9 Managing Provisioning Tasks
This chapter describes working with provisioning tasks in the following sections:
9.1 About Provisioning Tasks
The provisioning tasks feature is used by administrators as well as users. For example, the person in IT administration who is responsible for delivering a laptop computer to an employee may not be an administrator in Oracle Identity Manager, but must view and change provisioning tasks.
The Provisioning Tasks page of the Identity Self Service displays the provisioning tasks assigned to you. In addition, failed automatic provisioning tasks that you must review to take corrective action are displayed, and you must take corrective action on those tasks, such as retry and manually complete.
A provisioning operation such as creating or updating an account, or granting or revoking an entitlement can fail due to one of the following reasons:
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Mandatory information in the process form associated with the provisioning task is missing.
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Password specified for the account does not comply with the password policies configured on the target application.
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Target system is unavailable.
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Connectivity information specified in the ITResource parameter are incorrect, or password is no longer valid.
When a provisioning operation fails, you can configure the provisioning workflow to assign the failed task to an administrator or resource owner for taking an action. These tasks are visible in the Provisioning Tasks page. In this page, all tasks assigned to you for remediation are displayed, and you can perform actions, such as viewing the details of a rejected task and retrying it. If the task is no longer valid, then you can manually complete it. For more information, see Managing Pending Provisioning Tasks.
Note:
A user with System Administrator admin role can retry provisioning task.
The manual provisioning tasks for disconnected application instances are displayed in the Manual Fulfillment page of the Identity Self Service, where you can take actions on the tasks. For more information, see Managing Manual Fulfillment Tasks.
9.2 Managing Pending Provisioning Tasks
The Provisioning page allows you to search for the provisioning tasks assigned to you, view details, set response, add notes, reassign, view task assignment history, view and manage form details, and manually complete a task.
You can perform the following tasks in the Provisioning Tasks page:
9.2.1 Searching Provisioning Tasks
The Provisioning page allows you to search for the provisioning tasks assigned to you or on which your action is pending.
To search for provisioning tasks you can use:
9.2.1.2 Advanced Search for Provisioning Tasks
To perform advanced search:
Table 9-1 lists the fields in the search results table.
Table 9-1 Fields in the Provisioning Tasks Search Results Table
Field | Description |
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Task Name |
The name of the task |
Task Status |
The status of the task, which is Pending or Rejected |
Application Instance |
The name of the application instance, which is affected by this task |
Beneficiary |
The user whose provisioned application instance will get affected because of this task |
Date Assigned |
The date and time when the Provisioning task has been assigned to the Assignee |
Assignee |
The user to whom the task is assigned |
Request ID |
The ID of the provisioning request task |
Account Name |
The name of the account being provisioned |
9.2.2 Viewing Provisioning Task Details
The Task Details page allows you to view the task details.
To view provisioning task details:
Table 9-2 lists the fields in the Task Details window:
Table 9-2 Fields in the Task Details Window
Field | Description |
---|---|
Task Name |
The name of the task |
Resource Name |
The name of the resource, which is affected by this task |
Description |
A description of the task |
User |
The beneficiary user name |
Status |
The status of the task, Pending or Rejected |
Response |
The response set by the user on the Set Response page Note: For information about setting response, see Setting Response for a Task. |
Response Description |
The description of the response that is defined in the Response tab of the Task Definition section in Oracle Identity Manager Design Console |
Notes |
The additional comments entered by the approver |
Assigned to User |
The user to whom or role to which the task is assigned Note: If the task is assigned to a role, this property will come as "Assigned to Role" with the role details. |
Error Details |
The error, if any, while setting the response |
Projected Start |
The date when the task is scheduled to start |
Projected End |
The date when the task is suppose to end |
Actual Start |
The date when the task was started |
Actual End |
The date when the task was ended |
Last Update |
The date when the task was last updated |
9.2.3 Setting Response for a Task
As an approver, you can set a response for the task while taking an action on the task.
To set a response for a task:
Note:
Response cannot be set if there are no response codes defined for the corresponding tasks. Response codes are defined by using Oracle Identity Manager Design Console, as described in Responses Tab in Developing and Customizing Applications for Oracle Identity Governance.
- In the Self Service tab, click the Provisioning Tasks box, and select Open Tasks. The Provisioning page is displayed.
- Search and select a task for which you want to set a response.
- From the Actions menu, select Set Response. Alternatively, click Set Response on the toolbar. The Specify Task Responses page is displayed.
- Select one of the multiple responses defined, and click Set Response. The response is set.
9.2.4 Adding Notes to a Task
Notes are additional comments provided by the approver. These comments are optional.
To add notes to a task:
- In the Provisioning page, search and select a task for which you want to add notes.
- From the Actions menu, select Open. Alternatively, you can click Open on the toolbar. The Task Details window is displayed.
- In the Task Details window, click Add Notes. The Add Notes for Task window is displayed.
- In the Enter Additional Notes field, enter the note that you want to add to the task.
- Click Add Notes.
9.2.5 Reassigning a Task
As the approver, you can reassign a task to another user or role for taking appropriate action on the task. When the task is reassigned to another user, the assignee becomes the approver. When the task is reassigned to a role, any one member of that role can approve or reject the task.
To reassign a task to another user or role:
- In the Provisioning page, search and select the task that you want to reassign.
- From the Actions menu, select Open. Alternatively, you can click Open on the toolbar. The Task Details window is displayed.
- In the Task Details window, click Reassign. The Reassign Open Tasks page is displayed.
- Select User or Role depending on what you want to search for. A list of users or roles is displayed, depending on your selection. You can also filter the search by specifying a criteria for filtering and entering a value in the Filter By field.
- In the Reassign column, select a user or role to whom you want to assign the task.
- Click Reassign.
- In the Confirm Tasks to Reassign page, read the details of the action that you are performing and select Confirm Re-assign Task to reassign the task or select Cancel Re-assign Task to cancel the task reassignment.
- Check whether the value in the Assigned to section is properly updated according to the above reassignment action.
9.2.6 Viewing Task Assignment History
You can view the task assignment history for a task in the Task History window.
To view the assignment history of a task:
9.2.7 Viewing Form Details
You can view the process form or account details attached with a task. These are process forms associated with the underlying process definition. A task is embedded in the process definition.
To view the process form attached with a task:
- In the Provisioning Tasks page, search and select a task whose process form you want to view.
- From the Actions menu, select View Form. Alternatively, you can click View Form on the toolbar. The View Form window is displayed.
9.2.8 Modifying Form Details
You can edit the process form associated with a provisioning workflow to provide missing information, if any.
To modify the process form details:
- In the Provisioning Tasks page, search and select a task whose process form you want to modify.
- From the Actions menu, select Edit Form. Alternatively, you can click Edit Form on the toolbar.
- In the Edit Form window, modify the required details, and click Save.
9.2.9 Retrying a Task
As the approver, you can retry a task when an error is generated while setting the response in the first attempt.
To retry a task:
Note:
Only automated tasks can be retried, and an adapter must be attached to the task. Manual tasks cannot be retried.
- In the Provisioning Tasks page, search and select a task that you want to retry.
- From the Actions menu, select Retry. Alternatively, you can click Retry on the toolbar.
- A warning message is displayed prompting you to confirm whether you want to retry the task.
- Click Retry.
9.2.10 Manually Completing a Task
A manual fulfillment task is created if you want to introduce manual steps to mandate an administrator to take some action either before or after the provisioning operation. You can manually complete a task from the Provisioning page.
This section describes the different types of provisioning operations and how to complete manual fulfillment task in the following sections:
9.2.10.1 Different Types of Provisioning Operations
There are two types of provisioning operations:
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Automated: These are provisioning operations that take place in an automated manner by using an Oracle Identity Manager connector for a particular target application.
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Manual: These are provisioning operations that are manually performed with human intervention.
A manual fulfillment task is created during manual provisioning operations. In addition, a manual fulfillment task is created during automated provisioning operation if you want to introduce manual steps to mandate an administrator to take some action either before or after the provisioning operation. For example, if the task requires creation of an account in the EBusiness or AD target, then you must manually fulfill the task after manually creating the account.
9.3 Managing Manual Fulfillment Tasks
The Manual Fulfillment page in the Identity Self Service lists all tasks for provisioning of disconnected application instances.
You can perform the following tasks in the Manual Fulfillment page:
9.3.1 About Manual Fulfillment Task
As a part of provisioning to disconnected application instance, a task is generated. The task is assigned to a user based on the assignment rules specified in the Manual Provisioning Workflow. See "Disconnected Application Instances" in the Administering Oracle Identity Governance for information about disconnected application instances.
When the manual action is done, the administrator or the assignee logs into Identity Self Service and completes the manual provisioning task.
9.3.2 Viewing and Editing Task Details
You can view and modify manual fulfillment task details from the Manual Fulfillment page.
To view and edit the details of a manual fulfillment task:
9.3.3 Completing a Task
You can check details of the task, provide comments if required and complete the task.
To complete a task:
- In the Manual Fulfillment page, search and select the task that you want to complete.
- From the Actions menu, select Complete. Alternatively, you can open the task details, and click Complete.
9.3.4 Rejecting a Task
You can check details of the task, provide comments if required and reject the task.
To reject a task:
- In the Manual Fulfillment page, search and select the task that you want to reject.
- From the Actions menu, select Reject. Alternatively, you can open the task details, and click Reject.
9.3.5 Adding Comments and Attachments
After you view the task details, you can add comments and attachments prior to performing any operation on the task such as approving, rejecting, or reassigning the request.
An attachment can either be a hyperlink or an actual file. It is recommended that the size of the file attachment that you upload be less than 2 MB. If you want to upload file attachments of size greater than 2 MB, then you must change the ADF configuration and increase the size limit. For more details, see Developer's Guide for Oracle Application Development Framework.
To add comments and attachments to a task:
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In the Manual Fulfillment page, search the task to which you want to. add a comment or attachment.
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Click the task to open the task details.
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To add a comment:
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In the Comments section, click the Create icon. The Create Comment dialog box is displayed.
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In the comment field, enter a comment for the task.
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Click OK.
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To add an attachment:
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In the Attachments section, click the Add icon. The Add Attachment dialog box is displayed.
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Select one of the following options as the attachment type:
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URL: Select to specify the URL to an attachment. Enter the attachment name in the Name field, and enter the URL to the attachment in the URL field.
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Desktop File: Select to upload a file from the desktop. Click Browse, and select the attachment.
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Click OK.
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Click Task, Save.
9.3.6 Requesting for Information
You can request for additional information from the user before taking appropriate action on the task.
To request for information about a task:
9.3.7 Reassigning a Task
As the approver, you can reassign a task to another user or role for taking appropriate action on the task. When the task is reassigned to another user, the assignee becomes the approver. When the task is reassigned to a role, any one member of that role can approve or reject the task.
To reassign a task that is assigned to you: