Using Subscriptions

By using and reusing your own saved search query or SoD policy and IdentityNow's flexible scheduling options, you can create subscriptions in IdentityNow and set yourself up for proactive governance. Your teams will find it easier than ever to stay on top of shareable, search-based updates and SoD policy violations.

 

In summary, you can configure IdentityNow to generate automatic emails on a regular schedule that contain the results of an SoD policy or search query. You can define how often these emails are sent and who they are sent to.

About Schedules

You can choose one of the following options for when IdentityNow generates an email for your subscription:

  • Daily - Select the times of day you'd like to receive an email about your subscription The times you select will show up on the right next to the drop-down. Click the x next to the time to remove it from the list. Daily is the default option.
  • Weekly - Select the days of the week and times you'd like to receive an email about the subscription using the checkboxes. The times you select will show up on the right next to the drop-down. Click the x next to the time to remove it from the list.
  • Monthly - Select the numerical days of the month and times you'd like to receive an email about the subscription using the checkboxes. The days and times you select will show up on the right next to the drop-down. Click the x next to the time to remove it from the list.

 

NOTES:

  • You can only use one schedule option at a time. For example, if you start with weekly but move to monthly, your weekly subscription will end.
  • You can only schedule 1 subscription per SoD policy
  • You can schedule a maximum of 10 subscriptions per saved search.

 

About Subscription Email Templates

A subscription generates an automatic email based on the results of the related item. This email is sent to any person identified by you as a subscriber. These subscribers:

  • Can view the email generated by the subscription
  • Might be able to view the related query results in IdentityNow if they have access to Search
  • Can unsubscribe by asking the subscription creator to edit the subscription's settings.

NOTE: To unsubscribe a user, use the POST /scheduled-searches/{id}/unsubscribe API

 

Best Practices for Other Subscribers

The following practices will help make subscriptions more useful to stakeholders in your identity governance practices:

  • Let other subscribers know about the subscription in advance, including the frequency with which they will be receiving emails. SoD Violation Owners are automatically added to subscriptions to their SoD policy.
  • Because these people might not be regular IdentityNow users, it is important to clearly define subscription attributes so they will make sense to anyone who receives the related emails. The following attributes are used in the email templates described below to give context to anyone who might receive these emails:
    • Name - By default, the subscription's Name field uses the format <schedule>:<name> where schedule is time period you set and name is the saved search or SoD policy you're creating the subscription for. You can edit the name so that it is more meaningful to anyone who might read the resulting email.

    • Description - By default, the subscription's Description field uses the description of the saved search or SoD policy you're creating the subscription for. You can edit the description to provide additional information to users who might read the resulting email.

  • Review the following email templates to ensure that they provide meaningful information to your subscribers:

 

Saved Searches

The following sections describe how to manage subscriptions to saved searches.

 

Subscribe to a Saved Search

1. Create and save a search.

 

2. Click the star icon to view your saved searches.

 

3. Click the clock icon next to the search you want to subscribe to.

 

NOTE: When you hover your mouse over the clock, you'll see the View Subscriptions tooltip. This is visible even when there are no subscriptions saved for the search. Click the clock icon to see the New Subscription link.

 

4. Click New Subscription.

 

You will see a Welcome to Subscriptions page.

 

5. Select a time zone for your search subscription.

 

6. Click Next.

7. Schedule your subscription. You can choose daily, weekly, or monthly options. See About Schedules for details.

 

 

8. Click Next.

9. On the Information page, define the details that are used to create the email subscription including Name, Description, and the following other options:

  • Other Subscribers - You are automatically subscribed to subscriptions you create. You also can add other people who'll receive the email subscription.
  • Add a detailed summary of results to the report - This causes detailed information about your identities and access data to be included in the email generated by this subscription.

CAUTION: Including these details in an email could present a security risk.

  • Send the report even when no items match the query - Select this checkbox if you want to receive subscription related emails even when there are no results to report.

 

See About Subscription Email Templates for more information.

10. Click Next.

 

11. On the Summary page, review the subscription. The first four lines are about the saved search, and the next four are about the subscription.

 

Optional: Test the subscription by clicking Send test. This test email only goes to the subscription creator, who is the default owner. None of the other subscribers will see it.

 

12. Click Subscribe.

 

Edit a Search Subscription

1. Click the star icon to view your saved searches.

 

Find the search that has the subscription you want to edit.

 

2. Click the clock icon.

 

3. Select the name of the subscription. You can view or edit your subscription from here.

You have the following options:

  • Click Edit to change the schedule, subscribers, or other settings on the subscription described in Subscribe to a Saved Search.
  • To disable the subscription, click the menu icon and click Disable Subscription. This option disables emails initiated by this subscription.
  • To delete this subscription, click the menu icon and click Delete.

 

 

SoD Policies

The following sections describe how to manage subscriptions to SoD policies.

 

NOTE: Before creating a subscription to a policy, be aware of whether its status (enabled or disabled) by reviewing the policy details. You can subscribe to a disabled policy but it will not generate any results if there are violations.

 

Subscribe to an SoD Policy

1. Create an SoD Policy.

 

2. Click the Layers icon to view your SoD policies. Click the clock icon next to the policy you want to subscribe to.

 

3. Click Create Subscription.

 

You will see a Welcome to SoD Subscriptions page.

 

4. Select a time zone for your SoD subscription.

 

5. Click Next.

6.  Schedule your subscription. You can choose daily, weekly, or monthly options. See About Schedules for details.

 

7. Click Next.

8. On the Information page, define the details that are used to create the email subscription including Name, Description, and Subscribers who'll receive the email subscription. See About Subscription Email Templates for more information.

 

NOTE: Typically, users need to be subscribed to an SoD policy if they will need to manage policy enforcement. An SoD policy's Violation Owner is always added to subscriptions to the policy and can't be removed.

subscription information.png

9. Click Next.

 

10. On the Summary page, review the subscription. The first four lines are about the saved search, and the next four are about the subscription.

 

11. Click Subscribe.

subscription summary.png

 

Edit an SoD Subscription

1. Click the Layers icon to view your SoD policies. Find the policy you want to edit the subscription for.

 

2. Click the Clock icon.

 

3. Select the subscription from the list that appears.

 

Your subscription is now visible. You can view or edit your subscription from here.

You have the following options:

  • Click Edit to change the schedule, subscribers, or other settings on the subscription described in Subscribe to an SoD Policy​.
  • Click the Delete icon to delete the subscription.

NOTE: To disable an SoD policy subscription, you must disable the policy itself. See Managing Separation of Duties Policies​ for details.

Labels (1)
Version history
Revision #:
4 of 4
Last update:
‎Jan 06, 2020 03:21 PM
Updated by: