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Identity in Office 365

In most cases, user accounts in the CDS Hosted Applications Platform are synchronized from local agency Active Directory domains to CloudPortal Services Manager via AD Sync. CDS has extended these identities with synchronization from the CDS Hosted Applications Platform directly to Microsoft Office 365.

This allows users to access their Exchange Online mailbox and other Office 365 resources utilizing the same set of credentials they would use to access email and local file shares today – their userPrincipalName (UPN, commonly matching a user's email address) and domain password.

Identity Management

If your agency currently utilizes AD Sync to synchronize user object information to CloudPortal Services Manager, you will continue to update your employee data in your local Active Directory domain.

If your agency is not utilizing AD Sync or does not have a local Active Directory domain, employee information will still be managed via CloudPortal Services Manager.

All identities that exist in Cloud Portal will be synchronized to Office 365 for use with the various features under the E3 license.

Synchronization

User Information

User information that exists in Cloud Portal is synchronized to Office 365 every 30 minutes. The sync schedule and frequency do not change based on the use of ADSync or manually entering user information in Cloud Portal. Types of information sync'd on this schedule are:

  • First and Last Name
  • Display Name
  • Title
  • Department
  • Office
  • Address information

User Licensing

Office 365 license changes applied through Cloud Portal are immediately processed for a tenant. There is no delay or schedule involved.

Groups & Contact Synchronization

Security groups, distribution groups and contacts are synchronized as part of the User Information sync process.

Passwords

Password synchronization occurs every two minutes from Cloud Portal to Office 365.

User Photos

Once a user has been migrated to Office 365, their photos will be managed directly in Outlook Web App (OWA). This is a change to the previous behavior of utilizing Profile Pictures service in the CDS Hosted Platform to submit photos. This modification allows us to better adopt new features in Microsoft Office 365 and their interaction with the various cloud services.

For more information on the original Profile Pictures feature in the CDS Hosted Applications Platform, please see the Profile Pictures section.

Password Management

User object information, including userPrincipalName and domain password, are synchronized directly to Microsoft Office 365 from the CDS Hosted Applications Platform. As such, password changes will be managed either in your local Active Directory domain (if you are using AD Sync) or directly in CloudPortal Services Manager (if you are not using AD Sync).

  • AD Sync - Credentials are managed in your local Active Directory domain either via PowerShell commands or the Active Directory Users and Computers snap-in.
  • AD Sync with ANIXIS Password Reset - Credentials are managed in your local Active Directory domain either via PowerShell commands or the Active Directory Users and Computers snap-in. Employees are also able to enroll their credentials in your agency's password reset portal to enable self-service credential management.
  • No AD Sync - Credentials are managed in CloudPortal Services Manager both by agency administrators and employees.

Password Policy

Password complexity and age requirements are determined at the password source. If your agency is using AD Sync, this will be managed via Group Policy in your local Active Directory domain. If your agency is not using AD Sync, password policy is managed via CloudPortal Services Manager. No password policy management occurs directly in Microsoft Office 365.

Identity and Licensing

An active employee with an enabled user object will normally consume one Microsoft Office 365 E3 license. This entitles the employee to five installations of Microsoft Office 365 ProPlus (desktop or laptop), five installations of Microsoft Office 365 on mobile devices (iOS, Android, and Windows Phone), a 50 GB Exchange Online mailbox, and access to other services such as Office Delve, Yammer, and Skype for Business.

For more information on activating installed software, please see the Office 365 ProPlus page. For information on other listed features, please see their individual pages, as well.