Novell®
www.novell.com
E-Mail Notification Guide
Identity Manager
novdocx (en) 13 May 2009
AUTHORIZED DOCUMENTATION
3.6.1
June 05, 2009
Identity Manager 3.6.1 E-Mail Notification Guide
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4 Identity Manager 3.6.1 E-Mail Notification Guide
Contents
About This Guide 7
1Overview 9
1.1 System E-Mail Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.2 Custom E-Mail Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.3 Default Notification Collection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2 Designating an E-Mail Server 11
2.1 Designating an E-Mail Server in Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.2 Designating an E-Mail Server in iManager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
3 Editing Predefined Templates 15
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3.1 List of Predefined Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.1 Forgotten Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.2 Password Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.1.3 Workflow Provisioning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.1.4 Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.2 Editing a Template in Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.3 Editing a Template in iManager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
4 Creating Templates 21
4.1 Creating a Template in Designer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
4.2 Creating a Template in iManager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
5 Importing Templates Into Designer 25
5.1 Importing a Template from the Identity Vault . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
5.2 Importing a Template from another Designer Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
6 Using Templates 27
A Tokens and Replacement Tags 29
Contents 5
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6 Identity Manager 3.6.1 E-Mail Notification Guide
About This Guide
This guide explains how to configure your Identity Manager system to send e-mail notifications to
administrators and users when certain events occur. The guide is organized as follows:
Chapter 1, “Overview,” on page 9
Chapter 2, “Designating an E-Mail Server,” on page 11
Chapter 3, “Editing Predefined Templates,” on page 15
Chapter 4, “Creating Templates,” on page 21
Chapter 5, “Importing Templates Into Designer,” on page 25
Chapter 6, “Using Templates,” on page 27
Appendix A, “Tokens and Replacement Tags,” on page 29
Audience
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This guide is intended for Identity Manager administrators.
Documentation Updates
For the most recent version of this document, see the Identity Manager Documentation Web site
(http://www.novell.com/documentation/idm36/index.html).
Additional Documentation
For documentation on other Identity Manager drivers, see the Identity Manager Drivers Web site
(http://www.novell.com/documentation/idm36drivers/index.html).
Documentation Conventions
In Novell
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About This Guide 7
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8 Identity Manager 3.6.1 E-Mail Notification Guide
1
Overview
Novell® Identity Manager includes the ability to send e-mail notifications to designated recipients
whenever certain actions occur. The following sections provide the conceptual information needed
to understand and complete the tasks associated with using e-mail notifications.
Section 1.1, “System E-Mail Notifications,” on page 9
Section 1.2, “Custom E-Mail Notifications,” on page 9
Section 1.3, “Default Notification Collection,” on page 10
1.1 System E-Mail Notifications
Identity Manager includes functionality, such as password management, jobs, and workflow
provisioning, that can utilize e-mail messages to notify administrators or users of actions or results
that have taken place. For example, e-mail messages can be sent to:
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1
Notify a user who has reset his or her password that the action failed.
Provide a password to a user who has used the Forgotten Password feature to request the
password.
Notify you, or another administrator, of the results of an Identity Manager job that has just run.
Inform a manager, or another approver, that a provisioning request awaits his or her approval.
In order to customize these e-mail messages to provide information specific to the action that has
taken place, Identity Manager uses a set of predefined e-mail notification templates. For example,
there is an e-mail template for when a user forgets his or her password, and another template for
when a manager needs to approve a user’s request for access to a resource.
In most cases, the system functionality (password management, jobs, and so forth) must be
configured to use e-mail notifications, and the text in the e-mail templates must be modified to fit
your environment and need. Instructions are provided in Chapter 3, “Editing Predefined Templates,”
on page 15.
1.2 Custom E-Mail Notifications
Identity Manager enables you to send e-mail notifications through actions you define in policies. For
example, if you use the Active Directory* driver to create Microsoft* Exchange mailboxes in Active
Directory, you can include an action in the Active Directory driver policy that sends an e-mail to the
user when his or her mailbox has been created.
Policies include two e-mail notification actions: Send Email and Send Email from Template. The
Send Email action includes the e-mail information in the action while the Send Email from Template
action references a custom e-mail notification template that you create. For information about
creating templates, see Chapter 4, “Creating Templates,” on page 21,
Overview
9
1.3 Default Notification Collection
The Default Notification Collection is an Identity Vault object that contains a set of e-mail
notification templates and an SMTP server that is used when sending e-mails generated from the
templates.
The predefined e-mail notification templates are included in the Default Notification Collection.
Any custom templates that you create are also added to the collection. You must define the SMTP
server that you want associated with the collection. For more information, see Chapter 2,
“Designating an E-Mail Server,” on page 11.
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10 Identity Manager 3.6.1 E-Mail Notification Guide
2
Designating an E-Mail Server
Before you can use any of the e-mail notification templates included in the Default Notification
Collection, you must associate an SMTP server with the collection. Whenever an e-mail is generated
from one of the collection’s templates, the SMTP server is used to send the e-mail.
Section 2.1, “Designating an E-Mail Server in Designer,” on page 11
Section 2.2, “Designating an E-Mail Server in iManager,” on page 12
2.1 Designating an E-Mail Server in Designer
1 Open your project.
2 In the Outline view, locate the Default Notification Collection under the Identity Vault.
3 Right-click the collection, then select Properties to display the E-Mail Notification Server
page.
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2
4 Fill in the following fields to define the SMTP e-mail server.
Host Name: The hostname of your SMTP e-mail server. This can also be an IP address.
Designating an E-Mail Server
11
From: When a user opens the e-mail, the text that you enter in the From edit box is displayed
in the From field of the user’s e-mail heading. Depending on your mail server settings, the text
in this field might need to match a valid sender in the system (for example,
helpdesk@company.com) instead of descriptive text such as The Password Administrator.
Such a match allows the mail server to do reverse lookups or authentication.
Authenticate to the server by using credentials: Use this option for a secured SMTP server.
If your server requires authentication before sending e-mail, specify the username and
password here.
Although the authentication information is specified here, you might also need to specify it
separately for the application that is sending the notification e-mails.
For example, Forgotten Password e-mail notifications can be sent by using the authentication
information you specify here. However, notification e-mails for Identity Manager Password
Synchronization require the authentication information to be provided in the driver policy that
is used to send notification e-mails.
5 Click OK.
2.2 Designating an E-Mail Server in iManager
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1 In iManager, click to display the Identity Manager Administration page.
2 In the Features list, click Email Server Options.
3 Fill in the following fields to define the SMTP e-mail server.
Host Name: The hostname of your SMTP e-mail server. This can also be an IP address.
From: When a user opens the e-mail, the text that you enter in the From edit box is displayed
in the From field of the user’s e-mail heading. Depending on your mail server settings, the text
in this field might need to match a valid sender in the system (for example,
helpdesk@company.com) instead of descriptive text such as The Password Administrator.
Such a match allows the mail server to do reverse lookups or authentication.
12 Identity Manager 3.6.1 E-Mail Notification Guide
Authenticate to the server using credentials: Use this option for a secured SMTP server.
If your server requires authentication before sending e-mail, specify the username and
password here.
Although the authentication information is specified here, you might also need to specify it
separately for the application that is sending the notification e-mails.
For example, Forgotten Password e-mail notifications can be sent by using the authentication
information you specify here. However, notification e-mails for Identity Manager Password
Synchronization require the authentication information to be provided in the driver policy that
is used to send notification e-mails.
4 Click OK.
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Designating an E-Mail Server 13
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14 Identity Manager 3.6.1 E-Mail Notification Guide
3
Editing Predefined Templates
Identity Manager includes predefined templates that are used with the password management, jobs,
and workflow provisioning functionality. In most cases, you need to change the templates to reflect
your environment. For example, several of the templates include example contact information that
you should correct for your organization.
The following sections provide information about editing the predefined templates:
Section 3.1, “List of Predefined Templates,” on page 15
Section 3.2, “Editing a Template in Designer,” on page 17
Section 3.3, “Editing a Template in iManager,” on page 18
3.1 List of Predefined Templates
The predefined templates are listed according to the Identity Manager functionality with which they
are used:
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3
Section 3.1.1, “Forgotten Password,” on page 15
Section 3.1.2, “Password Synchronization,” on page 15
Section 3.1.3, “Workflow Provisioning,” on page 16
Section 3.1.4, “Jobs,” on page 17
3.1.1 Forgotten Password
The following templates are used with the Forgotten Password functionality in the User Application.
For more information, see “Password Management Configuration” (http://www.novell.com/
documentation/idmrbpm361/agpro/data/b6mixux.html) in the Identity Manager Roles Based
Provisioning Module 3.6.1 Administration Guide.
Table 3-1 Forgotten Password Templates
Template Name Description
Forgot Hint Provide a hint to a user who has forgotten a password.
Forgot Password Provide a password to a user who has forgotten a password.
3.1.2 Password Synchronization
The following templates are used with the Password Synchronization functionality available for the
Identity Manager drivers. For more information, see “Configuring E-Mail Notification” in the
Identity Manager 3.6.1 Password Management Guide.
Editing Predefined Templates
15
Table 3-2 Password Synchronization Templates
Template Name Description
Password Reset Fail Notification that a reset password does not meet password
policy requirements, so the reset password was not accepted.
Password Set Fail Notification that a password cannot be set in a connected
system.
Password Sync Fail Notification that a password failed to synchronize.
3.1.3 Workflow Provisioning
The following templates are used with the Workflow Provisioning functionality in the User
Application. For more information, see “Managing Provisioning Workflows” (http://
www.novell.com/documentation/idmrbpm361/agpro/data/agpromanagingprovworkflows.html) in
the Identity Manager Roles Based Provisioning Module 3.6.1 Administration Guide.
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Table 3-3 Workflow Provisioning Templates
Template Name Description
Attestation Completed Notification Notification that the workflow process for an attestation request
is completed.
Attestation Notification Notification that new compliance activity is submitted that
requires attention.
Availability Notification that an availability setting has been created or
modified.
Delegate Notification that a delegate assignment has been created or
modified
Provisioning Approval Completed
Notification
Provisioning Notification Notification to user or manager for approval. Indicates that
Provisioning Notification Activity Notification to a user or manager about the activity of the
Provisioning Reminder Notification to a user that an activity timeout is about to occur.
Notification that a workflow is completed. Indicates the overall
workflow and provisioning decision.
action is required from the user or manager.
provisioning notification.
Reminds the user or manager to act.
Proxy Notification that a proxy assignment has been created or
modified.
Role Request Approval Completed
Notification
Role Request Notification Notification that a new role request requires approval.
Notification that the approval process is completed.
16 Identity Manager 3.6.1 E-Mail Notification Guide
3.1.4 Jobs
The following template is used with the Jobs functionality available for the Metadirectory engine.
For more information, see “Adding a Predefined Job” in the Identity Manager 3.6 Jobs Guide.
Table 3-4 Jobs Template
Template Name Description
Default Job Notification Report results of the job as configured in the template. Contains
the name of a job and any status information from the job.
3.2 Editing a Template in Designer
1 Open your project.
2 In the Outline view, locate and expand the Default Notification Collection to display the default
templates.
3 (Conditional) If no templates are displayed under the Default Notification Collection, right-
click Default Notification Collection, then click Add Default Templates.
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4 Double-click the template you want to edit.
5 In the Send As field, select whether to send the e-mail in HTML format or in text format.
6 In the Subject field, type the text that you want users to see in the e-mail’s Subject line.
You can use tokens in the Subject field. To do so, click where you want to insert the token,
select the token from the Tokens list, then click Insert. For information about adding new
tokens, see Appendix A, “Tokens and Replacement Tags,” on page 29.
Editing Predefined Templates 17
7 In the Message box, type the message you want.
To format text, use the toolbar.
To insert HTML tags, place your cursor in the Message box at the location where you
<
want to insert a tag, then press Ctrl+Spacebar or type
choose from.
To insert a token, place your cursor in the Message box at the location where you want to
insert the token, select the token in the Tokens list, then click Insert. For information about
adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on page 29.
To preview the message, click the Preview icon .
to display a list of HTML tags to
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8 Click OK to save the template.
9 To deploy the template into your live system, right-click the template, click Live > Deploy.
3.3 Editing a Template in iManager
1 In iManager, click to display the Identity Manager Administration page.
2 In the Features list, click Email Templates to display the list of e-mail templates included in the
Default Notification Collection.
3 Click the e-mail template you want to edit.
18 Identity Manager 3.6.1 E-Mail Notification Guide
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4 In the Send As field, select whether to send the e-mail in HTML format or in text format.
5 In the Subject field, type the text that you want users to see in the e-mail’s Subject line.
You can use replacement tags (tokens) in the Subject field. To insert a replacement tag, select
the tag in the Replacement Tags list, click Copy Tag, place the cursor where you want to insert
the tag, then press Ctrl+V. You can also simply type the tag in the message text. For
information about adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on
page 29.
6 In the Message box, type the message you want.
You can use replacement tags (tokens) in the Message box. To insert a replacement tag, select
the tag in the Replacement Tags list, click Copy Tag, place the cursor where you want to insert
the tag, then press Ctrl+V. You can also simply type the tag in the message text. For
information about adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on
page 29.
7 Click OK to save the template.
Editing Predefined Templates 19
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20 Identity Manager 3.6.1 E-Mail Notification Guide
4
Creating Templates
You can create e-mail notification templates to support custom functionality that you implement in
Identity Manager. For example, if you use the Active Directory driver to create Microsoft Exchange
mailboxes in Active Directory, you can include an action in the Active Directory driver policy that
sends an e-mail to the user when his or her mailbox has been created. To support this e-mail, you can
create a template that includes the text required to inform the user about the new mailbox
The following sections provide information about creating new templates:
Section 4.1, “Creating a Template in Designer,” on page 21
Section 4.2, “Creating a Template in iManager,” on page 22
4.1 Creating a Template in Designer
1 Open your project.
2 In the Outline view, right-click Default Notification Collection > click New Template to display
the Add Notification Template dialog box.
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4
3 In the Name field, type a name for the template.
4 Make sure the Open the editor after creating a template option is selected, the click OK to
create the template and display the template editor.
5 In the Send As field, select whether to send the e-mail in HTML format or in text format.
6 In the Subject field, type the text that you want users to see in the e-mail’s Subject line.
You can use tokens in the Subject field. To do so, click where you want to insert the token,
select the token from the Tokens list, then click Insert. For information about adding new
tokens, see Appendix A, “Tokens and Replacement Tags,” on page 29.
Creating Templates
21
7 In the Message box, type the message you want.
To format text, use the toolbar.
To insert HTML tags, place your cursor in the Message box at the location where you
<
want to insert a tag, then press Ctrl+Spacebar or type
choose from.
To insert a token, place your cursor in the Message box at the location where you want to
insert the token, select the token in the Tokens list, then click Insert. For information about
adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on page 29.
To preview the message, click the Preview icon .
to display a list of HTML tags to
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8 Click OK to save the template.
9 To deploy the template into your live system, right-click the template, click Live > Deploy.
4.2 Creating a Template in iManager
1 In iManager, click to display the Identity Manager Administration page.
2 In the Features list, click Email Templates to display the list of e-mail templates included in the
Default Notification Collection.
3 Click New, type a name for the template, then click OK to create the template and display the
Modify E-mail Message page.
22 Identity Manager 3.6.1 E-Mail Notification Guide
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4 In the Send As field, select whether to send the e-mail in HTML format or in text format.
5 In the Subject field, type the text that you want users to see in the e-mail’s Subject line.
You can use replacement tags (tokens) in the Subject field. To insert a replacement tag, select
the tag in the Replacement Tags list, click Copy Tag, place the cursor where you want to insert
the tag, then press Ctrl+V. You can also simply type the tag in the message text. For
information about adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on
page 29.
6 In the Message box, type the message you want.
Use HTML markup with the text you enter. You can look at one of the existing templates for an
example of the markup.
You can use replacement tags (tokens) in the Message box. To insert a replacement tag, select
the tag in the Replacement Tags list, click Copy Tag, place the cursor where you want to insert
the tag, then press Ctrl+V. You can also simply type the tag in the message text. For
information about adding new tokens, see Appendix A, “Tokens and Replacement Tags,” on
page 29.
7 Click OK to save the template.
Creating Templates 23
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24 Identity Manager 3.6.1 E-Mail Notification Guide
5
Importing Templates Into Designer
In order to work on an e-mail notification template that is located in the Identity Vault but not in
your Designer project, you must import the template into the Designer project. Likewise, to copy a
template from one Designer project to another, you must save it from the first project and import it
into the second project. The following sections explain how to accomplish each of these tasks:
Section 5.1, “Importing a Template from the Identity Vault,” on page 25
Section 5.2, “Importing a Template from another Designer Project,” on page 25
5.1 Importing a Template from the Identity Vault
The following situations can result in templates being located in your Identity Vault but not in your
Designer project:
iManager is used to modify a predefined template or create a new template.
A template is created or modified in one Designer project and deployed to the Identity Vault.
You now need it in another Designer project.
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5
To import a template from the Identity Vault into a Designer project:
1 In Designer, open the project into which you want to import the template.
2 In the Outline view, right-click Default Notification Collection, then click Live > Import to
display the Import from Identity Vault dialog box.
3 Click Browse, select the template to import, then click OK to add the template to the list of
objects to import in the Import from Identity Vault dialog box.
4 Click Continue to display the Import Summary dialog box.
5 Click Import, then click OK when the import results are displayed.
5.2 Importing a Template from another Designer Project
If you create or edit a template in one Designer project, you can import it to another Designer
project.
1 In Designer, open the source project. This is the project with the template you want to copy.
2 Save the template to a file:
2a In the Outline view, locate and expand the Default Notification Collection, right-click the
template, the click Save As to display the Save As dialog box.
2b Select the folder where you want to save the template file, then click Save.
3 Import the template file into the target project:
3a Open the target project.
3b In the Outline view, right-click the Default Notification Collection, then click Import
Template from File.
Importing Templates Into Designer
25
3c Select the template file, then click Open to add it to the project.
If a template with the same name already exists, you are prompted to overwrite it.
Another way to copy the template is to deploy it from the source project into the Identity Vault and
then import it into the target project (as explained in Section 5.1, “Importing a Template from the
Identity Vault,” on page 25).
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26 Identity Manager 3.6.1 E-Mail Notification Guide
6
Using Templates
The predefined templates (see Section 3.1, “List of Predefined Templates,” on page 15) are
associated with existing Identity Manager functionality. Refer to the following guides for
information about using these templates:
Forgotten Password/Hint Templates: See “Password Management Configuration” (http://
www.novell.com/documentation/idmrbpm361/agpro/data/b6mixux.html) in the Identity
Manager Roles Based Provisioning Module 3.6.1 Administration Guide.
Password Synchronization Templates: See “Configuring E-Mail Notification” in the Identity
Manager 3.6.1 Password Management Guide.
Workflow Provisioning Templates: See “Managing Provisioning Workflows” (http://
www.novell.com/documentation/idmrbpm361/agpro/data/
agpromanagingprovworkflows.html) in the Identity Manager Roles Based Provisioning
Module 3.6.1 Administration Guide.
Jobs Template: See “Adding a Predefined Job” in the Identity Manager 3.6 Jobs Guide.
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6
For information about using templates with policies, see “Send Email from Template” in the
Policies in Designer 3.0 guide. For an example of how to implement templates in a policy, see
“Configuring E-Mail Notification” in the Identity Manager 3.6.1 Password Management Guide.
Using Templates
27
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28 Identity Manager 3.6.1 E-Mail Notification Guide
A
Tokens and Replacement Tags
Tokens, or replacement tags, are variables that can be used in the message body or subject line of email notification templates.
Each predefined template includes default tokens. For example, the Forgot Password e-mail
template (used to send a password to a user) includes the default token named $CurrentPassword$.
When the e-mail is sent, the $CurrentPassword$ token is replaced with the user’s current password.
For a token to work in an e-mail template, it must be defined in the application or the policy that
initiates the e-mail notification. This enables the application or policy to provide the correct token
information to the e-mail template.
Tokens Defined in Applications
The Workflow engine and Jobs engine provide the provisioning workflow and jobs functionality. To
add tokens to the predefined e-mail templates used with these applications requires the tokens to be
defined in the applications. This is true of any application that you create for use with Identity
Manager.
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A
Tokens Defined in Policies
More than likely, you’ll add driver policies with rules that initiate e-mail notifications, rather than
creating or modifying applications that initiate e-mails. For example, if you use the Active Directory
driver to create Microsoft Exchange mailboxes in Active Directory, you might include an action in
the Active Directory driver policy that sends an e-mail to the user when his or her mailbox has been
created.
When you create policies that initiate e-mail notifications, the tokens used in the notification
templates must be defined in the policy rules.
For example, the tokens used with the predefined password synchronization e-mail templates are
defined in the password synchronization policies used by the drivers. To add tokens to the password
synchronization templates requires that the new tokens be defined in the policies.
You can use the password synchronization policies as an example of how to define tokens that you
want to use in an e-mail template. See “Configuring E-Mail Notification” in the Identity Manager
3.6.1 Password Management Guide.
Tokens and Replacement Tags
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30 Identity Manager 3.6.1 E-Mail Notification Guide
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