9 Managing Provisioning Tasks

The Oracle Identity Manager allows you to view and manage the provisioning tasks assigned to you. The provisioning tasks feature is used by administrators as well as users.

This chapter describes working with provisioning tasks in the following sections:

• About Provisioning Tasks

• Managing Pending Provisioning Tasks

• Managing Manual Fulfillment Tasks

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:

• Mandatory information in the process form associated with the provisioning task is missing.

• Password specified for the account does not comply with the password policies configured on the target application.

• Target system is unavailable.

• Connectivity information specified in the ITResource parameter are incorrect, or password is no longer valid.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 If the task is no longer valid, then you can manually complete it.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:

• Searching Provisioning Tasks

• Viewing Provisioning Task Details

• Setting Response for a Task

• Adding Notes to a Task

• Reassigning a Task

• Viewing Task Assignment History

• Viewing Form Details

• Modifying Form Details

• Retrying a Task

• Manually Completing a Task

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:

• Basic Search for Provisioning Tasks

• Advanced Search for Provisioning Tasks

9.2.1.1 Basic Search for Provisioning Tasks

To perform basic search:

1. Log in to Identity Self Service.
2. Click the Self Service tab.
3. Click the Provisioning Tasks box, and select Open Tasks. The Provisioning page is displayed.

   Note:

   The Provisioning Tasks tile is a combination of open tasks and manual fulfillment tasks. As a result, the open task count is not displayed.

4. To perform basic search, select any one of the following search options from the Search drop-down:

   • Task Name

   • Beneficiary

   • Task Status

   • Application Instance

5. Enter value for the search option selected and, click the search icon.
6. The provisioning tasks that match the selected search criteria are displayed in a tabular format.

9.2.1.2 Advanced Search for Provisioning Tasks

To perform advanced search:

1. Log in to Identity Self Service.
2. Click the Self Service tab.
3. Click the Provisioning Tasks box, and select Open Tasks. The Provisioning page is displayed.
4. Click the Advanced link. The fields for advanced search page is displayed.
5. Specify values in one or more of the following fields:

   • Match: The All and Any options are read-only.

   • Task Name: Specify a task name that you want to search.

   • Beneficiary: Specify the beneficiary of the task.

   • Task Status: Select Pending or Rejected to search for tasks that are pending or rejected respectively.

   • Application Instance: Specify the name of the application instance associated with the provisioning task.

   After specifying the search criteria, when you click Search, the search results table is displayed.

6. Click Search. The provisioning tasks that match your search criteria are displayed in a tabular format.

Table 9-1 lists the fields in the search results table.

Table 9-1 Fields in the Provisioning Tasks Search Results Table

Field	Description
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:

1. Login to Identity Self Service.
2. Click the Self Service tab.

   Click the Provisioning Tasks box, and select Open Tasks. The Provisioning page is displayed.

3. Search and select the task whose detail you want to view.
4. From the Actions menu, select Open. Alternatively, you can click Open on the toolbar. The Task Details page in displayed in a new window.

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 following fields are displayed in this section: Resource Name: The name of the resource, which is affected by this task User: The beneficiary user name 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 Status: The status of the task, Pending or Rejected Task Description: A description of the task
Response and Error Details	The following fields are displayed in this section: 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.
Error Details	The error, if any, while setting the response. The following fields are displayed in this section: Notes: The additional comments entered by the approver.
Schedule Detail	The following fields are displayed in this section: 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
Add Notes	You can provide additional comments. For more information, see Adding Notes to a Task.
Reassign	You can reassign a task to another user or role. For more information, see Reassigning a Task.
Set Response	You can set a response for the task while taking an action on the task. For more information, see Setting Response for a Task.
Task Assignment History	You can view the task assignment history for a task. For more information, see Viewing Task Assignment History.

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.

1. In the Self Service tab, click the Provisioning Tasks box, and select Open Tasks. The Provisioning page is displayed.
2. Search and select a task for which you want to set a response.
3. From the Actions menu, select Set Response. Alternatively, click Set Response on the toolbar. The Specify Task Responses page is displayed.
4. 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:

1. In the Provisioning page, search and select a task for which you want to add notes.
2. From the Actions menu, select Open. Alternatively, you can click Open on the toolbar. The Task Details window is displayed.
3. In the Task Details window, click Add Notes. The Add Additional Notes dialog box is displayed.
4. In the Notes field, enter the note that you want to add to the task.
5. Click Save 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:

1. In the Provisioning page, search and select the task that you want to reassign.
2. From the Actions menu, select Open. Alternatively, you can click Open on the toolbar. The Task Details window is displayed.
3. In the Task Details window, click Reassign. The Reassign Open Task dialog box is displayed.
4. Select User or Role depending on what you want to search for. In the Search section, search for a user or role. A list of users or roles is displayed, depending on your search.
5. In the Reassign column, select a user or role to whom you want to assign the task.
6. Click Reassign.
7. Check whether the value in the Assigned to User field in the Task Details window is properly updated according to the 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:

1. In the Provisioning page, search and select a task for which you want to view the task assignment history.
2. From the Actions menu, select Open. Alternatively, you can click Open on the toolbar. The Task Details window is displayed.
3. In the Task Details window, click Task Assignment History. The Task Assignment History window is displayed. Table 9-3 lists the columns of the task assignment history.

   Table 9-3 Fields in the Task History Window

   Field	Description
   Task Status	The status of the task, Pending or Rejected
   Task Action	The source details of the task, for example, when the task is first created it will be "Engine". If the user reassigns the task, it will be "User".
   Assign Type	The type of the assignee of the task, for example, when the task is assigned for the first time, it is "Default Task Assignment". If the task is reassigned, then its value is either user or role.
   Assigned to User	The user to whom the task is assigned
   Assigned to Role	The role to which the task is assigned
   Assigned By	The user who assigned the task
   Assigned Date	The date when the task was assigned

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:

1. In the Provisioning Tasks page, search and select a task whose process form you want to view.
2. From the Actions menu, select View Form. Alternatively, you can click View Form on the toolbar. The Edit Form page for the selected task 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:

1. In the Provisioning Tasks page, search and select a task whose process form you want to modify.
2. From the Actions menu, select Edit Form. Alternatively, you can click Edit Form on the toolbar.
3. In the Edit Form page, 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.

1. In the Provisioning Tasks page, search and select a task that you want to retry.
2. From the Actions menu, select Retry. Alternatively, you can click Retry on the toolbar.
3. A warning message is displayed prompting you to confirm whether you want to retry the task.
4. 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:

• Different Types of Provisioning Operations

• Completing Manual Fulfillment Task

9.2.10.1 Different Types of Provisioning Operations

There are two types of provisioning operations:

• Automated: These are provisioning operations that take place in an automated manner by using an Oracle Identity Manager connector for a particular target application.

• 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.

9.2.10.2 Completing Manual Fulfillment Task

To complete a manual fulfillment task:

1. In the Provisioning page, search and select the task that you want to manually complete.
2. From the Actions menu, select Manual Complete. Alternatively, click Manual Complete on the toolbar.

   A warning is displayed asking for confirmation.

3. Click Manually Complete.

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:

• About Manual Fulfillment Task

• Viewing and Editing Task Details

• Completing a Task

• Rejecting a Task

• Adding Comments and Attachments

• Requesting for Information

• Reassigning a Task

• Modifying Grant Duration

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:

1. Login to Oracle Identity Self Service.
2. Click the Self Service tab.
3. Click the Provisioning Tasks box, and select Manual Fulfillment. The Manual Fulfillment page is displayed.
4. Search for the task for which you want to view or modify the details. To do so, enter a task title in the search field, and click the search icon.
5. Click the task that you want to open. The details of the task is displayed in a separate tab. The task details page consists of the following sections:

   • Details: Displays information about the assignee of the task.

   • Contents: Displays the details of the task, such as application instance name and beneficiary details.

   • Cart Details: Lists the cart items that will be provisioned when the task is completed.

   • Request Details: Displays the details of the selected cart item. This consists of:

     • Details: Enables you to modify the account information before fulfilling the task.

     • Grant Duration: Enables you to modify the duration for which the disconnected application will be provisioned. For more information, see Adding and Removing Grant Duration.

   • History: Displays all actions taken on the task. You can filter the task history by clicking Options and selecting one or more of the following options:

     • Show all: To show all actions in the task

     • Exclude system approvals: To exclude the approvals by Oracle Identity Manager

     • Combine Repeated Approvals: To combine the approvals that have been done repeatedly

     • Include Future approvals: To show the approvals required in future dates

   • Comments: Displays the comment associated to the task, and allows to add a comment to the task.

   • Attachments: Displays any attachments with the task, and allows to add or modify the attachments.

6. In the Request Details section, modify the attribute values, and click Fulfill.

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:

1. In the Manual Fulfillment page, search and select the task that you want to complete.
2. From the Actions menu, select Complete. Alternatively, you can open the task details, and click Complete.

   Note:

   If the request is to modify a parent form, then a bubble icon is displayed adjacent to the modified fields in the manual fulfillment form. This bubble icon indicates that the particular field value has been modified to a newer value.

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:

1. In the Manual Fulfillment page, search and select the task that you want to reject.
2. 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.

To add comments and attachments to a task:

1. In the Manual Fulfillment page, search the task to which you want to. add a comment or attachment.

2. Click the task to open the task details.

3. To add a comment:

   1. In the Comments section, click the Create icon. The Create Comment dialog box is displayed.

   2. In the comment field, enter a comment for the task.

   3. Click OK.

4. To add an attachment:

   1. In the Attachments section, click the Add icon. The Add Attachment dialog box is displayed.

   2. Select one of the following options as the attachment type:

      • 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.

      • Desktop File: Select to upload a file from the desktop. Click Browse, and select the attachment.

   3. Click OK.

5. 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:

1. In the Manual Fulfillment page, search for the task for which you want to request for information.
2. Open the task details.
3. Select Actions, Request Information. The Request More Information dialog box is displayed.
4. Select any one of the following options:

   • Participant: To select a participant from the list. Also, select a return option to specify whether the task will return to the current assignee or will go to subsequent participants for further action.

   • Other users: To select a user from whom information is requested. Click the lookup icon, and search and select a user.

5. Click OK.

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:

1. In the Manual Fulfillment page, search for the task that you want to reassign.
2. Select the task. From the Actions menu, select Reassign.

   Alternatively, open the task details, and select Actions, Reassign.

   The Reassign Task dialog box is displayed.

3. Select any one of the following options:

   • Reassign (transfer task to another user or group): To reassign the task to another user, group, or application role. On selecting this option, you can search and select users, groups, or application roles for reassigning.

   • Delegate (allow specified user to act on my behalf): To delegate the task to a user that you can search and select. The delegated user will take actions on the task on your behalf. The privileges of the delegatee are based on the delegator's privileges.

4. Click OK.

9.3.8 Modifying Grant Duration

You can modify the grant duration of the account or entitlement which are pending for approval from the Request Details tab.

To modify the grant duration of the account or entitlement to the user:

1. In the Manual Fulfillment page, search for the task for which you want to modify the grant duration of the account or entitlement.
2. Open the request details.
3. In the Request Details tab, click the Grant Duration icon.
4. Modify the values in the following fields:

   • Start Date: The start date when the account or entitlement will be provisioned. This must be a future date. This field is not available for modification if the account or entitlement is already assigned to the user.

   • End Date: The end date when the account or entitlement will be revoked.

   For detailed information about grant duration, see Adding and Removing Grant Duration.

5. Save the task.