Directory Sync Pro for Notes 20.12.02 - User Guide

Customizing Overrides

In Directory Sync Pro for Notes, an override is used to transform values in the target directory based upon a formula.

The formula language used is T-SQL, used in Microsoft’s SQL Server product line. A valid select statement in T-SQL would be Select (FirstName + LastName) from BT_Person. When adding an override you do not need to include a full SQL select statement as portions of the SQL statement are generated for you. Specifically, you are not required to use the select or from commands in the override. It is only required to enter the columns that should be selected. To continue the example above, a valid override would only need to contain the value of FirstName + LastName.

To add an Override:

1. From the project overview, select your profile and choose Manage.
2. From the summary page, choose Settings, then Advanced, then Overrides.
3. Click Add Override. The Override dialog appears.
4. Select a Person or Groups from the View drop-down list.
5. Enter a Field Name for the new override. This must be a valid internal field name in SQL.
6. Enter a Field Value for the new override. This must be a correctly formatted SQL statement.
7. Enter optional Comments for the new override.
8. Click Save.

When you save an override, Directory Sync Pro for Notes re-generates the Person or Groups view. It does this by dynamically generating a single SQL statement using the snippet of SQL code that is part of all overrides. The max size for this SQL statement is 8000 total characters. If many new overrides are added, this limit could be exceeded and an error when adding the overrides will occur. In addition to the default overrides, approximately 15-20 more Person and 20-25 Group overrides can be added before hitting the size limit.

To edit an override:

1. From the project overview, select your profile and choose Manage.
2. From the summary page, choose Settings, then Advanced, then Overrides.
3. Select the desired override and double-click on it.
4. The dialog box for the selected override opens.
5. Make any desired edits to the Field Value and or Comments. (The View type and Field Name cannot be modified.)
6. Click Save.

To delete an override:

1. From the project overview, select your profile and choose Manage.
2. From the summary page, choose Settings, then Advanced, then Overrides.
3. Select one or more overrides and click Remove Override(s).
4. Choose Yes in the confirmation box.

To export overrides:

1. From the project overview, select your profile and choose Manage.
2. From the summary page, choose Settings, then Advanced, then Overrides.
3. Select one or more overrides using Ctrl-click.
4. Choose Export.
5. In the export dialog box, choose a file format, and enter a file location.
6. Click Export.

You can reset all overrides to the “factory defaults” by clicking the Reset Overrides button. Caution: This will remove any custom overrides or any edits to existing overrides. If you have made changes, you may want to export those changed overrides before a reset. You can import them later if you wish.

Controlling actions with Overrides

Directory Sync Pro for Notes uses the TypeOfTransaction column from the BT_Person table, or the Operation column from the BT_Groups table to determine what action to perform on the target object. These may have overrides applied to them, to control what actions Directory Sync Pro for Notes will take for an object. The below image shows an example of this kind of override.

Matching user accounts with Overrides

The values used for matching can have overrides applied to them. This is accomplished by setting up a new override using the field names MatchValue1, MatchValue2, MatchValue3 and MatchValue4. Each MatchValue1-4 corresponds the respective Source and Target pair on the matching tab.

These values are used for matching only. Values that get written to the target are based on the mappings, not the matching.

Example Overrides

Directory Sync Pro for Notes Fields with Special Processing

Domino Directory Sync Pro for Notes Fields with Special Processing

The below tables include Domino fields with some kind of special processing in Directory Sync Pro for Notes. Fields can be have the following characteristic:

• On the “reserved” list, meaning any mappings for them will be ignored and overrides cannot be used.

Explicitly set, even without mapping:

Never set:

Can be mapped, but will use the given values if they exist (and ignores overrides in that case):

AD Directory Sync Pro for Notes Fields with Special Processing

The below tables include AD fields with some kind of special processing in Directory Sync Pro for Notes. Fields can have the following characteristics:

• Cannot be mapped
• Can be mapped and have an override
• May be explicitly ignored or changed by Directory Sync Pro for Notes if object meets certain conditions, even if mapping and override exists
• Actual attribute may be set via config file

Additional notes are available below for field marked with a *.

Writing Users to AD

Attributes that may be set by Directory Sync Pro for Notes regardless of mapping:

Special processing if mapped:

Never set:

Writing Groups to AD

Attributes that may be set by Directory Sync Pro for Notes regardless of mapping:

Special processing if mapped:

Never set:

Special processing by Internal Field Name:

Additional Notes

1. TargetDN – this column contains the distinguishedName of the target object to be created or the existing distinguishedName of a matched target object. If the object is created, the following values are used:
   1. Non-group objects from Domino sources use the following columns (or override values if specified) in order until a non-NULL value is found:
      1. CommonName
      2. DisplayName
      3. PrimaryAlias
      4. FullName
      5. PrimaryFullName
   2. Groups from Domino sources use the following columns (or override values if specified) in order until a non-NULL value is found:
      1. DisplayName
      2. Name
      3. CommonName
      4. PrimaryAlias
   3. Non-group objects from AD sources use the DN column (or override value if specified) to compute a target object DN. This preserves the sub-OU hierarchy the object may be in from the source.
   4. Groups from AD sources, use the OU column (or override value if specified) to compute a target object DN. This preserves the sub-OU hierarchy the object may be in from the source.
2. LegacyExchangeDN – the legacyExchangeDN of the target object is computed by constructing a value relative to the target Exchange organization.
3. ShowInAddressBook – unless hiding from GAL is enabled. No override column is available for this field. To prevent overwriting object values in the target, GAL visibility for the ShowInAddressBook attribute should be set to Hidden.
   1. Rooms are added to the All Rooms address book, except for Exchange 2003 which doesn't have rooms or the All Rooms address book.
   2. Users are added to the All Users address book.
   3. Groups are added to the All Groups address book.
   4. All objects are added to the All Global Address Lists (GAL) address book.
4. Manager – all objects except Groups
   1. Uses the Manager column (or override value if specified) for the source object.
   2. Locates the referenced Manager in the target.
   3. If the referenced Manager is a reference to itself, the Manager on the target object will be set on the next sync.
5. ManagedBy – group objects only
   1. Uses the ManagedBy column (or override value if specified) for the source object.
   2. Follows the same process as Manager above.
6. Assistant – all objects
   1. Uses the Assistant column (or override value if specified) for the source object.
   2. Follows the same process as Manager above.

7. AltRecipient – all objects

   1. Uses the AltRecipient column (or override value if specified) for the source object.

   2. Follows the same process as Manager above.

8. sAMAccountName – The sAMAccountName may be calculated under special circumstances, such as when a collision occurs. For this reason, during a sync following a reset, repush, or repushpull, the existing sAMAccountName in the target will be assumed to be current and therefore will be used in any mappings involving the sAMAccountName internal field.

AD Built-in Groups Handling

Directory Sync Pro for Notes automatically ignores certain AD built-in groups during sync. The definition of which built-in groups to ignore is held in the database table DirSync_GroupsToIgnore_PK. This table is created and populated during the install process of Directory Sync Pro for Notes and is not configurable from the product UI. This list of groups can be modified only with direct access and permissions to SQL. When Directory Sync Pro for Notes performs a sync, any group encountered that matches with a group named in the DirSync_GroupsToIgnore_PK table is skipped and not entered into the database. This built-in group handling functionality is separate from the blacklisting functionality for groups which can be configured by an operator through the product UI, so when ignored these built-in groups are not considered to be ‘blacklisted’.

How to Process GDPR Requests

What is a GDPR Request?

The General Data Protection Regulations (GDPR) is the new European Union (EU) data protection regulations which go into effect May 25th, 2018. Under the GDPR individuals have certain rights to their personal data. They can make requests to exercise those rights to the data controller, and the controller must respond within 1 month. It is expected that the controller will verify the identity of the requestor.

There are four primary types of GDPR requests:

1. Export – Request for a copy of all personal data about an individual held by this controller and any related processors. Must be in a commonly accepted portable data format.
2. Update – Request to rectify inaccurate personal data.
3. Delete – Request to remove all personal data about an individual from our systems. Can be initiated by an individual or by a revocation of consent process. Includes burden of proof. (Ideally follow a delete with an export to show no remaining data)
4. Hold – Request to halt processing of personal data but not delete that data.

How to handle GDPR Requests for Directory Sync Pro for Notes

When Directory Sync Pro for Notes is installed, the data associated with the application is hosted locally within the client’s environment. The client has full control over this data. By default, the user and configuration data is stored in the SQL database called, “DirectorySyncPro_<date>”. It is assumed the operator has the proper administrative SQL Permissions to execute the following methods outlined.

SQL Tables containing User data:

• [DirectorySyncPro_<Date>].[dbo].[BT_Person]

  Unique Key Look-up Columns:

       [SAMAccountName]

       [TargetSAMAccountName]

       [TargetUserPrincipalName]

       [OriginalSAMAccountName]

       [OriginalUserPrincipalName]

       [UserPrincipalName]

  If user data is used for matching (e.g. SAMAccountName, UserPrincipalName, etc.) then those values will also appear in one of the following columns:

       [MatchValue1]

       [MatchValue2]

       [MatchValue3]

       [MatchValue4]

• [DirectorySyncPro_<Date>].[dbo].[BT_Groups]

  Unique Key Look-up Columns:

       [MatchValue1]

       [MatchValue2]

       [MatchValue3]

       [MatchValue4]

Be aware that data can be mapped to different Internal Fields (table columns) depending on customer specific configuration, so just about any SQL column could theoretically contain user data if so configured. For example, if SAMAccountName has been mapped to Custom001 or to any other Internal Field selectable in the mappings. Therefore this process should be undertaken by someone knowledgeable about the schema and attribute mappings in use. It may also be helpful to work with Binary Tree Support when completing these requests if you are not comfortable with the database.

Where does the Directory Sync Pro for Notes get its user data?

All user data within Directory Sync Pro for Notes is derived from the source Active Directory Forest configured in the product. Therefore, the authoritative source of any user related data stored in Directory Sync Pro for Notes is Active Directory. Any remediation required from a GDPR request should first be remediated in Active Directory or the source feeding Active Directory. Once that user data is updated in the source directory, running a new discovery within the product will update those values as well.

The following sections will provide guidance on fulfilling the 4 primary GDPR request types.

1. Exports – Request for a copy of all personal data about an individual held by this controller and any related processors. Must be in a commonly accepted portable data format.

For the purposes of this document, using PowerShell with the SQLPS Module is the recommended method to refine the results of the output. One may export any SQL Query result to a CSV file. Below is an example script to do so. Replace the variables to conform to your environment.

     Import-Module sqlps

     $SQLquery='SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]'

     $result=invoke-sqlcmd -query $SQLquery -serverinstance <servername> -database <dbname>

     $result |export-csv c:\temp\ExportQueryResults.csv -notypeinformation

2. Updates – Request to rectify inaccurate personal data.

As previously stated, all user data within Directory Sync Pro for Notes is derived from the source Active Directory Forest configured in the product. Therefore, the authoritative source of user data is Active Directory. Any remediation required from a GDPR request should first be remediated in Active Directory or the source feeding Active Directory.

If editing the user data within SQL is still required, using any SQL editor such as SQL Server Management Studio, run an update command against one or more columns for one or more records. Below are examples to accomplish this. Note however, that any new discovery will update the values based on the source Active Directory.

     Update multiple columns for a single record:

     UPDATE [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     SET <Column1 Name> = <New Value1>, <Column2 Name> = <New Value2>

     WHERE userPrincipalName='<Unique ID>'

     UPDATE [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     SET <Column1 Name> = <New Value1>, <Column2 Name> = <New Value2>

     WHERE userPrincipalName='<Unique ID>'

     Update multiple columns for multiple records:

     UPDATE [DirectorySyncPro_<Date>].[dbo].[CMTEUP_Person]

     SET <Column1 Name> = <New Value1>, <Column2 Name> = <New Value2>

     WHERE DistinguishedName='<Unique ID>' OR DistinguishedName='<Unique ID>'

     UPDATE [DirectorySyncPro_<Date>].[dbo].[CMTEUP_PersonADData]

     SET <Column1 Name> = <New Value1>, <Column2 Name> = <New Value2>

     WHERE userPrincipalName='<Unique ID>' OR userPrincipalName='<Unique ID>'

     Update multiple columns for multiple records using a list:

     UPDATE [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     SET <Column1 Name> = <New Value1>, <Column2 Name> = <New Value2>

     WHERE DistinguishedName IN ('<Unique ID1>', '<Unique ID2>', '<Unique ID3>')

     UPDATE [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     SET <Column1 Name> = <New Value1>, <Column2 Name> = <New Value2>

     WHERE userPrincipalName IN ('<Unique ID1>', '<Unique ID2>', '<Unique ID3>')

3. Deletes – Request to remove all personal data about an individual from our systems. Can be initiated by an individual or by a revocation of consent process. Includes burden of proof. (Ideally follow a delete with an export to show no remaining data.)

Using any SQL editor such as SQL Server Management Studio, run a Delete command against one or more records. Below are examples to accomplish this. However, as previously stated, if the user is not deleted in the source Active Directory during any subsequent new discovery the user will be re-populated into SQL. The only way to truly remove the data is to delete the source user or delete the entire SQL database when it is no longer required.

     Delete a single record then verify:

     DELETE FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE SAMAccountName='<Unique ID1>'

     SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE SAMAccountName='<Unique ID1>'

     DELETE FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE userPrincipalName='<Unique ID1>'

     SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE userPrincipalName='<Unique ID1>'

     Delete multiple records then verify:

     DELETE FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE SAMAccountName='<Unique ID1>' OR SAMAccountName='<Unique ID2>'

     SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE SAMAccountName='<Unique ID1>' OR SAMAccountName='<Unique ID2>'

     DELETE FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE userPrincipalName='<Unique ID1>' OR userPrincipalName='<Unique ID2>'

     SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE userPrincipalName='<Unique ID1>' OR userPrincipalName='<Unique ID2>'

     Delete multiple records then verify:

     DELETE FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE SAMAccountName IN ('<Unique ID1>', '<Unique ID2>', '<Unique ID3>')

     SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE SAMAccountName IN ('<Unique ID1>', '<Unique ID2>', '<Unique ID3>')

     DELETE FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE userPrincipalName IN ('<Unique ID1>', '<Unique ID2>', '<Unique ID3>')

     SELECT * FROM [DirectorySyncPro_<Date>].[dbo].[BT_Person]

     WHERE userPrincipalName IN ('<Unique ID1>', '<Unique ID2>', '<Unique ID3>')

4. Holds – Request to halt processing of personal data but not delete that data.

This can also be accomplished using the product interface. Halting a user from processing can be achieved using the Blacklist feature.