cannot log-on with it.

Account is locked out

This check box will be selected when this user account is locked, for example, due to failed logon attempts. Clear this check box to unlock the account.

See Also

Object properties - Advanced tab

Use this tab to specify advanced settings for a user/mailbox.

Home Page

The URL of the user/mailbox's website.

Use the Add and Remove buttons to add and remove the URL.

Emp Type

The job category of the user/mailbox.

Emp #

The employee ID of the user/mailbox.

Hide from address book

Indicates whether to hide the user in the messaging provider's address book (such as the Outlook address book).

When selected, the user will not be visible in the address book.

This option is available for user objects only.

Admin Notes

Notes by the administrator.

For mailbox objects only​

Server

The server name of the messaging provider where the mailbox resides.

Recipient

An email address or mailbox object that should receive the emails sent to the particular mailbox.

Enter a search string to locate the object to add as a recipient, or click the ellipsis button to use the Find Dialog Box for performing a search.

Deliver messages to both forwarding address and mailbox

Select the check box to ensure that any email sent to the mailbox is also forwarded to the object/email specified in the Recipient box.

  • When no recipient is set and this check box is cleared, emails are only sent to the mailbox.
  • However, when an email/object is specified in the Recipient box and this check box is cleared, emails will not be sent to the mailbox but only to the recipient.

See Also

Contact properties - Advanced tab

Use this tab to specify advanced settings for a contact.

Home Page

The URL of the contact's website.

Use the Add and Remove buttons to add and remove the URL.

Emp Type

The job category of the contact.

Emp #

The employee ID of the contact.

Admin Notes

Notes by the administrator.

See Also

Contact properties - Member Of tab

Use this tab to view the groups that the contact is a member of. You can also add and remove this contact from the membership of groups.

Member Of

Displays the groups this contact is a member of.

Add

Click it to add the contact to the memberships of one or more groups.

Enter a search string to locate the required group, or click Advance to use the Find Dialog Box for performing a search.

Remove

Select a group in the Member Of list and click Remove to remove the contact from the membership of that group.

See Also

Overview

You can view and manipulate the properties of contacts in Active Directory.

Contact properties​

Following is the list of all the properties that Contacts have in Active Directory based identity store.

See Also

Object properties - Email tab

Use this tab to view the addresses assigned to this object.

Addresses

In case of a mail-enabled object, the messaging provider (such as Microsoft Exchange) assigns different addresses to it for communication with different repositories (such as Address Book, SIP, Outlook). These addresses are displayed in this box.

Subscriptions

Displays the subscriptions assigned to the mailbox.

It also lists other subscriptions offered by Office 365 to a mailbox user. Select the check box for a subscription to assign it to the mailbox.

The subscription list is displayed for mailbox objects when Office 365 is configured as the messaging provider for the identity store.

See Also

Object Properties - Entitlements tab

Entitlement computes the effective NTFS permissions granted to objects on shared resources residing on a server in an Active Directory identity store. The Entitlement tab provides an interface for users to view these permissions. Users can view the permissions granted to a user over files and folder residing on a server.

Explicit permissions are assigned to a user. To facilitate permission viewing, do the following:

  • Specify one or more servers in identity store configurations.

    This must be a server in an Active Directory based identity store.

  • Compute all permissions that directory objects have on the shared files and folders on those server(s).

  • View these permissions in the GroupID portal.

Entitlement job​

An Entitlement schedule is automatically created for an identity store when:

  • A server is added for permission analysis on the Entitlement page in an Active Directory identity store.

    Or

  • A SharePoint site is added for permission analysis on the Entitlement page in a Microsoft Entra ID identity store.

By default, the schedule runs weekly to compute permissions on shared files and folders residing on the specified servers (for Active Directory), and the document libraries present in the specified sites (for SharePoint). It then replicates these permissions to Elasticsearch, enabling users to view, manage and update these permissions in the GroupID portal.

Permissions on the GroupID Entitlement portal​

You can grant permissions to security roles on the Entitlement section in the GroupID portal. Based on these permissions, role members can performs different actions in the Entitlement section, such as navigate file servers and SharePoint sites, grant permissions to objects on shared resources, revoke permissions, and more.

Entitlement-related permissions for a security role in an identity store are discussed in the Entitlement section.

See Also

Object properties - General tab

Use this tab to view or update the general information for a user, mailbox, or contact.

First name

The first name of the contact or user.

Last name

The last name of the contact or user.

Initials

The initials of the user or contact.

Alias

The email alias of the user or contact.

Display name

The name of the contact or user as it is displayed in the portal.

Address

The office address of the user or contact.

Title

The job title of the contact or user.

Company

The name of the organization where the user or contact works.

City

The city, state, zip code, and country where the organization of this user or contact is located.

The State list is populated based on the selection made in the Country list.

Department

The department in the organization that the user or contact works in.

State

The State list is populated based on the selection made in the Country list.

Office

The office number of the user or contact.

Zip

The zip code of the location where the organization of this user or contact resides.

Country

The country where the organization of this user or contact is located.

Business

The type of business the contact or user's organization conducts.

Home page

The URL of the web page of the user. This field is not available for a contact.

Exchange Assistant

The name of the Exchange assistant for the mailbox/contact. Any email sent to the mailbox/contact is also forwarded to this assistant.

Enter a search string to locate the object to add as an Exchange assistant, or click Browse to use the Find Dialog Box for performing a search.

This field is not available for a user.

Email

The email address of the user or contact.

Photo

The photo of the user or contact.

Click the Edit icon to launch the Manage Photo dialog box for uploading a photo. The dialog box also provides many image editing options, including rotate, crop, flip, and re-size.

See Also

Mailbox properties - Advanced tab

Use this tab to configure advanced settings for a user.

The Server box helps differentiate between a user and a mailbox object. If it displays the name of a messaging server, the object is a mailbox. If it is empty, the object is a user.

Home Page

The URL of the user's website.

Emp #

The employee ID of the user.

Hide from address book

Indicates whether to hide the user in the messaging provider's address book (such as the Outlook address book).

If selected, the user will not be visible in the address book.

Recipient

Specify an alternate recipient to receive the emails sent to this user.

Click the ellipsis button to launch the Find Dialog Box, where you can search and select the required recipient.

To remove the alternate recipient, click the Remove button.

Server

The distinguished name (DN) of the messaging server, such as the Exchange server.

This field is populated for a 'mailbox' object only.

Emp Type

The job category of this user.

Admin Notes

Notes by the administrator.

Deliver messages to both forwarding address and mailbox

Indicates whether to send every email for this user to the alternate recipient as well.

See Also

Mailbox properties - Auto Reply tab

Use this tab to configure automatic replies for the emails sent to a mailbox object. You can:

  • Enable/disable automatic replies to senders from your organization.
  • Enable/disable automatic replies to senders from other organizations.
  • Compose the message to be sent as auto-reply. Different messages can be composed for senders from your organization and for those from other organizations.
  • Specify the time period during which automatic replies must be sent.

Don't send automatic replies

Select this option button to disable the out-of-office replies feature.

Send automatic replies

Select this option button to send out-of-office replies to senders.

Send replies only during this time period

Select this check box if you want to specify a time frame during which the automatic replies should be sent.

Start Time, End Time

Specify the date and time between which the replies will be sent.

Send reply once to each sender inside my organization with the following message

In the text box, type the content that you want to be sent as the reply to the senders from your organization.

Send automatic reply messages to senders outside my organization

Select this check box to send automatic replies to the senders from other organizations as well.

Send replies only to senders in my contact list

Select this option button to send replies to those external senders that are on your contact list.

Send replies to all external senders

Select this option button to send replies to all external senders.

Send a reply once to each sender outside my organization with the following message

In the text box, type the content that should be sent as the reply to the senders who do not belong to your organization.

See Also

Mailbox properties - Limits tab

This tab applies to mailboxes only. It allows you to set the storage quota for the object's mailbox, such as an Exchange mailbox.

Use default storage quota

Select this check box to use the default quota for the mailbox store instead of defining it individually.

Issue warning (K)

The mailbox size in kilobytes (KB) for this user, that, when exceeded, triggers an over-limit warning. However, the user can still send and receive messages.

Prohibit Send (K)

The maximum mailbox size in kilobytes (KB) for this user, that, when exceeded, suspends the user's ability to send emails.

Prohibit Send/Receive (K)

The maximum mailbox size, in kilobytes (KB) for this user, that, when exceeded, suspends the user's ability to both send and receive emails.

See Also

Overview

You can view and manipulate the properties of mailboxes in Active Directory.

Mailbox properties​

Following is the list of all the properties that Users and Mailbox Users have in Active Directory based identity store.

See Also

User properties - Member Of tab

Use this tab to view the groups that the user is a member of. You can also add and remove this user from the membership of groups.

The tab displays a list of all groups this user is a member of.

Column NameDescription
Display NameDisplays the names of the groups this user is a member of.
MembershipIndicates whether the user is a temporary or permanent member of the group. - Perpetual - To make the object a permanent member of the group. - Temporary Member - To make the object a temporary member of the group for the period you specify in the Beginning and Ending boxes. At the end of the period, the object is removed from the group membership. - Addition Pending - Indicates that the object will be a temporary member of the group for a period in the future. Use the Beginning and Ending boxes to set a period. Before the beginning date, the object’s membership type is displayed as ‘Addition Pending’. On the beginning date, the membership type changes to ‘Temporary Member’. Here is an example: You add Smith as a temporary member to Group A on May 15, 2019 for future dates, May 20-30, 2019. Smith will be displayed in Group A’s membership with ‘Addition Pending’ as its membership type from May 15 to 19, 2019. However, Smith would not be added to group membership in the provider. On May 20, Smith will become a temporary member of Group A and its membership type will change to ‘Temporary Member’ from May 20 to 30, 2019. Smith will also be added to group membership in the provider. After May 30, Smith will be removed from Group A as a member in GroupID and in the provider. - Removal Pending - Indicates that the object will be temporarily removed from group membership for a period in the future. Use the Beginning and Ending boxes to set a period. Before the beginning date, the object’s membership type is displayed as ‘Removal Pending’. On the beginning date, the membership type will change to ‘Temporary Removed’. Here is an example: You remove Smith from Group A on May 15, 2019 for future dates, May 20-30, 2019. Smith will be displayed in Group A’s membership with ‘Removal Pending’ as membership type from May 15 to 19, 2019. On May 20, Smith’s membership type in GroupID will change to ‘Temporary Removed’; lasting till May 30, 2019. However, Smith will be removed from Group A’s membership in the provider. After May 30, Smith will be added back to Group A as a permanent member in GroupID and in the provider. - Temporary Removed - Indicates that the object is temporarily removed from group membership for the period specified in the Beginning and Ending boxes. At the end of the period, the object is added back to the group membership as a permanent member. When the user is a perpetual member, the Membership column is blank. You cannot change the membership type of the user for any group on the Member Of tab. Rather, go to the properties of the specific group and change the user's membership type on the Group properties - Members tab.
BeginningDisplays the beginning date of the temporary addition or removal.
EndingDisplays the ending date of the temporary addition or removal.

For each column in the grid, an item level filter is also available that lets you filter records based on a criterion. For example; to show groups whose display names start with D, type D in the box under the Display Name header and press Enter.

Add

Click it to add the user to the memberships of one or more groups.

Enter a search string to locate the required group, or click Advance to use the Find Dialog Box for performing a search.

The selected group(s) get listed in the Member Of grid.

Remove

Select a group in the Member Of list and click Remove to remove the user from the membership of that group.

See Also

Object properties - Organization tab

Use this tab to add or change the primary manager for this user or contact. You can also remove the manager.

You can also specify additional manager(s) for the user or contact. Additional managers have the same privileges as the primary manager.

Furthermore, this tab shows the direct reports of this user or contact. Direct reports are groups, users or contacts that report directly to the user or contact. You can add direct reports as well as transfer or terminate a direct report.

NOTE: A user can also manage his/her direct reports and change his/her primary manager while validating his/her profile in the portal. See the Validate your profile topic.

Dotted line management​

Each user can be assigned one primary manager and one or more dotted-line managers (also called additional managers). However, users can add, change, or remove their primary and dotted-line managers.

When a user changes his or her primary or additional manager, the primary manager is notified through email to accept or reject the request. If the primary manager accepts, the user’s manager is changed. If the primary manager rejects the request, the user remains with the manager.

NOTE: This is the default flow for the ‘Workflow to Change Manager’ workflow, with the primary manager set as the approver. If the administrator disables the workflow or changes the workflow approver, the flow changes accordingly. See the Requests topic.

Manager

Displays the contact/user's primary manager, if specified. The user/contact can change his or her primary manager.

Click the ellipsis button to launch the Find Dialog Box, where you can search and select a user to set as the manager.

Reports

Displays a list of objects that report directly to this user or contact. These may include users, groups and contacts.

  • To add a direct report, click Add. Enter a search string to locate the object to add as a direct report, or click Advance to use the Find Dialog Box for performing a search.

  • To transfer a direct report, select it and click Transfer.

    When you transfer a direct report, the direct report is notified through email to accept or reject the transfer. If the direct report accepts the transfer, he or she must select another primary manager and validate his or her profile. If the direct report rejects the transfer, he or she is transferred back to the old manager, i.e., you.

    NOTE: This is the default flow for the ‘Workflow to Transfer a User’ workflow, with the direct report set as the approver. If the administrator disables the workflow or changes the approver, the flow changes accordingly. See the Requests topic.

  • To terminate a direct report, select it and click Terminate.

    When you terminate a direct report, it takes effect immediately if the ‘Workflow to Terminate a User’ workflow is disabled. If enabled, a request is sent to an approver. If the approver approves it, the direct report is terminated and if the approver denies it, the direct report remains with the manager, i.e., you.

Additional Manager

To add a manager, click Add. Enter a search string to locate the object to add as an additional manager, or click Advance to use the Find Dialog Box for performing a search.

To remove an additional manager, select it and click Remove.

This section displays a list of the additional managers of the user or contact.

Column NameDescription
TypeThe object type of the addition manager, such as user or group.
NameThe name of the additional manager.
Manager TypeIndicates whether the object is a temporary or permanent additional manager of this user/contact. The available manager types are: - Perpetual - To make the object a permanent additional manager of the user/contact. - Temporary Manager - To make the object a temporary additional manager of the user/contact for the period you specify in the Beginning and Ending boxes. At the end of the period, the object is removed as manager. - Addition Pending - Indicates that the object will be a temporary additional manager of the user/contact for a period in the future. Use the Beginning and Ending boxes to set a period. Before the beginning date, the object’s manager type is displayed as ‘Addition Pending’. On the beginning date, the manager type changes to ‘Temporary Owner’. Here is an example: You add Smith as a temporary additional manager of User A on May 15, 2019 for future dates, May 20-30, 2019. Smith will be listed with User A’s additional managers with ‘Addition Pending’ as its manager type from May 15 to 19, 2019. On May 20, Smith will become a temporary additional manager of User A and its manager type will change to ‘Temporary Manager’ from May 20 to 30, 2019. After May 30, Smith will be removed as User A’s additional manager. - Removal Pending - Indicates that the object will be temporarily removed as an additional manager of the user/contact for a period in the future. Use the Beginning and Ending boxes to set a period. Before the beginning date, the object’s manager type is displayed as ‘Removal Pending’. On the beginning date, the manager type will change to ‘Temporary Removed’. Here is an example: You remove Smith as an additional manager of User A on May 15, 2019 for future dates, May 20-30, 2019. Smith will be displayed as User A’s additional manager with ‘Removal Pending’ as manager type from May 15 to 19, 2019. On May 20, Smith’s manager type in GroupID will change to ‘Temporary Removed’; lasting till May 30, 2019. After May 30, Smith will be added back as a permanent additional manager of User A. - Temporary Removed - Indicates that the object is temporarily removed as the user/contact’s additional manager for the period specified in the Beginning and Ending boxes. At the end of the period, the object is added back as a permanent additional manager of the user/contact. When the object is a perpetual additional manager, the Manager Type column is blank. Click anywhere in the row to make it editable for changing the manager type of the additional manager. NOTE: You cannot change the manager type when the additional manager is a group.
BeginningShows the beginning date of the temporary addition or removal.
EndingShows the ending date of the temporary addition or removal.

NOTE: For each column, a filter is also available that lets you filter records based on a criterion. For example; to show objects whose display names start with D, type D in the box under the Name header and press Enter.

The Managed By Life Cycle job updates the temporary managers of users/contacts by adding and removing temporary additional managers on the specified dates.

Consider a scenario where the Managed By Life Cycle job is scheduled to run once a week, say Mondays. If an object is to be added as a user’s temporary additional manager for three days - Wednesday till Friday, it will not be added. This happens because the Managed By Life Cycle job did not run on the particular days for temporary manager update.

See Also

Overview

You can view and manipulate the properties of directory objects (users, mailboxes, and contacts) in Active Directory, depending on the permissions the GroupID administrator has granted you.

User and Mailbox properties​

Following is the list of all the properties that Users and Mailbox Users have in Active Directory based identity store.

Contact properties​

Following is the list of all the properties that Contacts have in Active Directory based identity store.

See Also

Object properties - Phone / Notes tab

Use this tab to view or update the contact information of the user or contact.

Business

The primary business phone number of the user or contact.

Business 2

The secondary business phone number of the user or contact.

Home

The primary home phone number of the user or contact.

Home 2

The secondary home phone number of the user or contact.

Fax

The fax number of the user or contact.

Mobile

The cell phone number of the user or contact.

Telephone Assistant

The contact number of the assistant of the user or contact, if any.

Notes

Any additional information about the user or contact.

Pager

The pager number of the user or contact.

See Also

Overview

You can view and manipulate the properties of users in Active Directory.

User properties​

Following is the list of all the properties that Users and Mailbox Users have in Active Directory based identity store.

See Also