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Tele­pho­ne num­bers in Acti­ve Direc­to­ry (Dele­ga­ti­on to Non-IT)

Oct 5, 2020 (Letztes Update) | Posted by Matthias Rudolph | General |

 

Updating various IT sys­tems with data such as pho­ne num­bers is time con­suming and pre­vents admins from doing important tech­ni­cal main­ten­an­ce. Pho­ne num­bers of an employee need to be updated in Acti­ve Direc­to­ry, the intra­net pho­ne book or the HR database… 

But users can also update pho­ne num­bers direct­ly to the AD by them­sel­ves and use this data — without any admins help

 

Index

  • 1 Updating pho­ne num­bers cau­ses addi­tio­nal workload
  • 2 Users update own pho­ne num­ber direct­ly to AD
  • 3 Main­tain AD pho­ne num­bers in self-service
    • 3.1 Por­tal solution
    • 3.2 Micro­soft stan­dard tools: Main­ten­an­ce by an admin
  • 4 Let users update user data
  • 5 Get your test licen­se now

 

Updating pho­ne num­bers cau­ses addi­tio­nal workload

Usual­ly the Human Resour­ces depart­ment is one of the first to be con­ta­c­ted by an employee if he/she chan­ged the num­ber of his/her pho­ne. HR will update their own mas­ter data as a result of this. In case the pho­ne num­ber needs to be stored in Acti­ve Direc­to­ry, an addi­tio­nal noti­fi­ca­ti­on to the IT is necessa­ry. The rea­son is that neit­her the workers nor the HR can per­form this chan­ge directly.

Many com­pa­nies and orga­niz­a­ti­ons also use intra­net address books, that are usual­ly not con­nec­ted to an HR data­ba­se or Acti­ve Direc­to­ry. But the­se Intra­net pho­ne books are often the only app­li­ca­ti­ons that pro­vi­de a self-ser­vice to let users main­tain their own records. The­re are various rea­sons why.

3 people with 1 task

3 peop­le dealing with 1 task

 

The initi­al situa­ti­on: Chan­ging one attri­bu­te means work in three systems. 
In many envi­ron­ments the­re are even more data­ba­ses or direc­to­ries that host the same user data. How much workload is are real­ly needed?

Pho­ne num­ber update by sys­tem and con­ta­ct person

  • Intra­net pho­ne book — users, data manager
  • Acti­ve Direc­to­ry — IT administrator
  • HR mas­ter data  — Human Resour­ces representative

 

Users update own pho­ne num­ber direct­ly to AD

Like any other user, an HR employee also has to log­in to his Win­dows com­pu­ter at the begin­ning of the day. In most cases this syn­ony­mous­ly means an authen­ti­ca­ti­on pro­cess against Acti­ve Direc­to­ry. And this means that any user working with a com­pu­ter that is con­nec­ted to the orga­niz­a­tio­nal net­work has an AD account. And with this a cer­tain amount of its attri­bu­tes filled.

 

If the­re is alrea­dy and AD account for each user, why main­tai­ning addi­tio­nal data­ba­ses and direc­to­ries with the same information?

 

Respon­si­bi­li­ties can be defi­ned accord­ing to the orga­niz­a­ti­ons policies. 
If users are not capa­ble of main­tai­ning their per­so­nal infor­ma­ti­on to the AD, ano­t­her per­son can be aut­ho­ri­zed (mana­ger, secreta­ry, etc.) to edit it. Both opti­ons (Self Ser­vice and Dele­ga­ti­on) can be easi­ly imple­men­ted with the First­Wa­re IDM-Por­tal. If you need a fle­xi­ble role model, you should have a look at the stan­dard edi­ti­on. Self Ser­vice is alrea­dy pos­si­ble with the free edition.

 

User updating his own phone number - Phone book generated with AD data

User updating his own pho­ne num­ber — phonebook gene­ra­ted with AD data

 

This is how pho­ne num­ber main­ten­an­ce could look like:

  • Use First­Wa­re IDM-Por­tal as Self Ser­vice tool (and/or Dele­ga­ti­on tool)
  • Use First­Wa­re IDM-Por­tal as Intra­net Address Book
  • Use First­Wa­re IDM-Por­tal to pro­vice data for HR, or load data from the HR system

Item 1 and 2 can alrea­dy be accom­plis­hed with IDM-Por­tal Free­Edi­ti­on — and enab­les non-IT staff to main­tain tele­pho­ne num­bers in Acti­ve Directory.
The instal­la­ti­on takes less than 30 minutes.

 

Main­tain AD pho­ne num­bers in self-service

Por­tal solution

Edi­t­ing your own user attri­bu­tes, such as the tele­pho­ne num­ber with First­Wa­re IDM-Por­tal is self-explana­to­ry. The por­tal can be ope­ned via web brow­ser and the user is alrea­dy log­ged in accord­ing to its Win­dows log­in. By cli­cking on the pro­fi­le pic­tu­re in the top left, you reach your pro­fi­le and can edit your own data.

 

IDM-Portal-edit-phone-number-in-active-directory

First­Wa­re IDM-Por­tal: User update their own pho­ne num­ber direct­ly in Acti­ve Directory

 

Micro­soft stan­dard tools: Main­ten­an­ce by an admin

An admi­nis­tra­tor needs to edit attri­bu­tes in two tabs of the Acti­ve Direc­to­ry Users and Com­pu­ters con­so­le in order to set all tele­pho­ne num­bers. The pro­ces­sing takes lon­ger, dele­ga­ti­on must be set up and exp­lai­ned. The who­le pro­cess is more time-consuming.

 

AD-Users-Computers-change-phone-number

MS stan­dard: AD Users and Computers

AD-Users-Computers-change-phone-number-2

Second tab for pho­ne numbers

 

Let users update user data

Self admi­nis­tra­ti­on can be exten­ded to many attri­bu­tes.  Green fiel­ds show the user what attri­bu­tes he/she can edit.

 

Maintain-own-user-data-active-directory-IDM-Portal

 

It is pos­si­ble to set indi­vi­du­al roles with the Stan­dard­Edi­ti­on that:

  • are limi­ted to cer­tain OUs
  • can read dif­fe­rent attributes
  • can wri­te dif­fe­rent attributes
  • can see dif­fe­rent tabs
  • can assign group mem­bers­hips (access permissions)

Get your test licen­se now

You can test First­Wa­re IDM-Por­tal 2017 Smar­tEdi­ti­on for 30 days and see if it fits your needs. We are hap­py to pro­vi­de you with fur­ther information.

Artikel erstellt am: 30.03.2016
Tags: DelegationFirstWare IDM-Portal 2016phone booktelephone numbers
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