Identity and Access Management Program NetID and PIN … · 4 Introduction About the Yale Provisioning Tool Yale is introducing IdentityIQ (IIQ) as the new platform for NetID and

IdentityandAccessManagementProgramNetIDandPINToolAdministration

QuickGuide

Version1|March2,2018

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TableofContentsTableofContents......................................................................................................................................................2

Introduction..............................................................................................................................................................4

AbouttheYaleProvisioningTool..........................................................................................................................4

WhatiscurrentlyavailableinIIQ:.........................................................................................................................4

GettingStarted..........................................................................................................................................................5

BrowserInformationforIdentityIQ......................................................................................................................5

LaunchingIdentityIQ.............................................................................................................................................5

AboutIdentityIIQ:.....................................................................................................................................................6

1. AboutIdentityIQ:..............................................................................................................................................6

2. SearchingwithinIdentityIQ:............................................................................................................................8

Whataremyadvancedfilteringoptions?.........................................................................................................8

3:HowtoSearch:....................................................................................................................................................9

4:AboutIdentityInformation:.............................................................................................................................10

5:HowtoaccessanApplication:..........................................................................................................................11

NetIDAdministration:PINToolFunctions.............................................................................................................12

1.AboutPINToolfunctions:................................................................................................................................12

2.HowtoCreatePIN:..........................................................................................................................................13

3.HowtoClearPIN:.............................................................................................................................................14

4.HowtoExtendPIN:...........................................................................................................................................15

NetIDAdministration:DependentNetID:..............................................................................................................16

1. AboutDependentNetIDfunctions:...............................................................................................................16

2. HowtoCreateaDependentNetID:...............................................................................................................17

3. HowtoLockorUnlockaDependentNetID:..................................................................................................18

4. HowtoTransferaDependentNetID:............................................................................................................19

5. HowtoPromoteaDependentNetID:............................................................................................................20

6. HowtoEditaDependentNetIDDisplayName:............................................................................................20

NetIDAdministration:PrimaryNetID:....................................................................................................................22

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1. AboutPrimaryNetIDfunctions:.....................................................................................................................22

2. HowtoLockaPrimaryNetID:........................................................................................................................22

3.HowtoUnlockaPrimaryNetID:………………………………………………………………………………………………………………..23

NetIDAdministration:UsingtheBulkNetIDTool:.................................................................................................24

1. AbouttheBulkNetIDfunctions:……………………………………………………………………………………………………………24

2. HowtoLockNetIDsinBulk:...........................................................................................................................24

3. HowtoUnlockNetIDsinBulk:.......................................................................................................................25

NetIDAdministration:UsingtheBulkPinTool:.....................................................................................................27

1. AbouttheBulkPINfunctions:........................................................................................................................27

2. HowtoCreatePINsinBulk:...........................................................................................................................28

3. HowtoExtendPINsinBulk:...........................................................................................................................30

NetIDAdministration:SecurityInformation:.........................................................................................................32

NetIDAdministration:OtherAvailableActions:.....................................................................................................33

1. AboutAddNoteandViewEventLogfunctions:...........................................................................................33

2. HowtoAddNote:...........................................................................................................................................33

3.HowtoViewEventLog:……………………………………………………………………………………………………………………………..34

Glossary...................................................................................................................................................................35

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Introduction

AbouttheYaleProvisioningToolYaleisintroducingIdentityIQ(IIQ)asthenewplatformforNetIDandPINadministration.Overthelongterm,theIIQapplicationwillbethesinglesourceforavarietyofIdentityandAccessManagementfunctions,including:

• ActiveDirectory• EmailandEmailAlias• RoleManagement• AttestationsandCertifications

IdentityIQbySailPointisavendorsolutionforIdentityandAccessManagement

WhatiscurrentlyavailableinIIQ:• PINToolfunctionsincludingCreating,ClearingandExtendingPIN• BulkPinToolfunctionsincludingCreatingandExtendingPINsinbulk• BulkNetIDToolfunctionsincludingLocking/UnlockingNetIDsinbulk• PrimaryNetIDAdministrationincludingLocking/Unlocking• DependentNetIDAdministrationincludingCreating,Locking/Unlocking,Transferring,Promoting

andEditingDependentNetIDDisplayName• AccesstosecurityinformationincludingSSN,SecurityQuestionsandAnswersandDateofBirth

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GettingStarted

BrowserInformationforIdentityIQ

IdentityIQcanbeaccessedfromanyYalesupportedbrowser.

Note:InInternetExplorerversion8or9,thereisalimitationinscrollingthroughNotehistory.

LaunchingIdentityIQWhenyouneedtouseaccessIIQ,simply:

Goto:https://identity.yale.edu/identityiq

1. LoginthroughCASwithyourYaleNetIDandpassword.

NOTE:IfyouencounterproblemsorareunabletolaunchIIQ,calltheITSHelpDeskat203-432-9000.

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https://identity.yale.edu/identityiq

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AboutIdentityIIQ:

1. AboutIdentityIQ: Once logged into IdentityIQ (IIQ), you are presented with a Dashboard view.

Once selecting, Manage Yale Accounts, you are presented with the screen below, which prompts you to search for an Identity record (detailed search instructions follow).

The data contained within IIQ is consumed from Yale’s authoritative data sources including IDR, Banner, Workday Worker, Workday Academic Affiliate and Sponsored Identity.

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2. SearchingwithinIdentityIQ:

In this section, you will find information about the search process. Steps by steps instructions for searching follow.

1. You can Search by the following.

- NetID - Display Name (Last, First) - Last - First - UPI

2. There are a number of additional filtering capabilities, described below.

Whataremyadvancedfilteringoptions? SearchOption Description1 Name ObtainedfromSOM,BannerandOracleEBSHR2 NetID NetIDSystem–EnterpriseDirectory3 Owner OwneroftheDependentNetID.4 Manager OracleEBSHR5 UPI FromOracleIdentityManagedreplacedintoIIQ6 PersonID CurrentPersonID,IIQ“owns”7 Application 8 Type 9 Title 10 Role BannerandOracleEBSHR11 BannerPIDM Usedforsystemprocessing12 RecentlyRefreshed Usedforsystemprocessing13 Department

Note: IIQ does not require a wildcard. The search automatically returns results for specific values or ‘begins with.’ These results will include first name, last name or NetID. For example, a search on ken, will bring back all first and last names starting with ken, such as Kennedy, Kendrick, Ken, Kenneth, Kendall and NetID such as ken34, ken07.

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3:HowtoSearch: All searches begin by selecting Manage Yale Access from Dashboard. When accessing an Identity, you enter NetID, or Last, First or UPI into blank search

field, and hit Enter or click.

To conduct an Advanced Search, click Enter data in the available search fields and click Search.

To narrow your Search results, you can order by UserName, (UPI or Dependent NetID), First, Last, NetID or Manager. Move your cursor over the field titles to engage the drop down options.

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4:AboutIdentityInformation: The following provides detailed information about the information displayed for Identities.

UserInformation Description1 UPI UniquePersonIdentifier(UPI)2 NetID 3 DisplayName Datesource/originalsource:SOM,Banner,OracleEBS

4 Gone WilldisplayGonedateifthelastactiveaffiliationendedpriortoSeptember2013,ifnot,itwilldefaulttoOctober9,1701

5 Affiliation IdentifiesPrimaryRoleatYale

6 JobTitleorSchool ForstudentthiswilldisplaySchoolfromBanner.AllotheridentitieswillbeJobTitle.Datesource/originalsource:SOM,Banner,OracleEBS

NetIDType 1 Primary PrimaryNetIDforIdentity2 DependentNetID DisplayslistofDependentNetID(s)ownedbythePrimaryNetID

AccountInformation PossibleValues1 NetID 2 NetIDSystemStatus Locked,Unlocked3 ActivationDate Null,DateNetIDwasactivated4 DeactivationDate Null,DateNetIDwasdeactivated5 ActiveDirectoryStatus NotDetected,Locked,Unlocked6 ADLogonHours NotDetected,Denied,Permitted7 PIN 8 PINStatus Null(ifnoPIN),Available,Expired,ConsumedorCan’tactiveyet9 PINDateRange Null(ifnoPIN),DaterangeofthelastPIN

NotesHistory:

1Notescapturedonchangestoidentities.Important:Notesarelimitedto1024characters.

The actions you can perform are dynamically generated based on the current status of the user’s identity, for example, if the NetID does not have a PIN, you will only see the action “Create PIN.”

SelectAction:1 Dynamicallygeneratedsetofactionsbasedonstatusofidentity.

Note:AccountInformationdisplayedbelowwillchangedependingupontheNetIDTypeselected.

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5:HowtoaccessanApplication:

All IIQ actions begin with the following steps:

Step 1: From the Dashboard, select Manage Yale Accounts.

Step 2: Search and select your Identity.

Step 3: Verify that you have selected the right Identity.

Step 4: When provided select NetID Type either Primary or Dependent NetID

Step 5: Scroll down the page to Select Action

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NetIDAdministration:PINToolFunctions

1. AboutPINToolfunctions:

This section describes the tasks associated with managing PIN’s. Step by step instructions for performing these tasks are described in the following pages. In IIQ, you can perform the following tasks:

1. Create PIN 2. Clear PIN 3. Extend PIN

The actions you can perform are dynamically generated based on the current status of the user’s identity, for example, if the NetID does not have a PIN, you will only see the actior “Create PIN.”

Information is displayed per below.

AccountInformation PossibleValues1 NetID 2 NetIDSystemStatus Locked,Unlocked3 ActivationDate Null,DateNetIDwasactivated4 DeactivationDate Null,DateNetIDwasdeactivated5 ActiveDirectoryStatus NotDetected,Locked,Unlocked6 ADLogonHours NotDetected,Denied,Permitted7 PIN 8 PINStatus Null(ifnoPIN),Available,Expired,ConsumedorCan’tactiveyet9 PINDateRange Null(ifnoPIN),DaterangeofthelastPIN

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2. HowtoCreatePIN:

Once an Identity has been selected, perform the following steps to Create a PIN. Should you need instructions on accessing an Identity see (How to Access an Application).

Step 1: Select Create PIN (from drop down list)

Step 2: Click Next:

Step 3: Set Start Date: (defaults to current day)

Step 4: Set Duration (Select Days or Other)

Step 5: Add Note (Recommended):

Step 6: Click Create PIN

Step 7: Review Confirmation Page

Step 8: Click Ok

Step 9: Click Next (to perform another action on this Identity) or Select Different Identity to return to main Search page or Cancel to return to Dashboard.

Notes:CreationofaPINwillclearanexistingPINifoneexists.Youcan’tcreateaPINforalockedNetID.TheNetIDwillneedtobeunlockedasthefirststep.

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3.HowtoClearPIN:

Once an Identity has been selected, perform the following steps to Clear a PIN. Should you need instructions on accessing an Identity see (How to Access an Application).

Step 1: Review Information: (If working on a Dependent NetID, select radio button).

Step 2: Scroll to Select Action: Select Clear PIN:

Step 3: Click Next:

Step 4: Add Note:

Step 5: Click Clear PIN:

Step 6: Review Confirmation Page

Step 7: Click Ok:


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4.HowtoExtendPIN:

Once an Identity has been selected, perform the following steps to Extend a PIN. Should you need instructions on accessing an Identity see ((How to Access an Application).

Step 1: Select Extend PIN (from Select Action drop-down):

Step 2: Click Next:

Step 3: Select new Start Date: (defaults to current day)

Step 4: Select new Duration: (If start date is in the future)

Step 5: Select new End Date:

Step 6: Add Note: (Optional)

Step 7: Click Extend PIN

Step 8: Click Ok:


Note:APINcanbeextendedamaximumof180daysfromstartdate.After180days,thePINwillexpireandcanbeextendedifneeded.

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NetIDAdministration:DependentNetID:

1. AboutDependentNetIDfunctions:

This section describes the tasks associated with managing Dependent NetID’s. At Yale a Dependent NetID is used for different types of Service Accounts. Step by step instructions for performing these tasks are described in the following pages.

In IIQ, you can perform the following tasks:

1. Create a Dependent NetID 2. Lock and Unlock a Dependent NetID 3. Transfer a Dependent NetID 4. Promote a Dependent NetID 5. Edit NetID Display Name

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2. HowtoCreateaDependentNetID:

This section describes the tasks associated with creating a Dependent NetID. This process begins with identifying the Primary NetID that will act as owner of the Dependent NetID.

Once the Primary NetID has been selected, perform the following steps to Create. Should you need instructions on how to access a Primary NetID see (Accessing an Application).

Step 1: Select Action: Create Dependent NetID (from Select Action drop-down):

Step 2: Click Next:

Step 3: Enter text for creation of Dependent NetID:

Step 4: Select Type: (either Vanity or Prefix, see Notes for details)

Step 5: Enter Display Name: (168 character limit)

Step 6: Add Note: (Required)

Step 7: Click Create NetID:

Step 8: Review Confirmation Page:

Step 9: Click Ok:


Notes:

Prefix:TypicaluseistoprovidethesameinitialprefixasNetIDfollowedbysystemgeneratednumbers.Theprefixislimitedto3characters.

Vanity:UsethisDependentNetIDtypetonametheaccountwithaspecificnameratherthanasystemgeneratednameasisgeneratedwiththePrefix.OftenusedforServiceAccountscreatedwithauniquenameinActiveDirectory.Vanitynameislimitedto8characters.

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3. HowtoLockorUnlockaDependentNetID:

This section describes the tasks associated with locking and unlocking a Dependent NetID. The actions you can perform are dynamically generated. For example:

• If NetID is unlocked, the lock action displays. • If NetID is locked, the unlock action displays.

Once a Dependent NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application).

Step 1: Select Action: Either Lock or Unlock NetID (from drop-down) Step 2: Click Next: Step 3: Add Note: (Required) Step 4: Click Lock or Unlock: Step 5: Review Confirmation Page: Step 6: Click Ok: Step 7: Click Next (to perform another action on this Identity) or Select Different Identity

to return to main Search page or Cancel to return to Dashboard.

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4. HowtoTransferaDependentNetID:

This section describes the tasks associated with transferring a Dependent NetID. This is used when the owner of a Dependent NetID needs to be transferred to another Primary NetID.


Step 1: Select the Dependent NetID to transfer to new owner:

Step 2: From Select Action: select Transfer NetID (from drop-down):

Step 3: Click Next:

Step 4: Select New Owner: (enter NetID of New Owner)

Step 5: Add a Note: (Required)

Step 6: Click Next:


Step 8: Click Ok:


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5. HowtoPromoteaDependentNetID:

This feature is restricted. Should you need to promote a Dependent NetID, reach out to the ITS Help Desk at [email protected] or 203-432-9000.

6. HowtoEditaDependentNetIDDisplayName:

This section describes the tasks associated with editing a Dependent NetID Display Name.


Step 1: Select the Dependent NetID which display name you need to change:

Step 2: From Select Action: select Edit NetID Display Name (from drop-down):

Step 3: Click Next:

Step 4: Edit NetID display name in DisplayName field: (Required)

Step 5: Add a Note: (Required)

Step 6: Click Next:


Step 8: Click Ok:


mailto:[email protected]

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NetIDAdministration:PrimaryNetID:

1. AboutPrimaryNetIDfunctions:

This section describes the tasks associated with managing a Primary NetID. At this stage the process allows for locking and unlocking a Primary NetID. Step by step instructions for performing these tasks are described in the following pages.


1. Lock a Primary NetID 2. Unlock a Primary NetID

2. HowtoLockaPrimaryNetID:

This section describes the tasks associated with locking a Primary NetID’s.

Once a Primary NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application).Step 1: Select Lock NetID:

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Step 2: Click Next:

Step 3: Add a Note (Required):

Step 4: Click Lock:


Step 7: Click Ok:


3. HowtoUnlockaPrimaryNetID:

This section describes the tasks associated with locking a Primary NetID.

Step 1: Select Unlock NetID:

Step 2: Click Next:

Step 3: Add a Note (Required):

Step 4: Click Unlock:


Step 7: Click Ok:


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NetIDAdministration:UsingBulkNetIDTool:

1. AbouttheBulkNetIDfunctions:

This section describes the tasks associated with managing the Bulk NetID tool. Step by step instructions for performing these tasks are described in the following pages.


1. Create NetID’s in Bulk 2. Extend NetID’s in Bulk

2.HowtoBulkLockPrimaryNetIDs:

This section describes the process for Bulk NetID Lock.

Step 1: From Dashboard, select NetId Bulk Action.

Step 2: Select Application radio button Lock NetID

Step 3: Click Next:

Step 4: Add a list of NetIDs to the NetID List box:

Step 5: Add a comment to the Comments list box This comment will be linked to all the NetIDs in the list.

Step 6: Click the Process Bulk Action button

DisplayInformation Description

NetIDList* FieldisprovidedforentryofNetIDs.NetIDscanbecopiedandpastedfromanExcelspreadsheet.NetIDsmustbelowercase.

Comments* Fieldisprovidedforexplanationofperformedaction* Indicatesarequiredfield

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Step 7: Review the Result and Status of the action and then click OK

3.HowtoBulkUnlockPrimaryNetIDs:

This section describes the processes for Bulk NetID Unlock.

Step 1: From Dashboard, select NetId Bulk Action:

Step 2: Select Application radio button Unlock NetID

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Step 3: Click Next:

Step 4: Add a list of NetIDs to the NetID List box:

Step 5: Add a comment to the Comments list box This comment will be linked to all the NetIDs in the list.

Step 6: Click the Process Bulk Action button

Step 7: Review the Result and Status of the action and then click OK

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NetIDAdministration:UsingtheBulkPinTool:

1.AbouttheBulkPINfunctions:

This section describes the tasks associated with managing the Bulk Pin tool. Step by step instructions for performing these tasks are described in the following pages.


3. Create PINs in Bulk 4. Extend PINs in Bulk

DisplayInformation Description

NetIDList* FieldisprovidedforentryofNetIDs.NetIDscanbecopiedandpastedfromanExcelspreadsheet.NetIDsmustbelowercase.

StartDate*: Defaultstocurrentdate.YoucanprovideadateinthefutureDuration*: Options:indays,1,7,30,90,Other.IfOther,anEndDateisrequired.EndDate RequiredwhenOtherisselectedforDuration* Indicatesarequiredfield

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2.HowtoCreatePINsinBulk:

This section describes the process for Bulk Pin Creation.

Step 1: From Dashboard, Select Bulk Action:

Step 2: Select Create PIN:

Step 3: Click Next:

Step 4: Enter NetID’s:

Step 5: Select Start Date: (defaults to current date)

Step 6: Add Duration: (If Other is selected, enter End Date)

Step 7: Click Process Bulk Action:


Step 9: Click Ok:

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Note:ThebulkprocesschecksforvalidNetID’sandthattheNetIDisunlocked.PINresultswillbedisplayedonconfirmationscreen,fromwhichyoucancopyandpaste.Inaddition,theBulkprocesswillgenerateanemailcontaininginstructionsonhowtoretrievetheresultsatalatertime.Retrievedresultscanbeexportedtoanxlsorpdfdocument.

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3.HowtoExtendPINsinBulk:

This section describes the processes for extending PINs in Bulk.

Step 1: From Dashboard, Select Bulk Action:

Step 2: Select Extend PIN:

Step 3: Click Next:

Step 4: Enter NetIDs:

Step 5: Select Start Date: (defaults to current date)

Step 6: Add Duration: (If Other is selected, enter End Date)

Step 7: Click Process Bulk Action:


Step 9: Click Ok:

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Notes:

ThebulkprocesschecksforvalidNetID’sandthattheNetIDisunlocked.PINresultswillbedisplayedonconfirmationscreen,fromwhichyoucancopyandpaste.Inaddition,theBulkprocesswillgenerateanemailcontaininginstructionsonhowtoretrievetheresultsatalatertime.Retrievedresultscanbeexportedtoanxlsorpdfdocument.

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NetIDAdministration:SecurityInformation:

This section describes the tasks associated with accessing Security Information.

In IIQ, access to the following data is based on your level of permissions.

1. View Date of Birth (DOB) 2. View Social Security (SSN) 3. View Security Questions and Answers (QA)

Once a NetID has been selected, perform the following steps. Should you need instructions on how to access a NetID see (Accessing an Application).

Step 1: From Select Action: select View Security Information (from drop-down):

Step 2: Click Next:

Step 3: Review Security Information:

Step 4: Click Return to NetID Administration:

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NetIDAdministration:OtherAvailableActions:

1.AboutAddNoteandViewEventLogfunctions:

This section describes other available tasks.

In IIQ, two additional actions can be selected.

1. Add Note 2. View Event Log

2.HowtoAddnote

This section describes the tasks associated with adding note.

Step 1: From Select Action: select Add Note (from drop-down):

Step 2: Click Next:

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Step 3: Add Note:

Step 4: Click Add Note:

Step 4: Click Cancel to return to Dashboard:

3.HowtoViewEventLog

This section describes the tasks associated with viewing event log.

Step 1: From Select Action: select View Event Log (from drop-down):

Step 2: Click Next:

Step 3: Review Event Log Information:

Step 4: Click Return to NetID Administration or Cancel to return to Dashboard:

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Glossary

Term/Acronym Definition

IAM Identity and Access Management

IIQ IdentityIQ, the name of the application provided by SailPoint.

Documents

Identity and Access Management Program NetID and PIN … · 4 Introduction About the Yale Provisioning Tool Yale is introducing IdentityIQ (IIQ) as the new platform for NetID and