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Documentation version: IdentityIQ 9.0

Scheduling Metadata Campaigns

Schedule a metadata campaign to validate selected object attributes and keep object metadata accurate and up to date.

Prerequisites

  • Before scheduling a campaign, identify the attributes to validate, the objects (roles or entitlements) to include, and the reviewers.
  • To create metadata campaigns, you must have the Meta Campaign Officer capability. For more information, refer to Metadata Campaign Administration.
  • Optional: To archive completed metadata review work items, go to Admin gear icon > Global Settings > IdentityIQ Configuration > Work Items and select Metadata Reviews in the Work item types to archive list.
  • Optional: To control campaign access, enable and configure scoping. When scoping is enabled, users with the Meta Campaign Officer or Meta Campaign Administrator capability can view or access only the campaigns within their assigned scope. For more information, refer to Scopes.

Creating a Metadata Campaign

To create a new metadata campaign, follow these steps:

  1. Go to Setup > Metadata Campaigns.

    Tip

    You can also use an existing metadata campaign as a template for a new campaign. To do this, select actions > Use as a template on an existing campaign row. For more information, refer to Reusing an Existing Campaign as a Template.

  2. On the Metadata Campaigns page, select New Metadata Campaign and then select the campaign type:

    • Entitlement Metadata
    • Role Metadata

    For more information, refer to Metadata Campaign Types.

  3. In the What to Validate section, select the attributes to validate.

    By default, all attributes are selected. To validate specific attributes, clear the All Attributes checkbox and then select the required attributes.

  4. In the Select Criteria section:

    1. Define criteria to filter the objects to be validated.

      Entitlements:

      Option Description
      All Entitlements Selects all entitlements for the campaign.
      Entitlements by Application

      Selects only entitlements that belong to the selected applications.
      Rule Allows you to select a custom rule of type MetadataCampaignScheduleEntitlementSelector to dynamically select entitlements.

      For an overview of developing and using rules in IdentityIQ, refer to Rules and Scripts in IdentityIQ.

      Roles:

      Option Description
      All Roles Selects all roles for the campaign.
      Manually Select Roles

      Allows you to manually select specific roles.

      Select the Include Role Hierarchy checkbox to include inherited roles in the metadata review.
      Roles by Type

      Selects roles of the selected role types, such as Business or IT.

      You can select multiple types.

      Select the Include Role Hierarchy checkbox to include inherited roles in the metadata review.
      Rule Allows you to select a custom rule of type MetadataCampaignScheduleRoleSelector to dynamically select roles.

      Only rules associated with the role owner are available for selection.

      For an overview of developing and using rules in IdentityIQ, refer to Rules and Scripts in IdentityIQ.

      Additionally, use filters to include only the objects that match the specified criteria. When multiple filters are added, IdentityIQ applies AND logic, so objects must match all filter criteria to be included. Select Add Filter add to add filters based on object attributes.

    2. Optional: To exclude attributes validated in previous campaigns within a specified period, turn on the Exclude attributes toggle and then specify the duration.

  5. In the Choose Reviewer section, select a primary reviewer responsible for reviewing the metadata. For more information, refer to Specify Reviewers.

  6. In the Schedule Campaign section, set the campaign frequency, start date and time, and review duration. For more information, refer to Setting Campaign Frequency and Duration.
  7. In the Additional Settings section, configure how the campaign and reviews are generated and displayed, and the actions reviewers can perform for those reviews. For more information, refer to Completing Additional Settings.

  8. In the Metadata Review Properties section:

    1. Specify a custom name and short name for the metadata reviews generated by this campaign.

      The name can include static text, parameters such as creation date and reviewer name, or both.

      By default, the review name uses the following format: [Object_Name] Metadata Review for [Reviewer_Name].

    2. Optional: From the Scope list, select a scope to control access to this metadata campaign. For more information, refer to Scopes.

  9. Select Schedule Campaign.

    The campaign is created and listed on the Metadata Campaigns page.

  10. To view or edit the campaign or its schedule, to activate a staged campaign, and to monitor the review progress, refer to Managing Metadata Campaigns.

Specifying Reviewers

In the Choose Reviewer section, select a primary reviewer responsible for reviewing the metadata.

You can specify the reviewer as follows:

For entitlement campaigns:

Option Description
Entitlement Owner

Assigns the metadata review to the owner of each entitlement.

When you select this option, use Unowned Entitlement Reviewer to specify the fallback reviewer for entitlements that do not have an owner assigned. You can assign unowned entitlements to the application owner or to a specific identity. By default, the application owner is selected.
Application Owner Assigns the metadata review to the owner of the application to which the entitlements belong.
Single Reviewer Lets you select a single identity or workgroup as a reviewer.

For role campaigns:

Option Description
Role Owner Assigns the metadata review to the owner of each role.
Single Reviewer Lets you select a single identity or workgroup as a reviewer.

Reviewer assignment determines how review work is grouped:

  • Review items for entitlement campaigns are grouped by application and reviewer. Entitlements from the same application assigned to the same reviewer are combined into a single review. Also, one reviewer covering three applications receives three reviews.
  • Review items for role campaigns are grouped by reviewer only. All roles assigned to the same reviewer are combined into a single review regardless of role type.

Setting Campaign Frequency and Duration

In the Schedule Campaign section, set how often the campaign runs, when it starts, and how long reviewers have to complete their reviews.

  1. Under Start, configure the following options:

    Option Description
    Execution Frequency

    Set how often the campaign repeats.

    You can select Once, Hourly, Daily, Monthly, Quarterly, Semi-Annually, or Annually.

    Semi-Annually is the default.
    Start Date and Time Specify a future start date and time. The current date is the default.
    Run Now

    Select this checkbox to start the campaign immediately after it is saved. For recurring campaigns, subsequent campaign runs are scheduled based on the execution frequency.

    Selecting this checkbox overrides and disables the Start Date and Time option.
    Enable Staging Period

    Select this checkbox to generate the campaign for preview before reviewers are notified. During the staging period, metadata reviews are created but are not visible to reviewers. This allows you to review the campaign before activating it.

    To activate the staged campaign, refer to Activating Staged Campaigns.

  2. Under Active Period Duration, specify how long the campaign remains active.

    Reviewers must validate metadata attributes within this period. This period starts when the campaign becomes active. The default duration is 1 month.

Configuring Notifications, Reminders, and Escalations

Configure notifications to send assignment notices and optional reminders to reviewers. You can also configure escalations to reassign reviews to a manager or another user when they are not completed within the specified timeframe.

Best Practice

Schedule an escalation later in the active period or after a set of reminders to prevent the review from being reassigned too early.

  1. To send the initial notification when the reviews are assigned, turn on the Initial Notification toggle and then select an email template.

    By default, IdentityIQ uses the Metadata Campaign Initial Notifications template. For more information, refer to IdentityIQ Email Templates.

  2. To configure reminders and escalations, turn on the Notifications or Reminders toggle, select Add Add, and specify the options as follows:

    Reminder Escalation
    1. In the Reminders/Escalations dialog, select Create a Reminder from the dropdown list.
    1. In the Reminders/Escalations dialog, select Create an Escalation from the dropdown list.

    1. Specify when to trigger the first reminder or escalation. Enter the number of days and then select one of the following options:

      • After Start - Triggers the reminder or escalation after the specified number of days from the campaign start date.
      • Before Expiration - Triggers the reminder or escalation before the specified number of days from the campaign expiration date.

    1. Specify the reminder frequency.

      Select either Once or set a repeat interval of at least 1 day.

    1. Select an escalation rule.

      The rule determines who receives the review when the escalation is triggered. Depending on how the rule is written, the review is assigned to the current reviewer’s manager, another identity, or a specific workgroup.

    1. Select an email template.

      By default, the Work Item Reminder template is selected.

    1. Select an email template.

      By default, the Work Item Escalation template is selected.
    1. Optional: Turn on the Additional Email Recipients toggle and select identities or workgroups to add them to the CC list of the reminder or escalation emails. For example, select a manager or a workgroup that should be aware of overdue work.

      Note

      The additional recipients do not become reviewers.
    You can create multiple reminders and escalations. Reminders and escalations for a metadata review stop automatically after the reviewer signs off.

Completing Additional Settings

In the Additional Settings section, name the campaign, assign its owner, control which information reviewers can see, and choose which bulk actions reviewers can perform.

  1. Specify the campaign name.

    The name can include static text, parameters such as creation date and creation month, or both. The name can be up to 255 characters.

    By default, the campaign name uses the following format: [Object_Type] Metadata Campaign [Creation_Date].

  2. Specify the campaign owner.

    The Campaign Owner field is pre-populated with the currently signed-in user. You can select an individual identity or a workgroup.The selection list is not restricted to users with the Meta Campaign Officer capability. However, the selected owner must have this capability to access or edit the campaign.

    Important

    To reassign metadata campaigns when an owner leaves the organization, configure Reassign Artifacts in the Rapid Setup leaver process. For more information, refer to Leaver Configuration.

  3. Under Advanced Options, specify the following options:

    Option Description
    Show Classifications

    Displays classification information on items in metadata reviews.

    Reviewers can view this information in the item details dialog.
    Show Elevated Access

    Displays elevated access information on items that grant elevated access.

    Reviewers can view this information in the item details dialog.
    Require Comments Requires reviewers to enter a comment when validating attributes.
    Enable Partitioning

    Splits campaign generation across multiple worker threads so large populations finish faster.

    Specify the partition count. If no partition count is provided, IdentityIQ determines partitioning based on available hosts and threads.
    Enable Bulk Validation Allows reviewers to validate multiple items in a metadata review simultaneously.
    Enable Bulk Clear Changes Allows reviewers to discard multiple decisions in a metadata review simultaneously.
    Enable Bulk Reassignment

    Allows reviewers to reassign multiple review items to another user simultaneously.

    After turning this toggle on:

    • From the Bulk Reassignment Notice Template list, select an email template used to send the bulk reassignment notice. By default, IdentityIQ uses the Metadata Review Bulk Reassignments template.

      For more information about IdentityIQ email templates, refer to IdentityIQ Email Templates.

    • To limit how many times a review item can be reassigned, turn on the Limit Reassignment toggle and enter a value in the Reassignment Limit box.