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User Provisioning and Syncing (LDAP - Google Apps)

User Provisioning and Syncing (LDAP - Google Apps)

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  • 1. Google Apps Directory SyncAdministration GuideRelease 3.0.6
  • 2. Google, Inc.1600 Amphitheatre ParkwayMountain View, CA 94043www.google.comPart number: GADS_3.0_36March 21, 2012© Copyright 2012 Google, Inc. All rights reserved.Google, the Google logo, Google Message Filtering, Google Message Security, Google Message Discovery, Postini, thePostini logo, Postini Perimeter Manager, Postini Threat Identification Network (PTIN), Postini Industry Heuristics, andPREEMPT are trademarks, registered trademarks, or service marks of Google, Inc. All other trademarks are the property oftheir respective owners.Use of any Google solution is governed by the license agreement included in your original contract. Any intellectual propertyrights relating to the Google services are and shall remain the exclusive property of Google, Inc. and/or its subsidiaries(“Google”). You may not attempt to decipher, decompile, or develop source code for any Google product or service offering,or knowingly allow others to do so.Google documentation may not be sold, resold, licensed or sublicensed and may not be transferred without the prior writtenconsent of Google. Your right to copy this manual is limited by copyright law. Making copies, adaptations, or compilation works,without prior written authorization of Google. is prohibited by law and constitutes a punishable violation of the law. No part ofthis manual may be reproduced in whole or in part without the express written consent of Google. Copyright © by Google, Inc.Google, Inc. provides this publication “as is” without warranty of any either express or implied, including but not limited to theimplied warranties of merchantability or fitness for a particular purpose. Google, Inc. may revise this publication from time totime without notice. Some jurisdictions do not allow disclaimer of express or implied warranties in certain transactions;therefore, this statement may not apply to you.This software uses the JGoodies Forms, JGoodies Validation, and JGoodies Looks.Copyright (c) 2002-2008 JGoodies Karsten Lentzsch. All rights reserved.Redistribution and use in source and binary forms, with or without modification, are permitted provided that the followingconditions are met:o Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer.o Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimerin the documentation and/or other materials provided with the distribution.o Neither the name of JGoodies Karsten Lentzsch nor the names of its contributors may be used to endorse or promoteproducts derived from this software without specific prior written permission.THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDERS AND CONTRIBUTORS “AS IS” AND ANY EXPRESS ORIMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY ANDFITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE COPYRIGHT OWNER ORCONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, ORCONSEQUENTIAL Release 3.0.6DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTEGOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED ANDON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCEOR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THEPOSSIBILITY OF SUCH DAMAGE.This software uses Apache Derby.Apache DerbyCopyright 2004-2007 The Apache Software Foundation2 Release 3.0.6
  • 3. This product includes software developed byThe Apache Software Foundation (http://www.apache.org/).Portions of Derby were originally developed by International Business Machines Corporation and are licensed to the ApacheSoftware Foundation under the “Software Grant and Corporate Contribution License Agreement”, informally known as the“Derby CLA”.The following copyright notice(s) were affixed to portions of the code with which this file is now or was at one time distributedand are placed here unaltered.(C) Copyright 1997,2004 International Business Machines Corporation. All rights reserved.(C) Copyright IBM Corp. 2003.The portion of the functionTests under nist was originally developed by the National Institute of Standards and Technology(NIST), an agency of the United States Department of Commerce, and adapted by International Business MachinesCorporation in accordance with the NIST Software Acknowledgment and Redistribution document athttp://www.itl.nist.gov/div897/ctg/sql_form.htm 3
  • 4. 4 Release 3.0.6
  • 5. ContentsAbout This Guide 9What This Guide Contains 9Related Documentation 9How to Send Comments About This Guide 10Chapter 2: Overview of Google Apps Directory Sync 11What Is Google Apps Directory Sync? 11How Directory Sync Works 12What Is Synchronized 13Directory Sync and Deployment 15System Requirements 19Chapter 3: Getting Started 23Overview 23Step One: Install LDAP Browser 24Step Two: Collect LDAP Inventory 25Step Three: Decide What to Synchronize 29Step Four: Prepare Google Apps for Synchronization 41Step Five: Prepare Your Servers for Synchronization 42Further Steps 43Chapter 4: LDAP Queries 45About LDAP Queries 45Syntax 45Common LDAP Queries 46Chapter 5: Installation 49About Installation 49Install Google Apps Directory Sync 49Upgrade Google Apps Directory Sync 51Uninstall Google Apps Directory Sync 51Chapter 6: Configuration 53About Configuration 53Configuration Files 54 Contents 5
  • 6. General Settings 55 Google Apps Configuration 57 Google Apps Connection Settings 58 Google Apps Proxy Settings 61 Google Apps Exclusion Rules 63 LDAP Configuration 69 LDAP Connection Settings 70 LDAP Org Units 71 Org Unit Mappings 72 Org Unit Search Rules 75 Org Unit Exclusion Rules 77 User Accounts 81 User Attributes 82 Additional User Attributes 83 User Search Rules 88 User Exclusion Rules 92 Groups 96 Group Search Rules 96 Group Exclusion Rules 101 User Profiles 104 User Profile Attributes 104 User Profile Search Rules 106 User Profile Exclusion Rules 109 Shared Contacts 112 Shared Contact Attributes 114 Shared Contact Search Rules 116 Shared Contact Exclusion Rules 118 LDAP Calendar Resources 121 Calendar Resource Attributes 122 Calendar Resource Search Rules 124 Calendar Resource Exclusion Rules 126 Notifications 130 Sync Limits 132 Logging Settings 134 Sync 135 Chapter 7: Synchronization 139 About Synchronization 139 Synchronizing from the Configuration Manager 139 Command Line Synchronization 139 Scheduling Synchronization 141 Monitoring 143 Chapter 8: Troubleshooting 145 About Troubleshooting 145 Troubleshooting With Log Files 145 Common Issues 145 System Tests 1496 Release 3.0.6
  • 7. Escalating Problems 150 Contents 7
  • 8. 8 Release 3.0.6
  • 9. About This GuideWhat This Guide Contains The Google Apps Directory Sync Administration Guide provides information about: • Google Apps Directory Sync features • Basic steps for installing Directory Sync on your server • Configuration for Directory Sync • Synchronizing users, groups, and shared contacts • Troubleshooting Directory Sync This guide is intended for administrators who are already familiar with Google Apps and with LDAP directory servers.Related Documentation For additional information about Google Apps and about related products, refer to the following documents. Document Description Directory Sync Admin Help Central page for Google Apps Directory Sync. Page Includes a description of the product, as well as available downloads. Get the latest download here. Google Apps Admin Help Help Center for Google Apps. This includes documentation and support for the entire Google Apps suite, including Google Apps, Mail, and Google Apps Directory Sync. 9
  • 10. Document Description Google Apps Directory Sync Release Notes for Google Apps Directory Release Notes Sync. This is kept up to date with the changes in the latest version, including release schedules, new features, resolved issues, and known behavior changes. Google Apps Directory Sync Another version of Google Apps Directory for Email Security Sync. Google Apps Directory Sync for Email Security synchronizes with Message Security and Delivery (powered by Postini) instead of Google Apps.How to Send Comments About This Guide Google values your feedback. Please send comments about this guide to: enterprise-apps-doc-feedback@google.com Please specify in your message the section to which your comment applies.10 Release 3.0.6
  • 11. Chapter 2 Overview of Google Apps Directory Sync Chapter 2What Is Google Apps Directory Sync? Google Apps Directory Sync (also called Directory Sync or GADS) is a utility that adds, modifies, and deletes your users, OUs, groups, shared contacts, and calendar resources in Google Apps to match your LDAP directory server. When you synchronize, Google Apps changes to match your LDAP directory. Use GADS to synchronize information so that your Google Apps organizations, users, groups, and shared contacts are automatically kept up to date with your LDAP directory server. GADS runs on your server, and updates Google Apps to match your LDAP directory. Directory Sync never updates or changes your LDAP directory information. Important Notice Before you enable GADS for your organization, please keep a few things in mind: If Google Profiles is enabled for your organization, the data synced from your institution’s directory will be auto-populated into the Google Profile, which your end user may then choose to publish publicly on the web. Your use of Google Apps Directory Sync may in some cases override the user’s edits to their own profile fields -- please communicate this to your end users if you have enabled Google Profiles for your organization or if you do so in the future. Customer acknowledges and agrees that Customer is solely responsible for complying with all laws and regulations that might be applicable to Customer’s provision of Google Profiles to Customer’s end users, such as the U.S. Family Educational Rights and Privacy Act of 1974 (FERPA), Children’s Internet Protection Act (CIPA), and the Children’s Online Privacy Protection Act of 1998 (COPPA). Overview of Google Apps Directory Sync 11
  • 12. How Directory Sync Works This section discusses how GADS synchronizes your LDAP data into Google Apps. Technical Overview GADS includes two connected tools: Configuration Manager and the sync-cmd synchronization command line utility. Configuration Manager is a GUI-based wizard that walks through the steps of configuring a synchronization. In Configuration Manager, you set up what data to synchronize, specify LDAP query rules, list which attributes contain the information you want to synchronize, specify server connections, and note any exclusion rules. The Configuration Manager utility allows you to test your settings, and stores information in an XML file that is then used by the sync-cmd utility. The sync-cmd is a command-line utility that performs the actual synchronization. You can use the sync-cmd utility to update Google Apps data. The utility is designed to be run from a command line so that you can use your server’s task scheduling to run a scheduled synchronization. Data Flow The following steps describe how the data flow of GADS works. 1. GADS connects to your LDAP server and generates a list of users, groups, and shared contacts on your directory. You can set up rules to specify how this list is generated. 2. GADS connects to Google Apps and generates a list of users, groups, and shared contacts in Google Apps. You can set up rules to specify how this list is generated. 3. GADS compares these lists, and generates a list of changes. 4. GADS then updates Google Apps to match your LDAP server settings. After GADS has finished synchronization, it sends a report of results to email addresses that you specify.12 Release 3.0.6
  • 13. Security GADS has the following security features: • It runs inside your network, on a machine you control. • It connects to your LDAP server inside your network through Standard LDAP or secure LDAP + SSL. This connection occurs on any port you specify, but defaults to standard LDAP ports. • It connects to Google Apps through the Internet via HTTPS on port 443. This connection can also run through a proxy host in your network. • It connects to a mail server inside your network using standard (non-TLS) SMTP. • It does not store LDAP data on the Directory Sync machine. Directory Sync stores connection details, configuration files, and event logs on the Directory Sync server, but does not store any LDAP data. All LDAP data is synchronized with Google Apps and stored as user information on Google Apps secure servers. • It caches some Google Apps information locally on your Directory Sync server.What Is Synchronized The chart below details what gets synchronized by GADS, the equivalent terms between LDAP and Google Apps, and notes on what is and is not synchronized. .LDAP Google Apps Synchronizes NotesOrg Units (OU) Organizations Organizations in Google Apps contain multiple users. Organizations can be used to structure users by department, location, or other categories. You can synchronize org structure automatically, or manually by each organization.Mailing Lists Groups Mailing lists in LDAP correspond to public groups in Google Apps. Groups can also be used to control access to sites and documents. Google Apps users can also create private, user-managed Groups. These are not altered or synchronized by Google Apps Directory Sync.User Users In Google Apps, users are organized by email address, not LDAP Distinguished Name. Overview of Google Apps Directory Sync 13
  • 14. LDAP Google Apps Synchronizes Notes User Aliases Nicknames Other email addresses also used by a given primary address. Each user can have multiple nicknames in Google Apps, and these can come from multiple LDAP alias attributes. Passwords Passwords GADS can only synchronize passwords that are stored in SHA-1 or MD-5 format with no salted hashes. Alternatively, passwords can be managed separately, or authentication can be handled by SSO (Single Sign-On). For more information on Passwords, see “Passwords” on page 34. Messages and Messages and calendar data are not migrated Calendar Data with GADS. If you need to migrate your legacy messages and calendar data, use a migration tool, such as Google Apps Migration for Lotus Notes, or Google Apps Migration for Microsoft Exchange (which also migrates data for other IMAP servers.) Rooms Calendar Calendar resources, like rooms and Resources projectors, can be synchronized from your LDAP directory into Google Apps. Contacts Shared An LDAP Contacts list corresponds to Google Contacts Apps Shared Contacts. Shared Contacts are visible as autocomplete options when users in Gmail start typing an email address. Personal contacts are not synchronized. Shared Contacts appear in autocomplete about 24 hours after synchronization. Personal Contacts Personal GADS does not synchronize personal Contacts contacts. If your users wish to import personal contact information, they can use client-based migration tools like Google Apps Migration for Microsoft Outlook. Extended User User Profiles Extended LDAP information, like phone Information numbers and addresses, can be synchronized into Google Apps as rich User Profiles. Shared Folders None Google Apps does not include an equivalent to shared folders. Users typically share information in Google Apps by sharing Google Docs or through Groups.14 Release 3.0.6
  • 15. Directory Sync and Deployment GADS can be used during different stages of the Google Apps deployment cycle. This section discusses the three-phase deployment model recommended for implementing Google Apps, and how Directory Sync fits into this model. For a tutorial on the three-phase deployment model, see the video Planning Your Google Apps Deployment. The Three-Phase Deployment Model The methodology described in this section is based on field studies and real-world deployment experience with Google Apps. The goal of this model is to accomplish a Google Apps deployment quickly and give users the best possible customer experience. Deployment is typically divided into three phases, plus planning beforehand and maintenance afterward. The following steps are described in more detail below. • Plan: Before you begin with your Core IT phase, take time to learn about Google Apps, plan for your deployment, and secure resources. • First Phase: Core IT: Core IT department users are activated on Google Apps. • Second Phase: Early Adopter: A small number of early adopters are activated with Google Apps and use it for regular business functions. • Third Phase: Global Go Live: All users are activated in Google Apps. • Maintenance: After your Global Go Live date, ongoing maintenance involves keeping up services, monitoring to detect any issues, and updating for changes to your organization such as departing users, new hires, and name changes. Variations for Different Organizations These steps may vary for your environment. If you are administering an organization with fewer than 500 users, you may decide to add your Core IT and Early Adopter users at the same time, and combine these two phases. Overview of Google Apps Directory Sync 15
  • 16. If you have already added users through another method, and begin using GADS afterwards, you may move directly to Global Go Live and continue through maintenance. In this case, you would not set up a Core IT or Early Adopter phase, and you would set up GADS to synchronize your users and maintain Google Apps to match your LDAP data going forward. Plan Users: No users added yet. Before you begin with the Core IT phase, there’s a period of preparation and planning. During the Plan step, the goal is to understand the services available, learn technical details, decide what tools to use, identify any need for outside consulting or support, and set a plan for implementing Google Apps. Directory Sync: During this phase, begin making preparations for Google Apps. Specific preparations you can make at this stage include the following. • Prepare a provisioning strategy. • Secure LDAP resources. • Clean up your LDAP directory. • Prepare your firewall/proxy settings and network ports to ensure that Directory Sync has a connection to your LDAP directory and to Google Apps. Fore more information on these preparations, see “Getting Started” on page 23. Core IT16 Release 3.0.6
  • 17. Users: A small number of manually added users.In the Core IT phase, a small number of IT users activate in Google Apps andbegin learning and configuring Google Apps. The goal of the Core IT phase is tolearn how to use the applications and utilities, to configure services, and toprepare for Early Adopters.Directory Sync: During this phase, continue preparation and testing to be readyfor Directory Sync implementation by the Early Adopter phase.Typically, GADS is not used to import users for the initial IT pilot, since it is easierto add your initial IT department users either manually or by uploading a CSV fileinto the Google Apps control panel.If you do have manually added users that are not in your LDAP, remember to addexclusion rules so those users are not deleted.Early AdopterUsers: Early adopter business users, either manual or synchronized.During the Early Adopter phase, set up a small number of active users and givethem the best possible user experience. Early adopters can then become familiarwith Google Apps, identify any common questions or issues, and learn to use theproduct so that they can help others after a broader rollout.Directory Sync: During the Early Adopter phase, prepare your synchronizationrules so that full synchronization will be ready on your Global Go Live date.Optionally, you can also set up GADS to synchronize data for early adopters. Youcan use any of these features for Early Adopter synchronization:1. You can use GADS during your Early Adopters phase to synchronize your entire user list, so that your Early Adopter users can see recipient addresses in Autocomplete when sending mail. You can synchronize users as shared contacts, or synchronize as full users without sending passwords or routing users’ mail into Google Apps.2. If you are running the Early Adopter phase on a separate test domain, GADS can synchronize users to a test domain, adding users with the same username in a separate test domain.3. If you are using Postini Message Security, you can set up Postini for split delivery, so that Early Adopters receive mail in Gmail while other users receive mail on your legacy server. Overview of Google Apps Directory Sync 17
  • 18. Global Go Live Users: All users active in Google Apps. In the Global Go Live phase, all users become active and begin using Google Apps for daily business. Mail flow is routed entirely to Gmail, users schedule their activities in Google Calendar, and day-to-day user activities run in Google Apps. After your Global Go Live date, data from legacy systems may be migrated into Google Apps, or may be left on legacy servers and checked when needed. Directory Sync: You can set up GADS to import organizations, users, aliases, profile information, groups, contacts, and calendar resources so that your Google Apps account is populated with the same data you have on your LDAP directory server. Prepare for your Go Live date. The initial synchronization of a Go Live date can take several cycles of configuration and tests, since there may be a great deal of data to synchronize. Be prepared for an extended synchronization, and try to run your synchronization during off-business hours to avoid consuming network and system resources during peak hours. Note also that shared contacts can take up to 24 hours after synchronization to show up in Gmail autocomplete. During your rollout, you may decide to split your synchronization into phases to avoid exceeding any search size limits on your directory server. Maintenance Users: Updated to maintain changes between your LDAP directory and Google Apps. After you have set up Google Apps and your users are live with the product, continue to update Google Apps to reflect any changes on your LDAP directory.18 Release 3.0.6
  • 19. If you remove any users from your company, update Google Apps to reflect these changes. Many companies remove a user by changing the user’s password and access permissions, rather than deleting the user from Google Apps, in order to smoothly handle the user’s documents and mail archives. Directory Sync: Check your notification messages regularly to be sure that GADS is running smoothly, and to detect and address any issues that arise. You can use GADS to keep your Google Apps directory up to date. You can set up GADS to run scheduled synchronization, so that all changes to your LDAP directory server are synchronized with Google Apps. Any changes to your LDAP directory server, such as new users, deleted users, or users moved to new organizations, will be reflected in Google Apps. Also, during maintenance, be sure to check regularly for updates to GADS. You can check for new updates by opening Configuration Manager, or by running the command checkforupdate.exe. Depending on your needs, you may run scheduled synchronizations at different rates. Usually, this ranges between once an hour and once a day. Be aware that running synchronization too often may use up excess bandwidth or exceed quotas.System Requirements Before you begin using GADS, be sure you can meet the following system requirements. Google Apps Account • A Google Apps domain running Google Apps for Business, Google Apps for Partners, Google Apps for Government, or Google Apps for Education. Note: GADS only synchronizes primary domains, not domain aliases. • An administrator account on your Google Apps domain, set up in the Google Apps control panel. You can also set up an OAuth key while configuring Google Apps if you have administrator login information. • Provisioning API enabled on your Google Apps domain. For steps on how to do this, see “Enable APIs” on page 42. Overview of Google Apps Directory Sync 19
  • 20. Server Requirements • A server to run GADS. The server should run one of the following operating systems: • Microsoft Windows (supported on XP, Windows 7, Windows Server 2003/ 2008) • Linux • Solaris (version 8+, no support for x86) • If using 64-bit Linux systems, a 32-bit libc (such as libc6-i386) must be installed. • At least 5 GB of disk space for log files and data. If you are running with DEBUG or INFO level of logging, you may need more free space than this for additional log data. • At least 256 MB of free RAM. At least 1 GB of free RAM is recommended if you have less than 10,000 users, or 2 GB of free RAM if you have more than 10,000 users. For very large organizations (over 250,000), further tuning may be needed. • An LDAP server with user information which is accessible to GADS. All versions of the LDAP protocol are supported. • Network access to your LDAP server. You do not need to run GADS on your LDAP server. • Read and execute administrative access over the appropriate OU structure of the LDAP server. • An LDAP browser that can read and browse your LDAP directory server data. • Network access to the Google Apps through HTTPS, directly or through a proxy server. This includes ports 80 and 443. • For best results, a network connection to Google Apps with no proxies or firewalls is recommended. • A mail server able to accept and relay notifications from Directory Sync. • Access to SSL Authorities for your network. Level of Effort and Expertise The level of effort for using GADS will vary based on the scope of your synchronization plans, your familiarity with the LDAP query language, and your familiarity with your own LDAP directory server and data. In many cases, the initial configuration of GADS includes multiple revisions of synchronization rules, updating and refining your LDAP synchronization rules until a simulated sync delivers expected results.20 Release 3.0.6
  • 21. Depending on your configuration, you may need the following levels of expertisefor implementing GADS:• Google Apps administrator: Access to your Google Apps administrator account and familiarity with the Google Apps control panel.• LDAP administrator: Access to your directory server and familiarity with its contents. Familiarity with LDAP query language.• Network administrator: Familiarity with your network and security settings for internal and outbound traffic.• Mail administrator: Access to a mail server able to relay messages for Directory Sync notifications. Familiarity with setting up mail servers for traffic.• Human Resources contact: Familiarity with user base and ability to identify which LDAP entries represent current employees. Overview of Google Apps Directory Sync 21
  • 22. 22 Release 3.0.6
  • 23. Chapter 3 Getting Started Chapter 3Overview This chapter discusses the steps you’ll take when you get started with Google Apps Directory Sync (GADS). Your GADS configuration will be faster and smoother if you collect information about your network, LDAP directory server, LDAP data, and synchronization plans before you begin. This chapter also includes necessary steps for setting up your Google Apps account and your internal network before you install GADS. For a more successful synchronization, follow the steps detailed below. Getting Started Steps The following list describes typical steps for preparing, planning, and implementing GADS. Note that these steps do not correspond precisely to the three-phase model described in the previous chapter in “Directory Sync and Deployment” on page 15. In most cases, you will begin these steps during the Planning or the Core IT phases of deployment, so that you will have synchronization ready during the Early Adopter phase. For details on system requirements and prerequisites, see “System Requirements” on page 19. 1. Install LDAP Browser. Download an LDAP browser to examine your current LDAP directory server. For more information, see “Step One: Install LDAP Browser” on page 24. 2. Collect LDAP Inventory. Identify your LDAP resources, including LDAP servers and expert administrators. Collect required information about your LDAP server and your Google Apps domain. For more information, see “Step Two: Collect LDAP Inventory” on page 25. Getting Started 23
  • 24. 3. Decide What To Synchronize. Decide what domains to synchronize. Plan which users, aliases, and groups you want to synchronize with Google Apps. This can be a very significant step, and may require a great deal of planning. For more information, see “Step Three: Decide What to Synchronize” on page 29. 4. Prepare Google Apps For Synchronization. Make any needed changes to Google Apps. For more information, see “Step Four: Prepare Google Apps for Synchronization” on page 41. 5. Prepare Your Server Environment For Synchronization. Confirm that you have a notification mail server ready. For more information, see “Step Five: Prepare Your Servers for Synchronization” on page 42. 6. Install Directory Sync. Once you have the needed information, download and install GADS. This step is covered in “Installation” on page 49. 7. Configure Directory Sync. Run Configuration Manager, part of GADS, to configure synchronization. This step is covered in “Configuration” on page 53. 8. Simulate Synchronization. Use Configuration Manager to simulate a synchronization and review the results. This step is covered in “Sync” on page 135. 9. Revise Configuration. Review the results of the simulated sync. If needed, revise your configuration in Configuration Manager based on the simulation. This could take several revisions for complex environments. 10. Preview Synchronization. At the command line, run a synchronization in preview mode with the configuration file you created. Check the results. This step is covered in “Command Line Synchronization” on page 139. 11. Manual Synchronization. At the command line, run a manual synchronization to update Google Apps. The first synchronization, which imports all information, is likely to take much longer than later synchronizations. This step is covered in “Command Line Synchronization” on page 139. 12. Scheduled Synchronization. Using your server’s scheduling tools, set up automatic scheduled synchronization. This step is covered in “Scheduling Synchronization” on page 141. 13. Monitoring. Monitor the results of your ongoing synchronization to detect and address any problems that occur. This step is discussed in “Monitoring” on page 143. The first steps, related to preparation, are covered in this chapter below. Later steps are covered in future chapters as noted.Step One: Install LDAP Browser By default, most LDAP directory servers do not include a way to view or modify your LDAP structure directly. To collect information about your LDAP structure, download and install an LDAP browser. Two such browsers are listed below.24 Release 3.0.6
  • 25. Note that these are third-party browsers, and this document does not include instructions or support on the use of an LDAP browser. Softerra LDAP Administrator To download Softerra LDAP Administrator, go to: http://www.ldapbrowser.com JXplorer To download the JXplorer Java Ldap Browser, go to: http://www.jxplorer.orgStep Two: Collect LDAP Inventory You can roll out and use GADS more quickly and effectively if you identify your LDAP resources beforehand. Depending on the size and structure of your organization, you may already know all this information, or you may need to conduct significant research. Identify LDAP Resources Contact your LDAP administrators and collect the following information: • The hostname or IP address of your LDAP server. Note that GADS can only synchronize with one LDAP server. • Your network access, proxy servers, and outbound connections. • The name and password of an account on your LDAP with “read” and “execute” permissions. If you want to limit what users and OUs you want to synchronize, you can set up an LDAP administrator with limited permissions on your directory server. See your directory server documentation for steps on how to do this. • Confirmation that your chosen LDAP directory has full access to needed resources. Getting Started 25
  • 26. If you have multiple LDAP directories, consider the following: • Consolidate. If you are using multiple directories, consolidate your LDAP data into a “single source of truth.” Many customers have multiple LDAP directories, either because of different departments, acquisitions, or subsidiaries. GADS can only pull data from a single LDAP directory. • Test Global Catalog. If you have multiple Microsoft Active Directory domains, a Global Catalog may help with your synchronization, but only if the catalog is set up with proper replication. If you want to try using a Global Catalog, be sure to test the catalog thoroughly before relying upon it. Sample Scenario: Identify LDAP Resources MobiStep, Inc., is a medium-sized manufacturing company that has moved to Google Apps and is starting to synchronize an existing LDAP directory server with Google Apps. The Google Apps administrator contacts the LDAP administrator, who provides the following information: • An LDAP administrator account (with appropriate permissions) created specifically for GADS. • The IP address and hostname of the LDAP server. The Google Apps administrator confirms with Human Resources that the users on this server are all active users, and confirms that this is the only LDAP directory server. The LDAP administrator confirms that GADS will be run within the company’s firewall and that the LDAP server will not need to be open to the outside. Research LDAP Structure Use an LDAP browser to collect information about your LDAP server and structure. You may find, while preparing for synchronization, that you have unexpected or non-standard data in your LDAP directory server. It is always better to find and address this before you begin synchronizing. Be sure to collect the following key information: • LDAP Base DN: GADS will use this Base DN as the top level for all LDAP queries. You can use an LDAP browser to collect this information. If your LDAP directory server includes OUs that you do not want to sync, consider a Base DN that doesn’t include these OUs. Since GADS searches for both users and groups from the Base DN, specify a Base DN on a level that includes the users and groups you want to synchronize.26 Release 3.0.6
  • 27. Note: You can use multiple Base DNs in a configuration. You can specify a separate Base DN for each synchronization rule. For more information, see “User Search Rules” on page 88.• LDAP Structure Information: You need to know which OUs contain users and other resources you want to sync and which LDAP attributes contain important information. Look through your LDAP directory structure with an LDAP browser, then examine some sample users and other resources to identify the LDAP attributes. In many cases, the LDAP attribute that contains a user’s mail address, which will become the username in Google Apps, is the mail attribute. Confirm the LDAP attribute you want to use for mail addresses. Check your LDAP directory server to find out which attributes contain the data you need. In some cases, this data may include spaces.Once you have collected this information, you are ready to start making decisionsabout your synchronization.Sample Scenario: Research LDAP StructureMobiStep’s administrator downloads an LDAP browser and look through thedirectory structure. The administrator finds that the Base DN to use for the domainad.mobistep.com is: ou=users,ou=headquarters,dc=ad,dc=mobistep,dc=comThen, the administrator looks more closely at the structure, and finds that the OUsare divided up by department function. Each department function is a separateOU under the Base DN. Department OUs include: sales, manufacturing, it,genadmin, hr, contractors, and exec.Clean Up LDAP DataWhile you are identifying your LDAP data, be aware that you may need to cleanup your LDAP directory server data to synchronize with Google Apps. Begincleaning up your LDAP data early, to avoid data cleanup blocking your schedulefor synchronization. Getting Started 27
  • 28. When conducting LDAP cleanup, consider the following actions. • Identify users. Identify which users you want to synchronize with Google Apps. You may need to consult with your human resources department to confirm that your user list is the correct list of users to synchronize. • Populate Password Attribute (Optional). If you are using a password field in GADS, create a custom attribute in your LDAP for your Google Apps users, and populate the attribute with a password setting. Generate random passwords and add them to a custom attribute. For more information about Passwords, see “Passwords” on page 34. • Set Naming Conventions (Optional). Identify any email naming conventions you want to use, and update any users to fit these naming conventions. This is optional: you do not need to set any particular naming convention for GADS, but some companies use the transition to Google Apps as an opportunity to change naming standards. • Mail-Enabled Groups. Identify mail-enabled groups to synchronize with Google Apps. This includes only mail-enabled groups that operate as mailing lists, not security groups. Note also that you can set Google Apps to allow users to create and manage their own groups; these are not affected by synchronization. • Plan Resource Naming Conventions. If you are planning to synchronize calendar resources, you can take this opportunity to plan a naming convention in Google Apps. For more information on this calendar resource naming, see the Google Code site article Developing a naming strategy for your calendar resources. Sample Scenario: Clean Up LDAP Data The MobiStep LDAP Administrator cleans up the MobiStep LDAP database to get ready for synchronization. The administrator uses an LDAP browser to identify users and mail-enabled groups. The existing names already follow a standard naming convention, and the administrator decides to keep that naming convention. The LDAP administrator also creates a custom attribute for one-time passwords. Later, this will be used to hold randomly generated passwords for new users. Mark Google Apps Users In LDAP One of the most effective ways to simplify your synchronization is to mark Google Apps users beforehand in your LDAP directory. The benefit of marking your Google Apps users in LDAP is that it will simplify your LDAP queries, make your transition to Google Apps clear and visible, and possibly bypass any complications with your existing LDAP directory structure. When you first clean up your LDAP directory structure, mark the users you plan to move into Google Apps with an OU, group, or custom attribute. Use a descriptive name like “GoogleAppsUsers.” Use this to mark all users whom you plan to move into Google Apps.28 Release 3.0.6
  • 29. Then, once you begin synchronization, mark active Google Apps users. Create an OU, group, or custom attribute with a name like “GoogleAppsActiveUsers.” You can then configure Directory Sync to synchronize based on this OU, group, or custom attribute, then activate new users in Google Apps by updating your LDAP server. There are three ways to mark your Google Apps users in LDAP: • OU: Set up an organizational unit (OU) and move Google Apps users into that unit. • Group: Create a new group in LDAP, and add Google Apps users as a member of that group. • Custom Attribute: Create a custom attribute for your users, and set that attribute for new users. Use whichever method works best for your LDAP directory environment. The exact steps necessary to set up an OU, group, or custom attribute will vary based on your LDAP directory server. Consult your LDAP directory server documentation and work with your LDAP administrator to configure your LDAP server appropriately. Sample Scenario: Mark Google Apps Users In LDAP The administrator creates two new groups on LDAP, GoogleAppsUsers and GoogleAppsActiveUsers. All users who are identified to be synchronized into Google Apps are added to the GoogleAppsUsers group. When users are added into Google Apps, and have their mail flow switched over, those users are also added to the ActiveGoogleAppsUsers Group. This will make it easier to track which users are in Google Apps, and allows a clean synchronization without removing old accounts that will not be synchronized into Google Apps.Step Three: Decide What to Synchronize Once you have identified your LDAP servers, decide what to synchronize. For specific suggestions on what to synchronize during an early adopter program or other parts of your life cycle, see “Roadmap for Deployment” on page 36, in this chapter. Domains Decide what domains you want to synchronize on your LDAP server and in Google Apps. Google Apps Directory Sync can synchronize with multiple domains on the same account. • Domain: Before you configure synchronization, decide what domain you want to synchronize, and set up your domain in Google Apps. Getting Started 29
  • 30. Note: GADS does not create a domain for you, so you will need to add the domain before you use Directory Sync. Collect the exact domain name from the Google Apps control panel. Note that you cannot synchronize a domain alias. • Domain Name Replacement: You can also specify another domain. Directory Sync will create or update all users in the new replacement domain. This is most often used for a pilot domain, but can also be used if you are using GADS to move to a new domain. If you specify another domain in Configuration Manager, you can import a full list of users into a different domain. Note that using domain replacement can affect your Google Apps exclusion rules.30 Release 3.0.6
  • 31. Note: Domain name substitution does not support Shared Contacts synchronization. Set up the new domain as a primary domain in Google Apps. Then, in Configuration Manager, enter the new domain as your Google Apps domain, and use a Google Apps administrator for that domain. In Google Apps Settings, set Directory Sync to replace domain names in LDAP email addresses with this user name. Google Apps Directory Sync will rename all your users to that new domain during synchronization. After your pilot period is complete, you can change the domain name (and Google Apps administrator) to your actual primary domain, and keep all other configuration options the same. For more information on setting up your domain name, see “LDAP Connection Settings” on page 70.User DataGADS can synchronize a wide variety of user data. This includes users,passwords, alias information, and profiles. Examine your LDAP directory data andyour Google Apps configuration to decide what data to synchronize. You mayneed to purchase additional licenses in Google Apps if you add users above yourcurrent number of licenses.Consider the following synchronization options:• Users: Look through your whole set of users with an LDAP browser. For more information about using an LDAP browser, see “Step One: Install LDAP Browser” on page 24. You may have internal-only users, or special users that should not have external email (such as printers). You may also decide to start by synchronizing only a small trial group of users. Construct an LDAP query for the users you want to synchronize. For more information on constructing LDAP queries, see “About LDAP Queries” on page 45. WARNING: Check to be sure that you are importing the correct number of users. If you import more users than you have licenses in Google Apps, you may experience errors during synchronization for exceeding your user limit.• User Profiles: If your LDAP directory server includes further information, such as addresses, phone numbers, or contact information, you can synchronize this information into Google Apps. You can use GADS to import the full names of your users into Google Apps. If you want to do this, find the LDAP attributes that contain this information. User names are often stored in two attributes: one for the first name and one for the last name. If you do not have an LDAP attribute with the appropriate information, you can skip this step.You can synchronize this through LDAP extended attributes. For more information, see “User Profiles” on page 104. If you have full user profiles in your LDAP directory server and you want to synchronize this information into Google Apps, you can import User Profiles. For more information, see “User Profiles” on page 104.• Aliases: You can synchronize one or more attributes for aliases from your LDAP directory into Google Apps nicknames. Use an LDAP browser to Getting Started 31
  • 32. confirm the LDAP attribute (or attributes) you want to use. Be sure that the attribute contains only an email address, and not other data such as a phone number. • Primary Domain Key: If your users are likely to change user names, set up a Primary Key attribute beforehand so that user information is not lost when a user changes their name. This should be a field on your LDAP that is unique for each user, and will not change when your users change names. • Passwords: GADS supports a limited set of password operations. If you want GADS to handle passwords, this will require additional preparation and planning. For more information, see “Passwords” on page 34. • Deleted and Suspended Users: By default, users not found on your LDAP directory will be deleted from Google Apps, and suspended users will be ignored. If this is what you want GADS to do, leave deleted and suspended users settings at the default. You can set GADS to suspend users instead of deleting them. This allows for data recovery if users are later recovered, and the ability to view and transfer a user’s assets. If your Google Apps account has suspended users that you want to remove, you can instead set GADS to delete suspended users. You cannot use this setting if you use the option, described in the paragraph above, to suspend users instead of deleting them. For more information on these options, see “Additional User Attributes” on page 83. Groups and Mailing Lists There are several ways to organize your users in Google Apps. Different lists and groups can be synchronized into Google Apps in different ways. Decide how you want to organize your users, and consider the following topics. • Mailing Lists: Decide which mailing lists you want to synchronize from your LDAP directory server into Google Apps. Mailing lists on your LDAP directory server will be imported as groups in Google Apps. You may not want to import all mailing lists, since some lists may be internal lists, or company resources such as rooms or printers, or may contain unusable data. GADS will not modify or overwrite groups that users create with the Google Groups for Business service. For information on synchronizing mailing lists, see “Groups” on page 96. If you do want to synchronize Mailing Lists, find out what attribute contains the members of your mailing lists. This is often the member attribute or the mailAddress attribute, but your LDAP directory server may be different. If this attribute is also used for other data, you may need to use another attribute or to clean up your LDAP directory server. Be sure to exclude empty lists. Also, find out if the LDAP attribute for mailing list members contains an email address, or a user Distinguished Name. Some mailing list attributes contain a literal address, which follow a format like terri@mobistep.com. Some contain Distinguished Name reference, which follow a format like cn=Terri32 Release 3.0.6
  • 33. Smith,ou=Executive Team,dc=mobistep,dc=com. GADS can synchronize mailing lists using either format, but you’ll need to know which you’re using beforehand so you can configure GADS properly.• Org Structure: By default, GADS synchronizes all users into a single flat structure. This works well if you have a small organization, or if you want all users to have the same settings and rights. This also works well if you are piloting a small group before a larger rollout. If you want to use an org unit hierarchy in Google Apps, you can synchronize the organization hierarchy from your LDAP directory server. If you do so, look through your OUs with an LDAP browser beforehand to be sure that you are synchronizing the right OU structure. You may have special OUs that should not have org units in Google Apps, such as an OU for printers. For more information about synchronizing your OU structure, see “LDAP Org Units” on page 71. If you want to create Google Apps organizations manually, you can set those organizations up in Google Apps, then set GADS to move users into those Google Apps organizations, without changing existing organizations. To set this up, select “Do not create or delete Google Organizations, but move users between existing Organizations, as specified in the User Sync Rules” option on the General Settings page. For every user search rule, specify the organization that should contain users for that rule, or an LDAP attribute that contains the name of the appropriate Organization. For more information about moving users between existing organizations, see and “User Search Rules” on page 88.Contacts and Calendar ResourcesGADS can also synchronize other LDAP resources into Google Apps, such asshared contacts and calendar resources.• Shared Contacts: If you want to import addresses into Google Apps as shared contacts, enable Shared Contacts in General Settings. Shared Contacts will be visible to every user on a contacts list. When users enter email addresses for recipients in Gmail, addresses in Shared Contacts will show up in Autocomplete. Note that this will only synchronize shared contacts; personal contacts are not imported with GADS. Shared contacts are contacts that can be viewed by every user in the account. These are different from personal contacts, which are each viewed and edited by an individual user. For more information about Shared Contacts, see “Shared Contacts” on page 112. If you’re setting up a pilot with a small group of users, you can use Shared Contacts to synchronize the rest of your user base into your shared contacts list, so that pilot users will see addresses in Autocomplete that haven’t been synchronized yet. If you decide to do so, however, note that you should remove these shared contacts before your full synchronization, to avoid duplicate Autocomplete addresses. Important: Shared Contacts do not show up immediately. After you synchronize Shared Contacts, it may take up to 24 hours for the changes to appear in Google Apps. Getting Started 33
  • 34. • Do you want to synchronize Calendar Resources? If you want to import calendar resources (such as conference rooms) from your LDAP into Google Apps, configure Calendar Resources synchronization. Calendar Resources are visible to every user when attempting to schedule calendar events. For more information, see “LDAP Calendar Resources” on page 121. If you do want to synchronize calendar resources, choose a naming format for your calendar resources. Note that names containing spaces or special characters (like @) will not be synchronized. The rules for calendar resources names are different than other synchronized information. For more information on this calendar resource naming, see the Google Code site article Developing a naming strategy for your calendar resources. Passwords Directory Sync can import passwords from LDAP, but only in an LDAP attribute that stores passwords in plain text, Base64, unsalted MD5, or unsalted SHA-1 format. Other password encryption hashes are not currently supported, nor are salted hashes. Most directory servers do not support these formats natively, and storing your user passwords in these formats on your mail server may have serious security implications.34 Release 3.0.6
  • 35. For password synchronization, GADS provides the following options:• Implement Single Sign-On for your domain. Set up a SAML server for your account to manage Single Sign-On. Users will use the same passwords and authorization for both Google Apps and your LDAP directory server. GADS will create random passwords during synchronization in this case. Note that Single Sign-On supports only web authentication. Other forms of authentication (such as IMAP, POP, and ActiveSync) do not support Single Sign-On and will still require a Google password. Use this option if you are planning to set up Single Sign-On for your domain. For more information on Single Sign-On, see the SSO site on Google Code.• Use a plain text LDAP attribute for default password for new users. With this option, Google Apps passwords are separate from passwords on your LDAP directory server. You can use this method to create a temporary password from any LDAP attribute that holds data in plain text format. The most secure way to create a default password is to populate a custom attribute with a randomly generated password. Alternately, you can use a private and unique field, such as employee ID number. Avoid using a field that could be easily guessed, such as email address or last name, since this could make it easier for other users to sign up using temporary credentials. Use this option if you want users to have separate one-time passwords, and you have or can create an appropriate LDAP field to use for temporary passwords.• Use a third-party utility to convert unsupported passwords to a supported format. Check the Google Marketplace for third-party tools to help with synchronizing passwords. Use this option if you need to have Google Apps use the same passwords as your LDAP directory server, but you are unable to set up a SAML server. This may require you to set new passwords on your LDAP directory.• Specify a default password for new users. Every new user will have the same password until that user logs in and changes the password. With this option, Google Apps passwords are separate from passwords on your LDAP directory server. Set a default password for new users, and then set Directory Sync to synchronize passwords for new users and force new users to change their passwords. Because this password may be guessed by other users, this is not generally recommended as a secure option.Important: Be careful of the security considerations of passwords. Also, note that ifyou use a plaintext password, be sure to set GADS to synchronize passwordsonly for new users, and to require new users to change passwords.MappingDecide how your LDAP directory server data should map to your Google Appsdata. You should have a clear picture of where every user, group, and resource inyour LDAP directory server should be synchronized in your Google Apps data. Getting Started 35
  • 36. For a chart of how your LDAP data maps to Google Apps, see “What Is Synchronized” on page 13. Note that you may have some users who should not be synchronized, either on your LDAP server or in Google Apps. Prepare a list of exceptions so that you know what rules to set up. • Mapping: For each group of users, decide whether those users should be imported, and where those users should be imported. You can set up this mapping to a flat hierarchy, an automatic one-to-one synchronization, or a manual set of custom rules. • Exceptions on Google Apps: Are there any exceptions on your Google Apps domain that you don’t want to synchronize? Your Google Apps account may have users or groups that you don’t want to synchronize with LDAP. This could include new users not listed in your LDAP directory, pilot test accounts, shared Google Apps accounts, or other entries that belong in your Google Apps account but not your LDAP directory. Find out which users and groups you’d like to exclude, and look for any common pattern that may simplify exception rules. • Exceptions on LDAP Directory: Are there any exceptions on your LDAP directory that you don’t want to synchronize? Your LDAP directory server may have obsolete users, suspended users, test accounts, printers, defunct mailing lists, or other data that you do not want to import into Google Apps. In most cases, you can set your LDAP search rules to ignore these users, but in some cases, you may need to set up manual exception rules to skip specific users, or a pattern of users. Identify any exceptions that you don’t want to synchronize, and note these so that you can create exceptions during configuration. Roadmap for Deployment The best settings to use for synchronization depend on your situation, server, and stage in the life cycle of using GADS. The following roadmap suggests likely settings for different stages of a deployment.36 Release 3.0.6
  • 37. For more information about deployment phases and the 3-phase deployment model, see “Directory Sync and Deployment” on page 15. Core IT Early Adopter Go Live MaintenanceGoals in this Clean up data By the end of the Switch users over Keep Googlephase and prepare for Early Adopter to Google Apps. Apps data migration in Early phase, you Set Google Apps synchronized with Adopter phase. should have up as primary your LDAP Test connectivity GADS ready for service. directory. and your Global Go synchronization. Live date. The first Plan a scheduled Synchronization synchronization can take time. of Google Apps. Synchronize a Scheduled few days in synchronization advance of your will take less time Go Live date so and resources that users will be than the first ready. In some synchronization. cases, it may be a good idea to synchronize over a weekend.Domains Optionally, you Use your primary Use your primary can use a domain for domain for “shadow” or test synchronization. synchronization. domain, replacing domain names with a subdomain of your existing organization, like test.exmpl.com. Getting Started 37
  • 38. Core IT Early Adopter Go Live Maintenance Users Set up exceptions Synchronize your Set up exceptions for manually- early adopters or for Google Apps added Core IT add them users that are not users, temporary manually. Mark listed in your administrators, or which users are LDAP directory. other users that activated in your are not part of LDAP directory. your LDAP search rules. Optionally, you can synchronize Create an LDAP all users (but not OU, group, or change their mail custom attribute flow or send for users that will passwords), so be synced into that all addresses Google Apps. will be visible in Then, create a Autocomplete. group of custom attribute for active Google Apps users. User Profiles If your LDAP If your LDAP If your LDAP directory includes directory includes directory includes rich profile data, rich profile data, rich profile data, you can you can you can synchronize this synchronize this synchronize this with Google with Google with Google Apps. Apps. Apps. Aliases Passwords If you are syncing your users, sync passwords as well.38 Release 3.0.6
  • 39. Core IT Early Adopter Go Live MaintenanceSuspendedUsers You can Suspended users Usually not used Usually not used synchronize can be used for after go live date, after go live date, Google Apps early migration of but available if but available if users as data. you want to you want to suspended users suspend users suspend users for testing Google instead of instead of Apps functionality. deleting them. deleting them.Mailing Lists Most mailing lists Mailing lists will still be should now be maintained on managed in legacy server. Google Apps as groups. GADS does not synchronize or overwrite user- managed mailing lists (groups).Org Structure Optionally, start If you have a Changes to your setting up your large organization Organization org structure in or complex Structure advance during hierarchy in your Mapping rules will Early Adopter LDAP directory move users within phase. server that you Google Apps. want to keep, configure Directory Sync to synchronize Org Structure. Getting Started 39
  • 40. Core IT Early Adopter Go Live Maintenance Shared Contacts Optionally, you If your company If your company can synchronize directory has directory has all users as shared contacts, shared contacts, shared contacts you can you can so that they will synchronize synchronize be visible in these during your these during your Autocomplete. Go Live Go Live synchronization. synchronization. Note that these shared contacts Note that Note that may lead to personal contacts personal contacts duplicate contacts are not are not if not removed synchronized. synchronized. before your Go Live date. Calendar Resources Most calendar Calendar resources will be resources should maintained on now be managed legacy server. in Google Apps. Primary Key Attribute Set up Primary Primary Key Key Attribute for attributes help easier ongoing users keep data maintenance. after a name change. Sample Scenario The Google Apps administrator for MobiStep decides that the existing organization hierarchy on the LDAP server should be copied onto Google Apps, and identifies the OUs that should be synchronized.40 Release 3.0.6
  • 41. The administrator decides that MobiStep needs to synchronize: • OUs • Users • Aliases • Groups (mailing lists) • Shared contacts • Calendar resources The mailing lists in the LDAP server use the attribute member to store the members of each mailing list, and the member attribute contains the full DN of the mailing list members, rather than their email address. The GADS administrator notes this attribute, and notes that it is a reference attribute, not a literal attribute. Because the LDAP user profile information on the LDAP server is not in a standard format across organizations, the Google Apps administrator decides not to synchronize this information. The LDAP administrator creates a custom attribute and populates the attribute with a randomly-generated one-time password. The Google Apps administrator sets up a mail merge to send out these passwords to users along with information on how to activate their accounts. The Google Apps identifies that there are some users in the contractors OU that are no longer with the company and should not be synchronized. The administrator looks through these users and notes that all of them match a regular expression (the user addresses all begin with “defunct”) and notes this to create exceptions in Google Apps.Step Four: Prepare Google Apps for Synchronization Once you know what to synchronize, there are a few miscellaneous steps you’ll need to take to prepare for synchronization. Google Apps Authentication GADS needs to log into Google Apps to update information. There are two ways to do this. • OAuth Credentials (recommended): GADS can generate an OAuth token during configuration, and use that token to connect and synchronize. If you are using this method, you will generate the token during configuration, but will need a Google Apps administrator username and password during this process. This method is recommended because it is more secure. • Administrator: Alternately, you can supply a Google Apps username and password that GADS will use when synchronizing. Collect the username and password for the administrator account you will use. Getting Started 41
  • 42. For more information, see “Google Apps Connection Settings” on page 58. Enable APIs GADS uses the Google Apps Provisioning API to update your Google Apps domain. Before you can synchronize, you must log in to Google Apps and enable the User API. To enable the Provisioning API access for your domain: 1. Log in to your control panel. 2. Click Domain settings > User settings. 3. For Provisioning API: Check the box next to Enable provisioning API. If it’s already checked, leave it checked. 4. Click Save changes. For more information, see the Google Apps Help Center.Step Five: Prepare Your Servers for Synchronization Be sure that your servers and network are prepared for GADS. Notifications Mail Server GADS is designed to be used for scheduled synchronization without supervision, once synchronization rules are set up. Because of this, you will need a mail server that can relay reports from GADS. Collect the following information: • The addresses that should receive notifications. • The address the notifications should come from. • The SMTP relay host IP address or domain name. • The username and password for connecting to the SMTP relay host (if needed). Note that you cannot use Google Apps as your notifications mail server. Sample Scenario MobiStep’s Google Apps administrator decides to use OAuth, and collects a Google Apps administrator username and password to configure this.42 Release 3.0.6
  • 43. The administrator also contacts MobiStep’s mail administrator to set up notifications. The existing MobiStep mail server has a rule to block all relay attempts, so the mail administrator sets up an exception so that the machine running Directory Sync can relay mail through that server to send out notifications. The server doesn’t use SMTP authentication, so no username or password are required. The MobiStep administrator decides that the notifications should come from the address dirsync.notifications@mobistep.com so that notifications can be filtered separately into a label.Further Steps Further steps are discussed in later chapters: 5. Install Directory Sync. This step is covered in “Installation” on page 49. 6. Configure Directory Sync. This step is covered in “Configuration” on page 53. 7. Simulate Synchronization. This step is covered in “Sync” on page 135. 8. Revise Configuration. This step is covered in “Configuration” on page 53. 9. Preview Synchronization. This step is covered in “Command Line Synchronization” on page 139. 10. Manual Synchronization. This step is covered in “Command Line Synchronization” on page 139. 11. Scheduled Synchronization. This step is covered in “Scheduling Synchronization” on page 141. 12. Monitoring. This step is covered in “Monitoring” on page 143. Getting Started 43
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  • 45. Chapter 4 LDAP Queries Chapter 4About LDAP Queries GADS uses the LDAP query language to collect data from your directory server. Before you can synchronize data from your directory server, you will need to prepare LDAP queries. The LDAP query language is a flexible standard that supports complex and powerful logical queries, and is discussed in this section. Google Apps Directory Sync strictly adheres to RFC 2254, which defines international standards on LDAP filters. To build your LDAP queries, you will need to know your LDAP structure. The best way to collect directory server information is an LDAP browser. For more information, see “Step One: Install LDAP Browser” on page 24. Most of the search rules in GADS use LDAP queries for information. The only exception to this are Exception Rules, which use substring or regular expressions based on the text of email addresses, not LDAP fields. Note: This document lists many common queries, but every directory server is different, and many store information in different fields or formats. To develop these queries, consult standard LDAP documentation and review your LDAP structure with an LDAP browser. Google support cannot write LDAP queries for your environment or debug your LDAP queries.Syntax The following syntax is used in LDAP filters: Name of Operator Character Use Equals = Creates a filter which requires a field to have a given value. LDAP Queries 45
  • 46. Name of Operator Character Use Any * Wildcard to represent that a field can equal anything except NULL. Parentheses () Separates filters to allow other logical operators to function. And & Joins filters together. All conditions in the series must be true. Or | Joins filters together. At least one condition in the series must be true. Not ! Excludes all objects that match the filter. For examples of how these operators are used, see the common LDAP queries below.Common LDAP Queries The examples below show the most common LDAP queries. These queries are the most common queries used, and are designed to work with most directory server environments. All objects (this may cause load problems): objectclass=* All user objects that are designated as a “person” (&(objectclass=user)(objectcategory=person)) Mailing Lists only (objectcategory=group) Public Folders only (objectcategory=publicfolder) All user objects except for ones with primary email addresses that begin with “test” (&(&(objectclass=user)(objectcategory=person))(!(mail=test*))) All user objects except for ones with primary email addresses that end with “test” (&(&(objectclass=user)(objectcategory=person))(!(mail=*test)))46 Release 3.0.6
  • 47. All user objects except for ones with primary email addresses that contain theword “test” (&(&(objectclass=user)(objectcategory=person))(!(mail=*test*)))All user objects (users and aliases) that are designated as a “person” and allgroup objects (distribution lists) (|(&(objectclass=user)(objectcategory=person))(objectcategory=grou p))All user objects that are designated as a “person”, all group objects and allcontacts, except those with any value defined for extensionAttribute9: (&(|(|(&(objectclass=user)(objectcategory=person))(objectcategory= group))(objectclass=contact))(!(extensionAttribute9=*)))All users who are members of the group identified by the DN of“CN=GRoup,OU=Users,DC=Domain,DC=com”: (&objectcategory=user)(memberof=CN=GRoup,OU=Users,DC=Domain,DC=com ))Active Directory LDAP: All users (objectClass=person)Active Directory LDAP: All email users (alternate) (&(objectclass=user)(objectcategory=person))OpenLDAP: All users (objectClass=inetOrgPerson)Lotus Domino LDAP: All users (objectClass=dominoPerson)Lotus Domino LDAP: All objects with a mail address defined that are designatedas a “person “or “group”: (&(|(objectclass=dominoPerson)(objectclass=dominoGroup)(objectclas s=dominoServerMailInDatabase))(mail=*)) LDAP Queries 47
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  • 49. Chapter 5 Installation Chapter 5About Installation Google Apps Directory Sync (GADS) is designed to run on Windows, Linux or Solaris servers. The installer is an executable program that installs all needed components on the server, including managing libraries, classpath variables, and other components. The installer also uninstalls any existing version of GADS in the same directory. The sections below contain system requirements, and instructions on how to install, upgrade or uninstall GADS on your server.Install Google Apps Directory Sync To install GADS: 1. Go to the GADS download page at: http://google.com/apps/directorysync 2. Choose the operating system of the server where you plan to run GADS and click Download. Installation 49
  • 50. 3. Download and run the installer. 4. Complete all the steps of the installer. The installer contains all needed components and can be run offline without any outside connection. Note: To run synchronization, you must also enable APIs on your Google Apps domain. See “Enable APIs” on page 42.50 Release 3.0.6
  • 51. Upgrade Google Apps Directory Sync GADS automatically checks to see if there are any updates available. If updates are available, you will be prompted to upgrade when you start Configuration Manager. Configuration files are backward-compatible. Future versions of GADS can run configuration files created in earlier versions. The installer wizard automatically detects and uninstalls previous versions of the software in the same directory.Uninstall Google Apps Directory Sync GADS also includes an uninstaller. To remove GADS: 1. Open a command line interface and go to the directory that contains GADS. 2. Run the following command: uninstall 3. In the uninstaller, click Next to uninstall GADS. 4. Once uninstallation has completed close the uninstaller. All GADS utility files and all libraries not used by other programs will be removed. Log files and XML configuration files will not be deleted. Installation 51
  • 52. 52 Release 3.0.6
  • 53. Chapter 6 Configuration Chapter 6About Configuration Configuration Manager is a step-by-step graphical user interface that walks you through creating and testing an XML configuration file for Google Apps Directory Sync (GADS). To start the application, run the GADS Configuration Manager from the Start menu, or run config-manager from the command line in the directory where you installed Directory Sync. Note: Before you use Configuration Manager, collect information about your LDAP directory server and your Google Apps setup. For more information, see “Getting Started” on page 23.‘ In Configuration Manager, you can: • Set up and test a connection to Google Apps. • Configure which users, groups, and shared contacts in Google Apps to synchronize. • Set up and test a connection to your LDAP server. • Configure LDAP search criteria for synchronization. • Set up notifications and logging. • Run a simulated synchronization to verify your settings. Once you have set up your configuration in Configuration Manager, you can run your actual synchronization from the command line. See “Synchronization” on page 139. Configuration Manager does not change the data in your LDAP directory server or Google Apps. It is strictly used to configure and simulate synchronization. Configuration Manager walks you through each step of configuring GADS. Once you have finished each page, click Next to go to the next step. You can also go back to previous steps with the Previous button, or jump directly to any step using the left side navigation menu. Configuration 53
  • 54. GADS includes several ways to customize search rules and filters. When collecting information from your LDAP server, you can define LDAP queries to extract information. Directory Sync supports RFC 2254, the international standard on LDAP Filters. For the details, see RFC 2254: http://www.ietf.org/rfc/rfc2254.txt GADS also includes some non-LDAP filters. In these, you can use regular expressions to filter for patterns of text. Regular expressions use standard Java regular expression syntax, which is similar to most standard regular expression syntax standards. In Configuration Manager, required fields are marked by blue highlight.Configuration Files In Configuration Manager, you can save or load configuration files to manage multiple configuration files and store settings for later. All configuration files are XML files. To save configuration settings under a new name, select File > Save As from the top menu and specify the directory and filename you wish to use. If you overwrite an existing file, Configuration Manager will save the existing file as a copy with the timestamp in the file name. To save configuration settings under the existing name, select File > Save from the top menu. If you are editing a new configuration file you haven’t saved yet, this option will be greyed out. If you overwrite an existing file, Configuration Manager will save the previous file as a copy with the timestamp of when the file was overwritten. To open a configuration file, select File > Open from the top menu and choose the configuration file. The user interface will then show the settings for that configuration file. To open a recent configuration file, select File > Open Recent and choose the configuration file. To start a new configuration file, select File > New from the top menu. Configuration Manager will load a new file with no configuration rules specified. Multiple Configuration Files If you want to use multiple configuration files, you may need extra planning and preparation. You may wish to use multiple configuration files because of a large deployment that needs to be split into smaller synchronizations, or to reduce performance load, or to vary the rate of synchronization,54 Release 3.0.6
  • 55. An LDAP query that returns too many results may time out before returning results. If this happens, do not create multiple configuration files to reduce load, because this will actually slow down performance of Google Apps Directory sync. Instead, consider using a single configuration file with multiple LDAP queries. For instance, instead of looking for all users in an organization with a single query, create two rules, one to search for users with an address that starts with any letter A through M, and another that starts with any letter N through Z (plus any numbers or other supported characters). Splitting up your LDAP query into multiple queries with fewer results is called sharding. Sharding is a common solution to LDAP timeout issues for large deployments. You can also run the same configuration file, and synchronize only groups, or synchronize only users. For more information on how to do this, see “Command Line Synchronization” on page 139.General Settings On the General Settings page, specify which categories of object to synchronize. Notice about Google Apps Directory Sync Before you enable GADS for your organization, please keep a few things in mind: If Google Profiles is enabled for your organization, the data synced from your institution’s directory will be auto-populated into the Google Profile, which your end user may then choose to publish publicly on the web. Your use of Google Apps Directory Sync may in some cases override the user’s edits to their own profile fields -- please communicate this to your end users if you have enabled Google Profiles for your organization or if you do so in the future. Customer acknowledges and agrees that Customer is solely responsible for complying with all laws and regulations that might be applicable to Customer’s provision of Google Profiles to Customer’s end users, such as the U.S. Family Educational Rights and Privacy Act of 1974 (FERPA), Children’s Internet Protection Act (CIPA), and the Children’s Online Privacy Protection Act of 1998 (COPPA). Configuration 55
  • 56. General Settings The General Settings page also includes a reminder to enable the Provisioning API. For more information about the Provisioning API, see “Enable APIs” on page 42. = On the General Settings page, specify the following: General Setting Description Organizational Units Whether GADS should synchronize organizational units. Unchecked by default. Users Accounts Whether GADS should synchronize users. Checked by default. For more information, see “User Accounts” on page 81. Uncheck if you do not want to synchronize users. Groups Whether GADS should synchronize groups. Checked by default. For more information, see “Groups” on page 96. Uncheck if you do not want to synchronize groups.56 Release 3.0.6
  • 57. General Setting Description User Profiles Whether GADS should synchronize user profiles. Unchecked by default. For more information, see “User Profiles” on page 104. Check if you want to synchronize user profiles. Shared Contacts Whether GADS should synchronize shared contacts. Unchecked by default. For more information, see “Shared Contacts” on page 112. Check if you want to synchronize shared contacts. Calendar Resources Whether GADS should synchronize calendar resources. Unchecked by default. For more information, see “LDAP Calendar Resources” on page 121. Check if you want to synchronize calendar resources.Google Apps Configuration Before you begin setup in Google Apps Configuration, collect information about your Google Apps domain and your LDAP directory server. For details on what information you’ll need, see “Getting Started” on page 23. Configuration 57
  • 58. Google Apps Connection Settings Enter your Google Apps login and connection information in this section. Specify the following: Google Apps Setting Description Primary Domain Enter the primary domain you wish to synchronize. You Name must use the primary domain in Google Apps, not a domain alias. If you enter a domain that is different from the domain on your LDAP server, Google Apps Directory Sync will rename all users and use the Domain name listed here instead. Example: example.com58 Release 3.0.6
  • 59. Google Apps Setting DescriptionReplace domain If checked, all LDAP email addresses are changed tonames in LDAP match the domain listed in Domain Name. Foremail addresses (of instance, if your Domain Name is example.com, andusers and groups) your LDAP query returns an email addresswith this domain user23@domain.com, then Directory Sync synchronizesname. user23@example.com. If unchecked, all LDAP email addresses keep their original domain name. Important: Note that if the domain is replaced, this may affect exclusion rules that search for exact match of a user name. If this setting is enabled, the domain name is stripped for exclusion rules. Note: Domain names for shared contacts are not replaced.Authorization The method you wish to use for connecting to Google Apps securely. Options: • Authorize using OAuth: Connect to Google Apps during synchronization using an OAuth token that you generate in Google Apps. This is the recommended setting. • Use your Administrator Credentials: Connect to Google Apps during synchronization using an Administration Email address and password.Authorize Now If you chose Authorize using OAuth, click Authorize Now to create and enter your validation token string.Admin Email If you chose Use your Administrator Credentials, anAddress administrator email address in the domain you are authorizing. The domain must match the Domain name. Example: admin@example.comAdmin Password If you chose Use your Administrator Credentials, the password for the Google Apps administrator. Example: swordfish Passwords are stored in an encrypted format.Alias Domains This field is not used. Configuration 59
  • 60. Authorizing using OAuth If you are using OAuth for authorization, click Authorize Now to set up your Authorization settings and create a verification code. 1. Click Sign In to open a browser window and sign in to Google Apps. 2. In the browser page, sign in to Google Apps using administrator credentials. 3. After you enter your credentials, Google Apps automatically displays a token. Copy that token. 4. Return to the Google Apps Directory Sync Configuration tool and click Next. 5. Enter the verification code you created in Google Apps in the Verification Code field. 6. Click Validate to confirm that the code is valid.60 Release 3.0.6
  • 61. Test Connection After you have configured Google Apps Settings, click Test Connection. Configuration Manager connects to Google Apps and attempts to log in to verify the authorization and settings you entered.Google Apps Proxy Settings Provide any necessary network proxy settings in this section. Provide the following: Google Apps Setting Description SSL Proxy Host If your server is running behind a firewall that requires Name an SSL Proxy to connect to an outside server, enter the proxy host name here. (if needed) If you can connect directly to the internet from this machine, leave this field blank. Example: firewall02-http.mixateriacorp.com Configuration 61
  • 62. Google Apps Setting Description SSL Proxy Host Port If your server is running behind a firewall that requires an SSL Proxy to connect to an outside server, enter (if needed) the proxy host port here. Otherwise, leave this field blank. Common ports for SSL proxy are 80, 8080, 3128 and 1080. Example: 80 SSL Proxy User If your server is running behind a firewall that requires Name an SSL Proxy to connect to an outside server, and that proxy requires authentication, enter the proxy (if required) authentication user name here. Otherwise, leave this field blank. Example: proxyuser01 SSL Proxy If your server is running behind a firewall that requires Password an SSL Proxy to connect to an outside server, and that proxy requires authentication, enter the proxy (if required) authentication password here. Otherwise, leave this field blank. Example: swordfish HTTP Proxy Host If you use a different proxy server for HTML Name connections than SSL connections, enter the HTTP proxy host here. (if needed) Directory Sync always connects to Google Apps on SSL. The only time Directory Sync sends traffic by unencrypted HTTP is to validate a certificate with the issuing authority. If you do not use a proxy server, or you use the same proxy server for HTML and SSL connections, leave this field blank. If blank, this field defaults to the value of the SSL Proxy Host Name field. Example: firewall02-http.mixateriacorp.com62 Release 3.0.6
  • 63. Google Apps Setting Description HTTP Proxy Host If you use a different proxy server for HTML Port connections than SSL connections, enter the HTTP proxy host port number here. (if needed) If you do not use a proxy server, or you use the same proxy server for HTML and SSL connections, leave this field blank. If blank, this field defaults to the value of the SSL Proxy Host Port field. Example: 80 HTTP Proxy User If you use a different proxy server for HTML Name connections than SSL connections, and your HTML proxy requires authentication, enter the proxy (if required) authentication user name here. Otherwise, leave this field blank. Example: proxyuser01 HTTP Proxy If you use a different proxy server for HTML Password connections than SSL connections, and your HTML proxy requires authentication, enter the proxy (if required) authentication password here. Otherwise, leave this field blank. Example: swordfishGoogle Apps Exclusion Rules Exclusion rules let you omit specific users, groups, org units, calendar resources, and other Google Apps data from the synchronization process. Use exclusion rules to preserve information in Google Apps that isn’t in your LDAP system. You should create exclusion rules for the following, along with any other Google Apps data you want to preserve: • Google Apps administrators and other users that are not in your LDAP system • Any mailing list addresses you’ve manually added to Google Apps groups that are not in your LDAP server Configuration 63
  • 64. Exclusion rules are based on string values and regular expressions, not LDAP settings. You can exclude user profiles or shared contacts by their primary sync key. This page shows the list of exclusion filters. In a new configuration, this contains no exclusion rules. To add new exclusion filters, click Add Exclusion Rule. In the list of Exclusion Filters, you can change existing filters as follows: • Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters. • Edit: Click the notepad icon to edit the settings of an exclusion filter. • Delete: Click the X icon to delete the exclusion filter. Example Google Apps Exclusion Rules Listed below are samples of common exclusion rules. Note that the exact text of these rules will vary based on your needs. Users under a particular organization You can set up a rule to exclude an entire Google Apps organization path.64 Release 3.0.6
  • 65. For instance, if you add all your IT administrators to the organization path“administrators/IT” and your security administrators in the organization path“administrators/security” you could use the following rule to exclude both groupsof users, as well as any others under the administrators organization:• Type: Organization Complete Path• Match Type: Substring• Exclusion Rule: administratorsUsers not in your LDAP ServerDirectory Sync will delete users from your list of Google Apps users and from allGoogle Apps groups if they are not listed in your LDAP directory server.Therefore, for single users not listed in your LDAP, add the following two rules.First rule:• Type: User Name• Match Type: Exact Match• Exclusion Rule: username@example.comSecond rule:• Type: Member Name• Match Type: Exact Match• Exclusion Rule: username@example.comPattern of usersIf your Google Apps users list includes users that aren’t in your LDAP directoryserver, and they all match a specific text pattern, you can use a substring orregular expression instead of creating a rule for each user. In this example, allthese users have the name “appstrial” in their primary address, such asappstrial-lydia@example.com and appstrial-manesh@example.com.First rule:• Type: User Name• Match Type: Substring• Exclusion Rule: appstrialSecond rule:• Type: Member Name• Match Type: Substring• Exclusion Rule: appstrial Configuration 65
  • 66. Custom Google Apps Groups If you have groups listed in Google Apps that don’t match a mailing list in your LDAP directory server, Directory Sync will delete them, Therefore, add the following rule. • Type: Group Name • Match Type: Exact Match • Exclusion Rule: FloridaSalesTeam@example.com External Mailing List Members Groups in Google Apps can also include mailing address that are outside your domain. Google Apps Directory Sync will remove these unless you add a Member Name exclusion filter. In this example, the Google Apps group also include addresses in two other domains, gmail.com and electric-automotive.com. First Rule: • Type: Member Name • Match Type: Substring • Exclusion Rule: @gmail.com Second Rule: • Type: Member Name • Match Type: Substring • Exclusion Rule: @electric-automotive.com Add Exclusion Rule Click Add Exclusion Rule to create an exclusion rule.66 Release 3.0.6
  • 67. In the Add Exclusion Rule panel, specify the following to add an exclusion rule.Keep in mind that this is information on your Google Apps account, not your LDAPdirectory server. Exclusion Rule Setting Description Type Sets the type of exclusion filter to create: User Name, Group Name, or Member Name. • Organization Complete Path: Do not delete any user who is a member of an organization that matches the complete path rule. Organization paths are treated as strings with the format organization/sub-organization/sub-sub- organization. The interface displays this choice as ORGUNIT_PATH. • User Email Address: Do not delete any user whose primary address matches the rule. The interface displays this choice as USER_NAME. • Alias Email Address: Do not delete any user with an alias address that matches the rule. The interface displays this choice as USER_ALIAS. • Group Email Address: Do not remove any group which has a name that matches the rule. The interface displays this choice as GROUP_NAME. • Group Member Address: Do not remove any user whose primary address matches this rule from any groups. The interface displays this choice as MEMBER_NAME. • User Profile Primary Sync Key: Do not delete any user profile if the user’s address matches the rule. The interface displays this choice as USER_PROFILE_PRIMARY_KEY. • Shared Contact Primary Search Key: Do not remove a shared contact if the contact’s primary key (specified in the Sync Key field) matches the rule. The interface displays this choice as SHARED_CONTACT_PRIMARY_KEY. • Calendar Resource Id: Do not remove a calendar resource if its resource ID matches the rule. • Calendar Resource Display Name: Do not remove a calendar resource if its display name matches the rule. • Calendar Resource Type: Do not remove a calendar resource if its type matches the rule. Configuration 67
  • 68. Exclusion Rule Setting Description Match Type The type of rule to match for the filter. • Exact Match: The address or organization name must match the rule exactly. Examples: User Name: user1@example.com excludes that single Google Apps user from user list synchronization, but not group synchronization. Group Name: FloridaSalesGroup@example.com excludes that Google Apps group from groups synchronization. Member Name: user1@example.com excludes that single Google Apps user from groups synchronization. • Substring Match: The address or organization name must contain the text of the rule as a substring. Examples: User Name: sales excludes sales_questions@example.com and amanda@sales.example.com. Group Name: Sales excludes FloridaSalesGroup@example.com and NorthAmericaSalespeople@example.com. Member Name: sales excludes sales_questions@example.com and amanda@sales.example.com from groups synchronization. • Regular Expression: The address or organization must match the regular expression in the rule. Examples: User Name the regular expression team[3- 9]@example.com excludes team3@example.com through team9@example.com. Group Name: the regular expression Local Team - [A-Z][A-Z] excludes the “Local Team - NJ” and “Local Team - AZ” groups. Member Name: the regular expression team[3- 9]@example.com excludes team3@example.com through team9@example.com from groups synchronization.68 Release 3.0.6
  • 69. Exclusion Rule Setting Description Exclusion Rule The text of the match or regular expression to compare. See above for examples for these rules. Users that meet the requirements for an exclusion filter will not be deleted. If they are listed on the LDAP server, Directory Sync will attempt to add the user and fail.LDAP Configuration The LDAP Configuration section configures how Directory Sync connects to your LDAP directory server and generates your LDAP user list for comparison. You may need to collect information from your LDAP directory server before you can enter details in this section. Configuration 69
  • 70. LDAP Connection Settings Specify your LDAP connection and authentication in this page. LDAP Connection Setting Description Server Type The type of LDAP server you are syncing. Make sure to select the correct type for your LDAP server; GADS interacts with each type of server slightly differently. Example: MS Active Directory Connection Type Choose whether to use an encrypted connection. If your LDAP server supports an SSL connection and you wish to use it, choose LDAP + SSL. Otherwise, choose Standard LDAP. Example: Standard Host Name Enter the domain name or IP address of your LDAP directory server. Example: ad.example.com, or 10.22.1.1. Port Specify the host port. The default is 389. Example: 38970 Release 3.0.6
  • 71. LDAP Connection Setting Description Authentication Type The authentication method for your LDAP server If your LDAP server allows anonymous connections and you want to connect anonymously, select Anonymous. Otherwise, select Simple. Example: Simple Authorized User Enter the user who will connect to the server. This user should have read and execute permissions for the whole subtree. If your LDAP directory server requires a domain for login, include the domain for the user as well. Example: admin1 Password Enter the password for the authorized user. Example: swordfishX23 Passwords are stored in an encrypted format. Base DN Enter the Base DN for the subtree to synchronize. Do not include spaces between commas. If you don’t know the Base DN, consult your LDAP administrator or check an LDAP browser. Example: ou=test,ou=sales,ou=melbourne,dc=ad,dc=example, dc=com Test Connection Once you have configured LDAP Authentication settings, click Test Connection. Configuration Manager will connect to your LDAP server and attempt to log in, to verify the settings you entered.LDAP Org Units The LDAP Org Units section configures how Directory Sync synchronizes your LDAP org hierarchy with your Google Apps org units. You may need to collect information from your LDAP directory server before you can enter details in this section. Synchronizing org units is optional. If you set “Do not create or delete Google Organizations, but move users between existing Organizations” in General Settings, org units will not be synchronized from LDAP. You can still specify which users go in org units in the LDAP User Sync rules. For more information, see “User Search Rules” on page 88. Configuration 71
  • 72. Org Unit Mappings This shows a list of rules used when generating the LDAP org units. Specify how OUs on your LDAP server correspond to Org Units in Google Apps. Add mappings for top-level Org Units, and Directory Sync will automatically map sub-organizations on your LDAP directory server to Google Apps Org Units with the same name. Add specific rules to override sub-organization mappings. . If the Do not create or delete Google Organizations... checkbox isn’t checked, GADS will add and delete organizations in Google Apps to match your LDAP organization structure according to the mappings you specify. If the checkbox is checked, Google Apps organizations aren’t synced with your LDAP server, but users can still be added to existing Google Apps organizations as specified in your user search rules. In a new configuration, this page is an empty list. To add a mapping, click Add Mapping. On the list of mappings, you can change existing mappings: • Reorganize: Click the up arrow or down arrow icon to change the order of mappings. • Edit: Click the notepad icon to edit the settings of a mapping. • Delete: Click the X icon to delete a mapping. Mappings are processed in the order listed. If you would like one mapping to take priority over another, move that mapping up using the up arrow icon on this page. If two rules contradict each other, the first rule takes precedence.72 Release 3.0.6
  • 73. Examples of MappingListed below are samples of common mappings. Note that the exact text of theserules will vary based on your needs.Sample Mapping: Multiple LocationsIn this example, an LDAP directory server has an organizational hierarchy splitbetween two office locations: Melbourne and Detroit. The Google Apps org unithierarchy will match the same hierarchy.First Rule:• (LDAP) DN: ou=melbourne,dc=ad,dc=example,dc=com• (Google Apps) Name: MelbourneSecond Rule:• (LDAP) DN: ou=detroit,dc=ad,dc=example,dc=com• (Google Apps) Name: DetroitSample Mapping with Exceptions: DepartmentsIn this example, an LDAP directory server has an organizational hierarchy splitbased on different departments: Sales, HR, Support, Marketing, IT andExecutives. Most of the Google Apps org unit hierarchy will match the samehierarchy, under the Users group, but the IT team will synchronize to the root orgunit, and Executives will synchronize to a separate org unitFirst Rule (general case for most OUs):• (LDAP) DN: ou=users,dc=ad,dc=example,dc=com• (Google Apps) Name: UsersSecond Rule (exception for IT):• (LDAP) DN: ou=it,ou=users,dc=ad,dc=example,dc=com• (Google Apps) Name: /Third Rule (exception for Executives):• (LDAP) DN: ou=executives,ou=users,dc=ad,dc=example,dc=com• (Google Apps) Name: Executives Configuration 73
  • 74. Add Mapping To add a new search rule, click Add Mapping. Specify the following: Mapping Setting Description (LDAP) DN The Distinguished Name (DN) on your LDAP directory server to map. Example: ou=melbourne,dc=ad,dc=example,dc=com (Google Apps) The name of the org unit in Google Apps to map. Name To add users to the default Organization in Google Apps, enter a single forward slash /. Example: Melbourne74 Release 3.0.6
  • 75. Org Unit Search Rules This shows a list of rules used when generating the LDAP org units. By default, all org units that match these search rules will be added to the Google Apps org unit hierarchy, and all org units that do not match these search rules will be removed. You can change this behavior with exclusion filters. This page shows the list of search rules. In a new configuration, this will be an empty list. To add a search rule, click Add Search Rule. On the list of Search Rules, you can change existing rules: • Reorganize: Click the up arrow or down arrow icon to change the order of search rules. • Edit: Click the notepad icon to edit the settings of a search rule. • Delete: Click the X icon to delete a search rule. Search rules are processed in the order listed. If you would like one search rule to take priority over another, move that search rule up using the up arrow icon on this page. If two rules contradict each other, the first rule takes precedence. Configuration 75
  • 76. Add Org Unit Search Rule To add a new search rule, click Add Search Rule. Specify the following: LDAP Org Unit Search Rule Setting Description Org Unit Description An LDAP attribute that contains the description of each Attribute org unit. This field is optional. If left blank, your Org Units will not contain a description when created. Example: description Scope This determines where in the LDAP directory this rule applies. Choose which option to use: • Subtree: All objects matched by the search, and anything under those objects, recursively. Subtree gives the broadest search, but for very large organizations this can be load-intensive and cause system problems. • One-level: All objects matched by the search, and anything one level underneath them. Does not look further than one level. One-level provides a limited search that will avoid causing extreme load for very large organizations. • Object: Only objects directly matched by the search. No recursion of any kind.Object is rarely used except with very complex LDAP searches. It allows a search only on the specified object. Example: Subtree76 Release 3.0.6
  • 77. LDAP Org Unit Search Rule Setting Description Rule The search rule for org unit sync to match. This rule is a standard LDAP query, and allows sophisticated logic and complex rules for searching. For more information about LDAP search filters, see “About LDAP Queries” on page 45. Base DN The Base DN (Distinguished Name) to use for this search rule. This will override the default Base DN you specified in LDAP Connection. This field is optional. In most cases, you can leave this field blank and use the Base DN specified in the LDAP Connection page. If you want this rule to use a different Base DN than the default, specify an alternate base DN. Example: ou=powerusers,ou=test,ou=sales,ou=melbourne,dc= ad,dc=example,dc=comOrg Unit Exclusion Rules If you have any org units on your LDAP directory server that match your search rules but should not be added to Google Apps, add an LDAP org unit exclusion rule. Configuration 77
  • 78. Some examples of reasons for LDAP org unit exclusion rules: • Internal org units that do not have outside email addresses • OUs for printers, conference rooms, and other non-user resources • Test OUs on your LDAP directory server • OUs that are not participating in a pilot program Note: To exclude individual org units, add a separate rule for each org unit. This page shows the list of exclusion filters. In a new configuration, this will be an empty list. To add exclusion filters, click Add Exclusion Rule. In the list of Exclusion Filters, you can change existing filters as follows: • Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters. • Edit: Click the notepad icon to edit the settings of an exclusion filter. • Delete: Click the X icon to delete the exclusion filter. Example LDAP Org Unit Exclusion Rules Listed below are samples of common exclusion rules. Note that the exact text of these rules will vary based on your needs.78 Release 3.0.6
  • 79. Sample Substring Match: Defunct OUsSeveral organizational units are no longer in use because two nearby officescombined together. The defunct OUs all have “stpaul” in the DN.• Match Type: Substring Match• Rule: stpaulSample Exact Match: Secure OUsThree specific organizational units are top security and should not besynchronized.Add a separate rule for each special LDAP mailing list.First rule:• Match Type: Exact Match• Rule: ou=earlystatements,u=finance,ou=users,dc=ad,dc=example,dc=comSecond rule:• Match Type: Exact Match• Rule: ou=confidential,ou=legal,ou=users,dc=ad,dc=example,dc=comSample Regular Expression Match: Internal Testing OUsAbout thirty extra OUs are listed in the LDAP directory server, but they are onlyused for internal load testing. All the test users follow the same name pattern:ou=internaltextX,dc=ad,dc=example,dc=com, where X is a number.• Match Type: Regular Expression Configuration 79
  • 80. Rule: ou=internal-test[0-9]*,dc=ad,dc=example,dc=com Add Rule Click Add Exclusion Rule to exclude an org unit in your LDAP server from synchronization. Specify the following: Exclusion Rule Setting Description Exclude Type This Exclude Type is always Org Unit DN. • Org Unit DN: Base the exclusion rule on the Distinguished Name (DN) of the org unit to exclude. Match Type The type of rule to use for the filter. • Exact Match: The org unit DN must match the rule exactly, with the domain name added on. Note: In many cases, Substring Match yields better results than Exact Match. • Substring Match: The organization unit DN must contain the text of the rule as a substring. • Regular Expression: The org unit DN must match the regular expression specified.80 Release 3.0.6
  • 81. Exclusion Rule Setting Description Rule The match string or regular expression for the exclusion rule. Behavior of this field depends on the Match Type you choose. Addresses that contain this string (or match this regular expression) will not be added to Google Apps, and will be deleted if found. Examples: • Exact Match: ou=test,ou=sales,ou=melbourne,dc=ad,dc=exam ple,dc=com • Substring Match: ou=test • Regular Expression: ou=printer.*User Accounts The User Accounts section configures how Google Apps Directory Sync generates your LDAP user list for comparison. You may need to collect information from your LDAP directory server before you can enter details in this section. WARNING: After you delete a user, you can’t add the same user for 5 days. Important: You must add at least one LDAP User Sync rule to run Google Apps Directory Sync. This determines which users are synchronized and added in Google Apps. Even if you only use Google Apps Directory Sync to sync groups and not users (See “Synchronization options” on page 140), the users must be read in, in order to resolve Reference Attributes for group members or group owners. Configuration 81
  • 82. User Attributes Specify what attributes Google Apps Directory Sync will use when generating the LDAP user list. LDAP User Attribute Setting Description Email Address The LDAP attribute that contains a user’s primary Attribute email address. Example: The default is mail. Alias Address One or more attributes used to hold alias addresses. Attribute These addresses will be added into Google Apps as nicknames of the primary address listed in the Email (if needed) Address Attribute field. Example: proxyAddresses82 Release 3.0.6
  • 83. LDAP User Attribute Setting Description Google Apps Users Options for deleting and suspending users. Deletion / Suspension Policy Available options: • Delete only active Google Apps users not found in LDAP (suspended users are retained). Active users in Google Apps will be deleted if they are not in your LDAP, but suspended users are left alone. This is the default setting. • Delete active and suspended users not found in LDAP. All users in Google Apps will be deleted if they are not in your LDAP, including suspended users. Suspend Google Apps users not found in LDAP, instead of deleting them. Active users in Google Apps will be suspended if they are not in your LDAP. Suspended users are left alone. Don’t suspend or If checked, prevents GADS from suspending or delete Google Apps deleting administrator accounts found in Google Apps admins not found in that don’t exist in your LDAP server. LDAPAdditional User Attributes LDAP Extended Attributes are optional LDAP attributes that you can use to import additional information about your Google Apps users, including passwords. Configuration 83
  • 84. All attributes are optional. If you do not specify an attribute, Directory Sync will not import this information. LDAP Extended Attribute Setting Description Given Name Attribute An LDAP attribute that contains each user’s given name. (In the English language, this is usually the first name.) This is synchronized with the user’s name in Google Apps. You can also use multiple attributes for the given name. If you user multiple attributes, place each attribute field name in square brackets. Examples: givenName,[cn]-[ou] Family Name Attribute An LDAP attribute that contains each user’s family name. (In the English language, this is usually the last name.) This is synchronized with the user’s name in Google Apps. Examples: surname,[cn]-[ou] Mailbox Quota Size Attribute This field is not implemented.84 Release 3.0.6
  • 85. LDAP Extended AttributeSetting DescriptionSynchronize Passwords Indicates which passwords Directory Sync will synchronize. Options are: • Only for new users: When Directory Sync creates a new user, it synchronizes that user’s password. Existing passwords are not synced. Use this option if you want your users to manage their passwords in Google Apps. Note: If you are using a temporary or one- time password for new users, use this option. • Only changed passwords: Directory Sync only synchronizes passwords that have changed since your previous sync. This option is recommended if you want to manage user passwords on your LDAP server. Note: If you use this option, you must also provide a value for the Password Changed Time Attribute. • For new and existing users: Directory Sync always synchronizes all user passwords. Existing passwords on Google Apps are overwritten. This option is appropriate for managing user passwords on your LDAP server, but it is less efficient than the Only changed passwords option. Example: Only for new usersPassword Attribute An LDAP attribute that contains each user’s password. If you set this attribute, your users’ Google Apps passwords will be synchronized to match their LDAP passwords. The password field supports string or binary attributes. Example: CustomPassword1 Configuration 85
  • 86. LDAP Extended Attribute Setting Description Password Changed Time An LDAP attribute that contains a timestamp Attribute indicating the last time a user’s password was changed. Your LDAP server updates this attribute whenever a user changes their password. Use this field only if you select the Only changed passwords option for the Synchronize Passwords field. This field supports string attributes. Example: PasswordChangedTime86 Release 3.0.6
  • 87. LDAP Extended AttributeSetting DescriptionPassword Encryption Method The encryption algorithm that the password attribute uses. • SHA1: Passwords in your LDAP directory server use SHA1 encryption. • MD5: Passwords in your LDAP directory server use MD5 encryption. • Base64: Passwords in your LDAP directory server use Base64 encoding. • Plaintext: Passwords in your LDAP directory server are not encrypted. Directory Sync will read the password attribute as unencrypted text, then immediately encrypt the password using SHA1 encryption and synchronize with Google Apps. Note: Directory Sync never saves, logs, or transmits passwords unencrypted. If passwords in your LDAP directory are Base64-encoded or plaintext, Directory Sync immediately encrypts them with SHA1 encryption and synchronizes them with Google Apps. Simulate sync and full sync logs show the password as a SHA1 password. Use this field only if you also specify a Password Attribute. If you leave the Password Attribute field blank, when you save and reload the configuration resets to the default of SHA1. Note that some password encoding formats are not supported. Check your LDAP directory server with a directory browser to find or change your password encryption. By default, Active Directory and Lotus Domino directory servers do not store passwords in any of these formats. Consider setting a default password for new users and requiring users to change passwords on first login. Example: SHA1 Configuration 87
  • 88. LDAP Extended Attribute Setting Description Force new users to change If checked, new users must change passwords password the first time they log in to Google Apps. This allows you to set an initial password, either from an LDAP attribute or by specifying a default password for new users, that must be changed the first time the user logs on to their Google Apps account. Use this option if you are using temporary or one-time passwords. Default password for new Enter a text string that will serve as the default users password for all new users. If the user does not have a password in the password attribute, Directory Sync will use the default password. Important: If you enter a default password here, be sure to enable “Force new users to change password” so that users will not keep their default password. Example: swordfishX2!User Search Rules This shows a list of rules used when generating the LDAP user list.88 Release 3.0.6
  • 89. By default, all users that match these search rules will be added to the GoogleApps user list and all users that do not match these search rules will be removed.You can change this behavior with exclusion filters.This page shows the list of search rules. In a new configuration, this will be anempty list. To add a search rule, click Add Search Rule.Note: You cannot create an LDAP rule to exclude a specific OU in your LDAPdirectory. Instead, limit the LDAP administrator authority on your LDAP directoryserver, removing access to any OUs on your LDAP directory server that you donot want to synchronize.On the list of Search Rules, you can change existing rules:• Reorganize: Click the up arrow or down arrow icon to change the order of search rules.• Edit: Click the notepad icon to edit the settings of a search rule.• Delete: Click the X icon to delete a search rule.Search rules are processed in the order listed. If you would like one search rule totake priority over another, move that search rule up using the up arrow icon on thispage. If two rules contradict each other, the first rule takes precedence.Add Search RuleTo add a new search rule, click Add Search Rule.Depending on your General Settings, you may see different versions of the AddLDAP User Sync Rule menu. Configuration 89
  • 90. Specify the following: LDAP User Sync Setting Description Place users in the This option only shows if you have Synchronization of following Google Google Organizations set to “Sync LDAP Org Units” or Apps Org Unit “Do not create or delete Google Organizations, but move users between existing Organizations” in General Settings. Specify which Google Apps org unit should contain users that match this rule. If the org unit specified does not exist, Directory Sync will add the users to the root level org unit in Google Apps. Options include: • Org Unit based on Org Units Mappings and DN. This option only shows if you have Synchronization of Google Organizations set to “Sync LDAP Org Units” in General Settings. Add users to the org unit that maps to the user’s DN on your LDAP server. This is based on your Org Mappings. This will show in the LDAP User Sync list as [derived]. For more information, see “User Accounts” on page 81. • Org Unit Name. Add all users that match this rule to the same Google Apps Org Unit. Specify the org unit in the text field. Example: Users • Org Unit name defined by this LDAP Attribute. Add each user to the org unit with the name specified in an attribute on your LDAP directory server. Enter the attribute in the text field. Example: extensionAttribute11 Suspend these Suspend all users that match this LDAP user sync rule. users in Google Apps Directory Sync suspends users that already exist in Google Apps. User data is retained. Directory Sync will add new users that do not yet exist in Google Apps. The new users are added as suspended users, and are not active users. Suspended users will not show up in your Global Address List. Use for an LDAP query that returns deleted or suspended users on your LDAP directory server. If you are importing active users with this rule, leave this unchecked.90 Release 3.0.6
  • 91. LDAP User SyncSetting DescriptionScope This determines where in the LDAP directory this rule applies. Choose which option to use: • Subtree: All objects matched by the search, and anything under those objects, recursively. Subtree gives the broadest search, but for very large organizations this can be load-intensive and cause system problems. • One-level: All objects matched by the search, and anything one level underneath them. Does not look further than one level. One-level provides a limited search that will avoid causing extreme load for very large organizations. • Object: Only objects directly matched by the search. No recursion of any kind.Object is rarely used except with very complex LDAP searches. It allows a search only on the specified object. Example: SubtreeRule The search rule for user sync to match. This rule is a standard LDAP query, and allows sophisticated logic and complex rules for searching. For more information about LDAP search filters, see “About LDAP Queries” on page 45. Example 1: To match all objects (this may cause load problems): objectclass=* Example 2: To match all human users: • For OpenLDAP: (objectClass=inetOrgPerson) • For Active Directory: (objectClass=person) • for Lotus Domino: (objectClass=dominoPerson) Configuration 91
  • 92. LDAP User Sync Setting Description Base DN The Base DN (Distinguished Name) to use for this search rule. This will override the default Base DN you specified in LDAP Connection. This field is optional. In most cases, you can leave this field blank and use the Base DN specified in the LDAP Connection page. If you want this rule to use a different Base DN than the default, specify an alternate base DN. Example: ou=powerusers,ou=test,ou=sales,ou=melbourne,dc= ad,dc=example,dc=comUser Exclusion Rules If you have any users on your LDAP directory server that match your search rules but should not be added to Google Apps, add an LDAP user exclusion rule. Some examples of reasons for LDAP user exclusion rules: • Internal users who do not have outside email addresses • Printers, conference rooms, and other non-user resources • Test users on your LDAP directory server • Users who do not want a Google Apps mailbox92 Release 3.0.6
  • 93. Exclusion rules are based on string values and regular expressions, not LDAPsettings.Note: To exclude individual users, add a separate rule for each user.This page shows the list of exclusion filters. In a new configuration, this is anempty list. To add exclusion filters, click Add Exclusion Rule.In the list of Exclusion Filters, you can change existing filters as follows:• Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters.• Edit: Click the notepad icon to edit the settings of an exclusion filter.• Delete: Click the X icon to delete the exclusion filter.Example LDAP User Exclusion RulesListed below are samples of common exclusion rules. Note that the exact text ofthese rules will vary based on your needs.Sample Substring Match: PrintersIn this example, printers are listed as LDAP users and would match the LDAPquery given. However, the printers all have the word “printer” in the name. Therule looks for that substring.• Match Type: Substring Match• Exclude Type: Primary Address• Rule: printer Configuration 93
  • 94. Sample Exact Match: Opt-Out Users Two users have opted out of Google Apps and should not be synchronized. Add a separate rule for each special user. First rule: • Match Type: Substring Match or Exact Match • Exclude Type: Primary Address • Rule: atif Second rule: • Match Type: Substring Match or Exact Match • Exclude Type: Primary Address • Rule: svetlana Sample Regular Expression Match: Test Users About five hundred test users are listed in LDAP, but they are only used for internal load testing. All the test users follow the same name pattern: internal- testX, where X is a number, and all test users are in the same domain. • Match Type: Regular Expression • Rule: internal-test[0-9]*@example.com Add Exclusion Rule Click Add Exclusion Rule to exclude a user or organization in your LDAP server from synchronization.94 Release 3.0.6
  • 95. Specify the following: Exclusion Rule Setting Description Match Type The type of rule to use for the filter. • Exact Match: The address must match the rule exactly, with the domain name added on. Note: In many cases, Substring Match yields better results than Exact Match. Example: maria (if you are using the domain example.com) would exclude only the user maria@example.com. • Substring Match: The address or organization name must contain the text of the rule as a substring. Example: “test” would exclude testadmin@example.com and salestest1@example.com. • Regular Expression: The address or organization must match the regular expression specified. Example: internal.*@example.com would exclude internalhelpdesk@example.com and internal@example.com. Exclude Type What kind of LDAP data to exclude. • Primary Address: Directory Sync will exclude primary addresses that match this rule. The interface displays this choice as ADDRESS. • Alias Address: Directory Sync will exclude aliases that match this rule. The interface displays this choice as ALIAS. If you want to exclude both primary addresses and alias addresses, create two exclusion rules. Rule The match string or regular expression for the exclusion rule. Behavior of this field depends on the Match Type you choose. Addresses that contain this string (or match this regular expression) will not be added to Google Apps, and will be deleted if found. Examples: • Exact Match: maria • Substring Match: internal-list • Regular Expression: internal.*@example.com Configuration 95
  • 96. Groups Set up synchronization for Google Groups for Enterprise in the LDAP Groups page. Google Groups for Enterprise are similar to LDAP mailing lists, and allow users to send email to multiple recipients with a single email address. You can also use groups to share content, including Google Docs, Sites, Videos and Calendars. The LDAP Settings section configures how Google Apps Directory Sync generates a list of groups from your LDAP directory server. You may need to collect information from your LDAP directory server before you can enter details in this section. User-Defined Groups and Google Apps Directory Sync If you have enabled the Groups (user-managed) service in the Google Apps control panel, you can let users create their own groups. These groups are not centrally administered and are controlled by your users. Directory Sync will automatically detect groups that users create, and will not delete or overwrite them.Group Search Rules Groups in Google Apps are a special kind of email address that direct mail to many addresses at once. Google Apps Directory Sync can synchronize groups with your LDAP directory server mailing lists. This page shows the list of LDAP Group Sync rules. In a new configuration, this is an empty list. To add mail lists, click Add Search Rule.96 Release 3.0.6
  • 97. In the list of Mail List rules, you can change existing filters as follows:• Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters.• Edit: Click the notepad icon to edit the settings of an exclusion filter.• Delete: Click the X icon to delete the exclusion filter.Add Group Search Rule Filter (LDAP)Click Add Search Rule to synchronize one or more addresses as mailing lists.The first tab you see is the LDAP tab, which contains information on which LDAPobjects to synchronize, and which attributes to use for groups information.To view the groups you have in Google Apps, see the Google Apps control panel.Attribute Fields: Reference vs. LiteralFor two entries (Member and Owner) you have a choice of two attributes, aReference attribute or a Literal attribute. Enter only one of them.To determine which to use, use an LDAP browser to look at the contents of thefield you want to use:• If the field contains an email address such as listowner@example.com then use the Literal attribute.• If the field contains a distinguished name such as CN=listowner,OU=administrators,OU=example,OU=com then use the Reference attribute. Configuration 97
  • 98. Specify the following: LDAP Group Rule Setting Description Scope Where to apply the mail list rule. Choose which option to user: • Subtree: All objects matched by the search, and anything under those objects, recursively. Subtree gives the broadest search, but for very large organizations this can be load-intensive and cause system problems. • One-level: All objects matched by the search, and anything one level underneath them. Does not look further than one level. One-level provides a limited search that will avoid causing load for very large organizations. • Object: Only objects directly matched by the search. No recursion of any kind. Object is rarely used except with very complex LDAP searches. It allows a search only on the specified object. Example: Subtree Rule The LDAP query for Group Sync to match. This allows sophisticated logic and complex rules for searching. For more information about LDAP search filters, see “About LDAP Queries” on page 45. Example: (objectclass=dominoGroup) Base DN The Base DN (Distinguished Name) to use for this search rule. This will override the default Base DN you specified in LDAP Connection. This field is optional. In most cases, you can leave this field blank and use the Base DN specified in the LDAP Connection page. If you want this rule to use a different Base DN than the default, specify an alternate base DN. Example: ou=powerusers,ou=test,ou=sales,ou=melbourne,dc= ad,dc=example,dc=com Group Email An LDAP attribute that contains the email address of Address Attribute the group. This will become the group email address in Google Apps. Example: mail98 Release 3.0.6
  • 99. LDAP Group RuleSetting DescriptionGroup Display Name An LDAP attribute that contains the display name ofAttribute the group. This will be used in the display to describe the group, and does not need to be a valid email address.Group Description An LDAP attribute that contains the full-text descriptionAttribute of the group. This will become the group description in Google Apps. This field is optional. Example: extendedAttribute6Member Reference An attribute that contains the DN of mailing listAttribute members in your LDAP directory server.(Either this field or Google Apps Directory Server looks up the emailMember Literal addresses of these members and adds each memberAttribute is to the group in Google Apps.required.) Example: memberUIDMember Literal An attribute that contains the full email address ofAttribute mailing list members in your LDAP directory server.(Either this field or Google Apps Directory Server adds each member toMember Reference the group in Google Apps.Attribute isrequired.) Example: memberaddressOwner Reference An attribute that contains the DN of each group’sAttribute owner. Google Apps Directory Server looks up the email addresses of each mailing list’s owner and adds that address as the group owner in Google Apps. This field is optional. Example: ownerUIDOwner Literal An attribute that contains the full email address of eachAttribute group’s owner. Google Apps Directory Server adds that address as the group owner in Google Apps. This field is optional. Example: owner Configuration 99
  • 100. Edit LDAP Group Rule (Prefix-Suffix) If you need Directory Sync to add a prefix or suffix to group names, user names or owner names in Google Apps, list them here. LDAP Group Rule Setting Description Group Name Prefix Text to add at the beginning of each group name. Example: groups- Group Name Suffix Text to add at the end of each group name. Example: -list Replace spaces in group If the group name in your LDAP server names with contains any spaces, they will be replaced with this. If you leave this blank, Directory Sync will remove spaces and concatenate group names. Example: underscore (_) User Name Prefix Text to add at the beginning of each user name for group members. User Name Suffix Text to add at the end of each user name for group members. Owner Name Prefix Text to add at the beginning of each user name for group owners. Owner Name Suffix Text to add at the end of each user name for group owners.100 Release 3.0.6
  • 101. Group Exclusion Rules You can exclude particular addresses from being imported as groups. If you have any entries in your directory server that match a mail list rule, but should not be treated as a mailing list, list them here. This might include: • Internal mailing lists that do not have outside email addresses • Printers, conference rooms, and other non-user resources • Mailing lists that should be treated as individual users, with separate mailboxes and settings. Exclusion rules are based on string values and regular expressions, not LDAP settings. This page shows the list of exclusion filters. In a new configuration, this will be an empty list. To add exclusion filters, click the Add Rule button at the bottom of the screen. In the list of exclusion filters, you can change existing filters as follows: • Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters. • Edit: Click the notepad icon to edit the settings of an exclusion filter. • Delete: Click the X icon to delete the exclusion filter. Configuration 101
  • 102. Example Group Exclusion Rules Listed below are samples of common exclusion rules. Note that the exact text of these rules will vary based on your needs. Sample Substring Match: Defunct Mailing Lists Several mailing lists are no longer in use because two nearby offices combined together. The defunct lists all have “stpaul” in the address. • Match Type: Substring Match • Rule: stpaul Sample Exact Match: Secure Mailing Lists Three small-distribution LDAP mailing lists are top security and should not be imported. Add a separate rule for each special LDAP mailing list. First rule: • Match Type: Exact Match • Rule: finance-early-statements Second rule: • Match Type: Exact Match • Rule: internal-security Third rule: • Match Type: Exact Match • Rule: legal-confidential Sample Regular Expression Match: Test Lists About five hundred test mailing lists are listed in LDAP, but they are only used for internal load testing. All the test users follow the same name pattern: internal- testX, where X is a number, and all test users are in the same domain. • Match Type: Regular Expression • Rule: internal-test[0-9]*@example.com102 Release 3.0.6
  • 103. Add Group Exclusion RuleClick Add Exclusion Rule to prevent an address from being treated as a mailinglist.Specify the following: Exclusion Rule Setting Description Type Sets the type of exclusion filter to create: User Name, Group Name, or Member Name. • User Name: Do not sync any user whose primary address matches the rule. The interface displays this choice as ADDRESS. • Group Name: Do not sync any group which has a name that matches the rule. The interface displays this choice as NESTED_GROUP_NAME. • Member Name: Do not sync any user whose primary address matches this rule from any groups. The interface displays this choice as MEMBER_NAME. Match Type The type of rule to use for the filter. • Exact Match: The address or organization name (minus domain name) must match the rule exactly. • Substring Match: The address or organization name must contain the text of the rule as a substring. • Regular Expression: The address or organization must match the regular expression specified. Exclusion Rule The text of the match or regular expression to compare. Addresses that meet the requirements for an exclusion filter will not be added as Google Apps groups. Configuration 103
  • 104. User Profiles Set up synchronization for Google Apps user profiles in the User Profiles page. User Profiles contain extended information about users, such as phone number and title. The User Profiles section configures how Google Apps Directory Sync generates user profile information from your LDAP directory server. You may need to collect information from your LDAP directory server before you can enter details in this section.User Profile Attributes Specify what attributes Google Apps Directory Sync will use when generating the LDAP user profiles.104 Release 3.0.6
  • 105. The fields are as follows. LDAP Profile User Attribute Description Primary email LDAP attribute that contains a user’s primary mail address. This is usually the same as the primary mail address listed in the previous LDAP Users section. Example: mail Job title LDAP attribute that contains a user’s job title. Company name LDAP attribute that contains a user’s company name. Assistant’s DN LDAP attribute that contains the LDAP Distinguished Name (DN) of the user’s assistant. Manager’s DN LDAP attribute that contains the LDAP Distinguished Name (DN) of the user’s direct manager. Department LDAP attribute that contains a user’s department. Office location LDAP attribute that contains a user’s office location. Employee ids LDAP attribute that contains a user’s Employee ID number. Websites LDAP attribute that contains a user’s home page or other website. Work phone numbers LDAP attribute that contains a user’s work phone number. Home phone numbers LDAP attribute that contains a user’s home phone number. Fax phone numbers LDAP attribute that contains a user’s fax number. Mobile phone numbers LDAP attribute that contains a user’s personal mobile phone number. Work mobile phone numbers LDAP attribute that contains a user’s work mobile phone number. Assistant’s Number LDAP attribute that contains a work phone number for a user’s assistant. Street Address LDAP attribute that contains the street address portion of a user’s primary work address. P.O. Box LDAP attribute that contains the P.O. Box of a user’s primary work address. Configuration 105
  • 106. LDAP Profile User Attribute Description City LDAP attribute that contains the city of a user’s primary work address. State/Province LDAP attribute that contains the state or province of a user’s primary work address. ZIP/Postal Code LDAP attribute that contains the ZIP code or Postal Code of a user’s primary work address. Country/Region LDAP attribute that contains the country or region of a user’s primary work address.User Profile Search Rules This shows a list of rules used when determining which user profiles to import. Note: If you store your user profile information in the same place in your directory server as your users’ mail addresses, you may use the same sync rules for LDAP User Profiles as you did for LDAP User Sync. To use the same settings, add a new search rule and copy the same scope and rule text. By default, user profile information will be synchronized for all users that match these search rules will be added to the Google Apps user list. You can change this behavior with exclusion filters.106 Release 3.0.6
  • 107. This page shows the list of search rules. In a new configuration, this will be anempty list. To add a search rule, click the Add Search Rule button at the bottomof the screen.Note: You cannot create an LDAP rule to exclude a specific OU in your LDAPdirectory. Instead, limit the LDAP administrator authority on your LDAP directoryserver, removing access to any OUs on your LDAP directory server that you donot want to synchronize.On the list of Search Rules, you can change existing rules:• Reorganize: Click the up arrow or down arrow icon to change the order of search rules.• Edit: Click the notepad icon to edit the settings of a search rule.• Delete: Click the X icon to delete a search rule.Search rules are processed in the order listed.Add User Profile Search RuleTo add a new search rule, click Add User Profile Search Rule. Configuration 107
  • 108. This dialog box has the following fields LDAP User Profile Search Rule Field Description Scope This determines where in the LDAP directory this rule applies. Choose which option to use: • Subtree: All objects matched by the search, and anything under those objects, recursively. Subtree gives the broadest search, but for very large organizations this can be load-intensive and cause system problems. • One-level: All objects matched by the search, and anything one level underneath them. Does not look further than one level. One-level provides a limited search that will avoid causing extreme load for very large organizations. • Object: Only objects directly matched by the search. No recursion of any kind.Object is rarely used except with very complex LDAP searches. It allows a search only on the specified object. Example: Subtree Rule The search rule for user profile sync to match. This rule is a standard LDAP query, and allows sophisticated logic and complex rules for searching. For more information about LDAP search filters, see “About LDAP Queries” on page 45. Example 1: To match all objects (this may cause load problems): objectclass=* Example 2: To match all human users: • For OpenLDAP: (objectClass=inetOrgPerson) • For Active Directory: (objectClass=person) • for Lotus Domino: (objectClass=dominoPerson)108 Release 3.0.6
  • 109. LDAP User Profile Search Rule Field Description Base DN The Base DN (Distinguished Name) to use for this search rule. This will override the default Base DN you specified in LDAP Connection. This field is optional. In most cases, you can leave this field blank and use the Base DN specified in the LDAP Connection page. If you want this rule to use a different Base DN than the default, specify an alternate base DN. Example: ou=powerusers,ou=test,ou=sales,ou=melbou rne,dc=ad,dc=example,dc=comUser Profile Exclusion Rules If you have any existing user profile information in Google Apps that you do not want to synchronize, specify it here. This page shows the list of exclusion filters. In a new configuration, this will be an empty list. To add exclusion filters, click Add Exclusion Rule. Configuration 109
  • 110. In the list of Exclusion Filters, you can change existing filters as follows: • Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters. • Edit: Click the notepad icon to edit the settings of an exclusion filter. • Delete: Click the X icon to delete the exclusion filter. Example User Profile Exclusion Rules Listed below are samples of common exclusion rules. Note that the exact text of these rules will vary based on your needs. Sample Substring Match: Printers In this example, printers are listed as LDAP users and would match the LDAP query given. However, the printers all have the word “printer” in the name. The rule looks for that substring. • Match Type: Substring Match • Rule: printer Sample Exact Match: Opt-Out Users Two users have opted out of Google Apps and should not be synchronized. Add a separate rule for each special user. First rule: • Match Type: Exact Match • Rule: atif@example.com Second rule: • Match Type: Exact Match • Rule: svetlana@example.com Sample Regular Expression Match: Test Users About five hundred test users are listed in LDAP, but they are only used for internal load testing. All the test users follow the same name pattern: internal- testX, where X is a number, and all test users are in the same domain. • Match Type: Regular Expression • Rule: internal-test[0-9]*@example.com110 Release 3.0.6
  • 111. Add Exclusion RuleClick Add Exclusion Rule to exclude a user or organization in your LDAP serverfrom synchronization.Specify the following: Exclusion Rule Setting Description Match Type The type of rule to use for the filter. • Exact Match: The address must match the rule exactly. Example: maria@example.com would exclude only the user maria@example.com. • Substring Match: The address or organization name must contain the text of the rule as a substring. Example: “test” would exclude testadmin@example.com and salestest1@example.com. • Regular Expression: The address or organization must match the regular expression specified. Example: internal.*@example.com would exclude internalhelpdesk@example.com and internal@example.com. Configuration 111
  • 112. Exclusion Rule Setting Description Rule The match string or regular expression for the exclusion rule. Behavior of this field depends on the Match Type you choose. Addresses that contain this string (or match this regular expression) will not be added to Google Apps, and will be deleted if found. Examples: • Exact Match: maria@example.com • Substring Match: listinternal • Regular Expression: internal.*@example.comShared Contacts Set up synchronization for Google Apps shared contacts in the LDAP Shared Contacts page. Shared Contacts contain information about contacts, such as name, email address, phone number and title. Shared Contacts in Google Apps are contacts that any user can see and use. Shared Contacts correspond to a Global Address List (GAL) in Microsoft Active Directory and other directory servers. You can see Shared Contacts in Google Apps by going to your Inbox and clicking the Contacts link. The Shared Contacts section configures how Google Apps Directory Sync generates shared contacts information from your LDAP directory server. You may need to collect information from your LDAP directory server before you can enter details in this section.112 Release 3.0.6
  • 113. How to use Shared ContactsShared Contacts information is similar to a Global Address List in a directoryserver. Your Shared Contacts in Google Apps is a domain-wide repository ofcontacts, available to all users.Shared Contacts are visible to a Google Apps user in three places:• Autocomplete. While a user types a recipient address in Google Apps Mail, autocomplete will suggest possible addresses that match what the user has typed. This list of possible recipients comes from three places: addresses that the user has mailed before, users (but not groups) in the domain, and Shared Contacts. Adding Shared Contacts means that users will see the address in the suggestion list even if they have not mailed that contact before.• Chooser. When a user click on the To field while composing a Google Apps Mail message, the Chooser will present a list of possible recipients, similar to an address list. This list of possible recipients comes from three places: addresses that the user has mailed before, users (but not groups) in the domain, and Shared Contacts.• Contacts information. Shared Contacts are not visible when a user clicks the Contacts tab. However, if a user sends mail to a contact, or adds a contact, Google Apps will also add information from Shared Contacts.Below are some of the most common reasons to import Shared Contacts:• Add groups and outside addresses to autocomplete. User addresses in your domain will show up in autocomplete. However, groups and outside addresses are not visible in autocomplete. Create LDAP sync rules to import any groups or outside addresses you want your users to see when using autocomplete.• Give pilot users access to all users for autocomplete. If you are adding a small number of users for a pilot program, consider adding other users as Shared Contacts, so that pilot users will see the address of other users in autocomplete.• Provide supplemental directory information to users. If your users want to see rich contact information from your directory server for their contacts (such as postal addresses, phone numbers, companies, and titles), synchronize this information using Shared Contacts. Users will see this additional information in the Contacts page after they have added the contact manually, or sent mail to that contact’s address.Important: Shared Contacts do not show immediately. After you synchronizeShared Contacts, it may take up to 24 hours for the changes to appear in GoogleApps. Configuration 113
  • 114. Shared Contact Attributes Specify what attributes Google Apps Directory Sync will use when generating the LDAP shared contacts. The fields are as follows. LDAP Shared Contact Attribute Description Sync key An LDAP attribute that contains a unique identifier for the contact. Choose an attribute present for all your contacts that is not likely to change, and which is unique for each contact. This field becomes the ID of the contact. Examples: dn or contactReferenceNumber Full name LDAP attribute that contains a contact’s full name. Job title LDAP attribute that contains a contact’s job title. Company name LDAP attribute that contains a contact’s company name. Assistant’s DN LDAP attribute that contains the LDAP Distinguished Name (DN) of the contact’s assistant. Manager’s DN LDAP attribute that contains the LDAP Distinguished Name (DN) of the contact’s direct manager.114 Release 3.0.6
  • 115. LDAP Shared Contact Attribute DescriptionDepartment LDAP attribute that contains a contact’s department.Office location LDAP attribute that contains a contact’s office location.Work email address LDAP attribute that contains a contact’s email addressEmployee ids LDAP attribute that contains a contact’s employee ID number.Websites LDAP attribute that contains a contact’s home page or other website.Work phone numbers LDAP attribute that contains a contact’s work phone number.Home phone numbers LDAP attribute that contains a contact’s home phone number.Fax phone numbers LDAP attribute that contains a contact’s fax number.Mobile phone numbers LDAP attribute that contains a contact’s personal mobile phone number.Work mobile phone numbers LDAP attribute that contains a contact’s work mobile phone number.Assistant’s Number LDAP attribute that contains a work phone number for a contact’s assistant.Street Address LDAP attribute that contains the street address portion of a contact’s primary work address.P.O. Box LDAP attribute that contains the P.O. Box of a contact’s primary work address.City LDAP attribute that contains the city of a contact’s primary work address.State/Province LDAP attribute that contains the state or province of a contact’s primary work address.ZIP/Postal Code LDAP attribute that contains the ZIP code or Postal Code of a contact’s primary work address.Country/Region LDAP attribute that contains the country or region of a contact’s primary work address. Configuration 115
  • 116. Shared Contact Search Rules This shows a list of rules used when determining which shared contacts to import. By default, shared contacts are synchronized for all contacts that match these search rules will be added to the Google Apps user list, and removed for shared contacts that do not match these rules. You can change this behavior with exclusion filters. This page shows the list of search rules. In a new configuration, this is an empty list. To add a search rule, click Add Search Rule. Note: You cannot create an LDAP rule to exclude a specific OU in your LDAP directory. Instead, limit the LDAP administrator authority on your LDAP directory server, removing access to any OUs on your LDAP directory server that you do not want to synchronize. On the list of Search Rules, you can change existing rules: • Reorganize: Click the up arrow or down arrow icon to change the order of search rules. • Edit: Click the notepad icon to edit the settings of a search rule. • Delete: Click the X icon to delete a search rule. Search rules are processed in the order listed.116 Release 3.0.6
  • 117. Add Shared Contact Search RuleTo add a new search rule, click Add Shared Contact Search Rule.Specify the following: LDAP Shared Contacts Search Rule Field Description Scope This determines where in the LDAP directory this rule applies. Choose which option to use: • Subtree: All objects matched by the search, and anything under those objects, recursively. Subtree gives the broadest search, but for very large organizations this can be load-intensive and cause system problems. • One-level: All objects matched by the search, and anything one level underneath them. Does not look further than one level. One-level provides a limited search that will avoid causing extreme load for very large organizations. • Object: Only objects directly matched by the search. No recursion of any kind.Object is rarely used except with very complex LDAP searches. It allows a search only on the specified object. Example: Subtree Configuration 117
  • 118. LDAP Shared Contacts Search Rule Field Description Rule The search rule for shared contact sync to match. This rule is a standard LDAP query, and allows sophisticated logic and complex rules for searching. For more information about LDAP search filters, see “About LDAP Queries” on page 45. Example 1: To match all contacts: (objectclass=contact) Example 2: To match all human users: • For OpenLDAP: (objectClass=inetOrgPerson) • For Active Directory: (objectClass=person) • for Lotus Domino: (objectClass=dominoPerson) Base DN The Base DN (Distinguished Name) to use for this search rule. This will override the default Base DN you specified in LDAP Connection. This field is optional. In most cases, you can leave this field blank and use the Base DN specified in the LDAP Connection page. If you want this rule to use a different Base DN than the default, specify an alternate base DN. Example: ou=powerusers,ou=test,ou=sales,ou=melbou rne,dc=ad,dc=example,dc=comShared Contact Exclusion Rules If you have any contacts on your LDAP directory server that match your search rules but should not be added to Google Apps, add an LDAP shared contacts exclusion rule.118 Release 3.0.6
  • 119. Exclusion rules are based on string values and regular expressions, not LDAPsettings.Note: To exclude individual contacts, add a separate rule for each contact.This page shows the list of exclusion filters. In a new configuration, this will be anempty list. To add exclusion filters, click Add Exclusion Rule.In the list of Exclusion Filters, you can change existing filters as follows:• Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters.• Edit: Click the notepad icon to edit the settings of an exclusion filter.• Delete: Click the X icon to delete the exclusion filter.Example Shared Contact Exclusion RulesListed below are samples of common exclusion rules. Note that the exact text ofthese rules will vary based on your needs.Sample Exact Match: Private ContactsTwo contacts have opted out of Google Apps and should not be synchronized.Add a separate rule for each special user.First rule:• Match Type: Exact Match• Rule: atif@example.com Configuration 119
  • 120. Second rule: • Match Type: Exact Match • Rule: svetlana@example.com Sample Regular Expression Match: Test Contacts About five hundred test users are listed in LDAP, but they are only used for internal load testing. All the test users follow the same name pattern: internal- testX, where X is a number, and all test users are in the same domain. • Match Type: Regular Expression • Rule: internal-test[0-9]*@example.com Add Exclusion Rule Click Add Exclusion Rule to exclude a shared contact in your LDAP server from synchronization. Specify the following:120 Release 3.0.6
  • 121. Exclusion Rule Setting Description Match Type The type of rule to use for the filter. • Exact Match: The address must match the rule exactly. Example: maria@example.com would exclude only the user maria@example.com. • Substring Match: The address or organization name must contain the text of the rule as a substring. Example: “test” would exclude testadmin@example.com and salestest1@example.com. • Regular Expression: The address or organization must match the regular expression specified. Example: internal.*@example.com would exclude internalhelpdesk@example.com and internal@example.com. Rule The match string or regular expression for the exclusion rule. Behavior of this field depends on the Match Type you choose. Addresses that contain this string (or match this regular expression) will not be added to Google Apps, and will be deleted if found. Examples: • Exact Match: maria@example.com • Substring Match: listinternal • Regular Expression: internal.*@example.comLDAP Calendar Resources This section configures how Google Apps Directory Sync generates your LDAP calendar resources list for comparison. You may need to collect information from your LDAP directory server before you can enter details in this section. Configuration 121
  • 122. Calendar Resource Attributes Specify what attributes Google Apps Directory Sync will use when generating the LDAP calendar resources list. LDAP User Attribute Setting Description Resource Id The LDAP attribute or attributes that contain the ID of the calendar resource. This is a field managed on your LDAP system, which may be a custom attribute. This field must be unique. Important: Calendar Resources does not sync an LDAP attribute which contains spaces or characters such as the at sign (@) or colon (:). For more information on this calendar resource naming, see the Google Code site article Developing a naming strategy for your calendar resources.122 Release 3.0.6
  • 123. LDAP User Attribute Setting Description Display Name The LDAP attribute or attributes that contain the (optional) domain name for the calendar resource. Example: [city]-[building]-[floor]-Boardroom- [roomnumber] Important: Calendar Resources does not sync an LDAP attribute which contains spaces or characters such as the at sign (@) or colon (:). For more information on this calendar resource naming, see the Google Code site article Developing a naming strategy for your calendar resources. Description The LDAP attribute or attributes that contain a (optional) description of the calendar resource. Example: [description]Note: Calendar Resource attributes use a different syntax than other DirectorySync attributes.All attributes in the LDAP Calendar Resources Attributes page can include fixedstrings and multiple LDAP attributes. Each LDAP attribute should be marked withsquare brackets.For instance, if you wanted to use the LDAP attributes city, building, floor,and roomnumber from your LDAP directory, and combine them into a single displayname, you might use the following setting for Display Name: [city]-[building]-[floor]-Boardroom-[roomnumber]All LDAP attributes should be inside square brackets. All fixed text should beoutside the square brackets, in the format in which it should appear in yourGoogle Apps calendar resources. Configuration 123
  • 124. Calendar Resource Search Rules This shows a list of rules used when generating the LDAP calendar resource list. By default, all calendar resources that match these search rules will be added to the Google Apps calendar resources, and all calendar resources that do not match these search rules will be removed. You can change this behavior with exclusion filters. This page shows the list of search rules. In a new configuration, this will be an empty list. To add a search rule, click Add Search Rule. On the list of Search Rules, you can change existing rules: • Reorganize: Click the up arrow or down arrow icon to change the order of search rules. • Edit: Click the notepad icon to edit the settings of a search rule. • Delete: Click the X icon to delete a search rule. Search rules are processed in the order listed. If you would like one search rule to take priority over another, move that search rule up using the up arrow icon on this page. If two rules contradict each other, the first rule takes precedence.124 Release 3.0.6
  • 125. Add Search RuleTo add a new search rule, click Add Search Rule.Specify the following: LDAP User Sync Setting Description Scope This determines where in the LDAP directory this rule applies. Choose which option to use: • Subtree: All objects matched by the search, and anything under those objects, recursively. Subtree gives the broadest search, but for very large organizations this can be load-intensive and cause system problems. • One-level: All objects matched by the search, and anything one level underneath them. Does not look further than one level. One-level provides a limited search that will avoid causing extreme load for very large organizations. • Object: Only objects directly matched by the search. No recursion of any kind. Object is rarely used except with very complex LDAP searches. It allows a search only on the specified object. Example: Subtree Configuration 125
  • 126. LDAP User Sync Setting Description Rule The search rule for calendar resources sync to match. This rule is a standard LDAP query, and allows sophisticated logic and complex rules for searching. For more information about LDAP search filters, see “About LDAP Queries” on page 45. Example 1: To match all objects (this may cause load problems): objectclass=* Example 2: To match all users: • For OpenLDAP: (objectClass=inetOrgPerson) • For Active Directory: (objectClass=person) • for Lotus Domino: (objectClass=dominoPerson) Base DN The Base DN (Distinguished Name) to use for this search rule. This will override the default Base DN you specified in LDAP Connection. This field is optional. If your calendar resources are sorted in a particular OU, this may be a helpful field to use. If you want this rule to use a different Base DN than the default, specify an alternate base DN. Example: ou=Rooms,ou=melbourne,dc=ad,dc=example,dc=comCalendar Resource Exclusion Rules .If you have any entities on your LDAP directory server that match your calendar resource search rules but should not be added to Google Apps as calendar resources, add an LDAP user exclusion rule. Some examples of reasons for LDAP user exclusion rules: • User accounts that seem to match calendar resource query patterns • Printers, computers, and other non-calendar resources • Test resources on your LDAP directory server • Obsolete calendar resources that are still listed in your LDAP directory126 Release 3.0.6
  • 127. Exclusion rules are based on string values and regular expressions, not LDAPsettings.Note: To exclude individual calendar resources, add a separate rule for each user.This page shows the list of exclusion filters. In a new configuration, this will be anempty list. To add exclusion filters, click Add Exclusion Rule.In the list of Exclusion Filters, you can change existing filters as follows:• Reorganize: Click the up arrow or down arrow icon to change the order of exclusion filters.• Edit: Click the notepad icon to edit the settings of an exclusion filter.• Delete: Click the X icon to delete the exclusion filter.Example Calendar Exclusion RulesListed below are samples of common exclusion rules. Note that the exact text ofthese rules will vary based on your needs.Sample Substring Match: PrintersIn this example, printers are listed as LDAP resources and would match the LDAPquery given. However, the printers all have the word “printer” in the name. Therule looks for that substring.• Match Type: Substring Match• Exclude Type: Calendar Resource Id• Rule: printer Configuration 127
  • 128. Sample Exact Match: Opt-Out Users Two conference rooms have been converted into offices and should not be imported as Google Apps calendar resources. Add a separate rule for each special user. First rule: • Match Type: Substring Match or Exact Match • Exclude Type: Calendar Resource Display Name • Rule: ConferenceRoom-BlueSkyMontana Second rule: • Match Type: Substring Match or Exact Match • Exclude Type: Calendar Resource Display Name • Rule: ConferenceRoom-BigPlains Sample Regular Expression Match: Test Users About five hundred test calendar resources are listed in LDAP, but they are only used for internal load testing. All the test resources follow the same name pattern: internal-testX, where X is a number, and all test users are in the same domain. • Match Type: Regular Expression • Exclude Type: Calendar Resource Id • Rule: internal-test[0-9]*@example.com Add Exclusion Filter Click the Add Exclusion Filter at the bottom of the page to exclude a user or organization in your LDAP server from synchronization.128 Release 3.0.6
  • 129. Specify the following: Exclusion Rule Setting Description Match Type The type of rule to use for the filter. • Exact Match: The address must match the rule exactly, with the domain name added on. Note: In many cases, Substring Match yields better results than Exact Match. Example: maria (if you are using the domain example.com) would exclude only the user maria@example.com. • Substring Match: The address or organization name must contain the text of the rule as a substring. Example: “test” would exclude testadmin@example.com and salestest1@example.com. • Regular Expression: The address or organization must match the regular expression specified. Example: internal.*@example.com would exclude internalhelpdesk@example.com and internal@example.com. Exclude Type What kind of LDAP data to exclude. • Calendar Resource Id: Directory Sync will exclude calendar resources where the Calendar Resource Id attribute specified in LDAP Calendar Resources Attributes matches this pattern. The interface displays this choice as CALENDAR_RESOURCE_ID. • Calendar Resource Display Name: Directory Sync will exclude calendar resources where the Calendar Resource Display Name attribute specified in LDAP Calendar Resources Attributes matches this pattern. The interface displays this choice as CALENDAR_RESOURCE_DISPLAY_NAME If you want to exclude both primary addresses and alias addresses, create two exclusion rules. Configuration 129
  • 130. Exclusion Rule Setting Description Rule The match string or regular expression for the exclusion rule. Behavior of this field depends on the Match Type you choose. Calendar Resource Ids or Display Names that contain this string (or match this regular expression) will not be added to Google Apps, and will be deleted if found. Examples: • Exact Match: NewYork-NYC-23-Conference-2 • Substring Match: internal-list • Regular Expression: internal.*@example.comNotifications You can set Configuration Manager so that every time synchronization occurs, Google Apps Directory Sync will send out a notification to one or more users. Consider adding a notification to send mail to your own address, and possibly the addresses of any concerned parties in your company. Note: Notifications are sent by plain SMTP, not TLS.130 Release 3.0.6
  • 131. Specify the following: Notifications Setting Description Send notifications Enter the “From:” address for the notification mail. from address Recipients will see this address as the notification sender. For instance, you might use your own email address. Example: dirsync@example.com Send notifications Notifications will be sent to all addresses on this list. to the following Enter any valid email address on any domain. Enter addresses each recipient email address individually, then click the Add button. Depending on your mail server settings, Directory Sync may be unable to send mail to external email addresses. Run a test notification to confirm that mail is sent properly. Example: dirsync-admins@example.com SMTP Relay Host The SMTP mail server to use for notifications. Directory Sync uses this mail server as a relay host. Note: You cannot use Google Apps as your SMTP Relay Host for Notifications. Example: 127.0.0.1 to run the mail server on the same machine. Example: mail.example.com Username If the SMTP server you specify requires SMTP authentication, enter the user name to use here. (if needed) Example: admin5 Password If the SMTP server you specify requires SMTP authentication, enter the Password to use here. (if needed) Example: swordfish Passwords are stored in the configuration file in an encrypted format. Configuration 131
  • 132. Notifications Setting Description Do not include in You can limit the information sent in notifications by notifications checking any of the three checkboxes. All checkboxes are optional. (Optional) • Extra details: Google Apps Directory Sync notifications will not include extra details and potentially extraneous information. • Warnings: Google Apps Directory Sync notifications will not include warning messages. • Errors: Google Apps Directory Sync notifications will not include error messages. Test Notification Click this button to test notifications. Configuration Manager will connect to the SMTP server you specified and send a test notification to the addresses you list.Sync Limits As a safeguard, you can limit how many users, groups, and shared contacts Google Apps Directory Sync can delete or suspend during synchronization. This is recommended as a way to prevent accidental mass deletion or suspension.132 Release 3.0.6
  • 133. Directory Sync checks to be sure that synchronization will not delete or suspendtoo many users. If the synchronization would delete or suspend more users thanthe sync limits allow, the entire synchronization fails and no users, groups, orshared contacts are added, moved, suspended, or deleted. This will be noted inthe notifications email.Note: Sync limits apply during synchronization, but not during simulation.Simulation results will not include sync limits.To set sync limits, specify one of the following: Delete Limits Setting Description Delete no more than Specify a maximum percentage of users that can be % of users, groups deleted. This is a percentage of the users registered on and shared contact Google Apps, not a percentage of users on your LDAP server. (Optional) If no delete limit is specified, the default is 5%. Example: 5% You can suppress delete limits from the command line. Delete no more than Specify a maximum number of users, groups, and users, groups and shared contacts that can be deleted. shared contacts Example: 25 (Optional) Configuration 133
  • 134. Delete Limits Setting Description Suspend no more Specify a maximum percentage of users that can be than % of users, suspended. This is a percentage of the users groups and shared registered on Google Apps, not a percentage of users contact on your LDAP server. (Optional) If no suspend limit is specified, the default is 5%. Example: 5% Suspend no more Specify a maximum number of users that can be than users, groups suspended. and shared contacts Example: 25 (Optional)Logging Settings You can specify the file name and level of detail of logging for Google Apps Directory Sync. Specify the following: Logging Setting Description File name Enter the directory and file name to use for the log file or click Browse to browse your file system. Example: sync.log134 Release 3.0.6
  • 135. Logging Setting Description Log Level The level of detail of the log. Options are FATAL, ERROR, WARN, INFO, DEBUG, and TRACE. The level of detail is cumulative: each level includes all the details of previous levels. ERROR includes all ERROR and FATAL messages, and so on. • FATAL only logs fatal operations. • ERROR only logs errors and fatal operations. • WARN only logs warnings, errors and fatal operations. • INFO logs summary information. • DEBUG logs more extensive details. • TRACE logs all possible details. Maximum Log Size The maximum size of the log file, in gigabytes. When this file reaches half capacity, it is saved as a backup file (which overwrites any existing backup file) and a new file is created. At any time, the total size of these two files (the log file and the backup log file) will not exceed the total maximum size. Example: 4Sync After you enter configuration information, use this section to verify and test your GADS settings. Configuration Manager does not check for valid LDAP syntax. To find invalid LDAP queries, use Simulate Sync. Invalid LDAP queries will cause errors. For information on common errors that might occur and how to troubleshoot them, see “Common Issues” on page 145. Configuration 135
  • 136. Validation Results When you first go to this page, you will see Validation Results. This page will show a checklist of all the Configuration Manager sections. If you are missing required information, you will see error messages showing what needs to be added. Important: This checklist confirms only the minimum needed for synchronization. You may need to configure additional filters or rules to be sure the results are what you expect. After you’ve completed all required fields, you will be able to use the Simulate Sync button to simulate a synchronization. After you complete a test synchronization, results from the Google Apps server are cached. To flush the remote cache for the next synchronization, check the Clear Cache checkbox. When you’re ready, click Simulate Sync.136 Release 3.0.6
  • 137. During simulation, Configuration Manager will:• Connect to Google Apps and generate a list of users, groups, and shared contacts.• Connect to your LDAP directory server and generate a list of users, groups, and shared contacts.• Generate a list of differences.• Log all events.• If connection was successful, show a Proposed Change Report which shows what changes would have been made to your Google Apps user list.Note: Simulate Sync will never update or change your LDAP server or your usersin Google Apps. The simulation is strictly for configuration and testing. To run anactual synchronization, use the command line. See “Synchronization” onpage 139 for more.Review the log file generated by the test sync to confirm that the simulationoccurred correctly without any unexpected results.If any errors occur, check the error text. Most error text is human readable, butsome error text may contain Java stack trace errors. If you need helptroubleshooting these errors, see “Troubleshooting” on page 145.Note: The Proposed Change Report doesn’t check your delete limits.If you see any errors or unexpected results, you can go back and change yourconfiguration to try again. To change your configuration, click on any of theheadings on the left navigation bar.You can switch between the Validation Results and Simulation Results pagesusing the buttons at the bottom of the page. You can also run another simulationfrom either page by clicking the Simulate Sync button at the bottom.Once you are finished, save your configuration file and run synchronization. See“Synchronization” on page 139. Configuration 137
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  • 139. Chapter 7 Synchronization Chapter 7About Synchronization Run the synchronization command to push your LDAP directory server user information to Google Apps. Before you can synchronize Google Apps with your LDAP directory server, you must create rules that detail how to connect to both servers, and what filters and rules to use. These rules are stored in an XML file. To create this XML file, run Configuration Manager. For more information about Configuration Manager, see “Configuration” on page 53. Most administrators run their first synchronization manually to test the process, import an initial set of users, and confirm the changes. After initial synchronization from the Configuration Manager, you can set up automatic scheduling for future synchronization.Synchronizing from the Configuration Manager You can perform a manual synchronization from the Sync section of the Configuration Manager by clicking Sync & apply changes. Use this feature to perform a new sync after setting up or modifying your configuration. After you’re done making configuration changes, you should automate your sync process by instead using command line synchronization.Command Line Synchronization GADS uses the command sync-cmd to run synchronization. This simple command line interface gives you the flexibility to incorporate synchronization into any scheduling or batch script you wish to use. The command line to use for all platforms is sync-cmd Synchronization 139
  • 140. Run without any arguments, this command gives an error and directs you to run sync-cmd -h for help. To synchronize, use the following command line to read a configuration file, check to be sure that a sync is not already running, connect to both servers, generate a list of changes, and apply those changes: sync-cmd -a -o -c [filename] Replace [filename] with the name of the XML file you created in the Configuration Manager. Synchronization options The table below describes the possible arguments to the sync-cmd command. You can also see this information by running the following: sync-cmd -h in the directory where GADS is installed. Option Values -o,--oneinstance Restrict to one instance per config file. Only valid with -a. -r,--report-out Write reports to the specified output file, in addition to writing them to the log. -a,--apply Apply detected changes. Note: If you do not use this tag, the synchronization is a test only and will not affect your Google Apps account. For best results, run a test without this flag before running a full synchronization with this flag. -V Display detailed application version information. Does not synchronize. -c,--config [filename] Specify the configuration to load. Synchronization will not occur without a valid XML file for this argument. -d, --deletelimits Ignores any configured delete limits. -f, --flush For support troubleshooting only (slows sync) WARNING: This option is intended only to resolve specific troubleshooting issues. Improper use can cause performance degradation. Do not use this option unless directed by support. -g, --groups Do not analyze groups. Use this option if you want to synchronize users, but not groups.140 Release 3.0.6
  • 141. Option Values -h,--help View this information and exit. -l,--loglevel [level] Override the default and/or configured log level with the specified value. Valid values (in increasing order of verbosity) are FATAL, ERROR, WARN, INFO, DEBUG, and TRACE. In most cases, the recommended log level is INFO. -s, --sharedcontacts Do not analyze shared contacts. Note: Do not use this option. It is intended for other versions of Directory Sync, and will have no effect. -u, --users Do not analyze users. Use this option if you want to synchronize groups, but not users. -v Display short application version information.Scheduling Synchronization Once you have successfully run a manual synchronization, you can set up automatic synchronization. Use existing third-party scheduling software to automate synchronization. In most cases, scheduled synchronization runs every one to six hours. The exact timing will vary based on the number of users you have and how often you need to update them. A large company with many users changing frequently may need to run Directory Sync multiple times daily, while a small company with few changes may not need to run the utility more than once a week. The exact method to schedule this task depends on the operating system in which Directory Sync is installed. In Microsoft Windows, use Scheduled Tasks. In Linux or Solaris, use cron. Steps for how to do this are listed below. You can also use any other scheduling software that can launch commands from the command line interface. Important: When scheduling synchronization, be sure to schedule regular use of the checkforupdate.exe command as well, so that you can regularly check for new versions of Google Apps Directory Sync.Microsoft Windows: Scheduled Tasks In Microsoft Windows, schedule synchronization using Scheduled Tasks. Note: These steps apply to most common Microsoft Windows configurations. Scheduled Tasks is a third-party product and is not supported directly by the Google (or Postini) team. In the event of a Scheduled Tasks issue, contact your Windows administrator. Synchronization 141
  • 142. To schedule a task 1. In Control Panel, open Scheduled Tasks. 2. Double-click Add Scheduled Task. 3. Complete the Scheduled Task wizard using the following information. (Steps may vary depending on your version of Microsoft Windows.) • Choose the program sync-cmd.exe, located where Directory Sync is installed. • The frequency of the task depends on your synchronization needs. A large company with many users changing frequently may need to run Directory Sync multiple times daily, while a small company with few changes may not need to run the utility more than once a week. • Use Advanced Properties to specify an exact command line. The appropriate command line is: [path]sync-cmd -a -c [filename] Replace [path] with the path where Directory Sync was installed. Replace [filename] with the name of the XML file you created in the Configuration Manager. 4. Test the scheduled task by running manually once. In the Scheduled Tasks window, right-click the task you created and select Run from the right-click menu. Check the log file for errors. Linux and Solaris: cron In Linux and Solaris environments, schedule synchronization using crontab. Note: These steps apply to most common Linux and Solaris configurations. Linux and Solaris are third-party products and are not supported directly by the Google (or Postini) team. In the event of an issue with cron, contact your administrator. To add a cron job 1. Run crontab -e to update the crontab file. 2. Add a line in the crontab file for the following command: sync-cmd -a -c [filename] The syntax of this line will depend on your operating system and version of cron. For instance, to schedule the task to run at 3:30 AM twice per week, on Monday and Thursday, add the following entry: 30 3 * * 1,4 [path]/sync-cmd -a -c [filename] Replace [path] with the path where Directory Sync was installed.Replace [filename] with the name of the XML file you created in the Configuration Manager. 3. Save the crontab file and exit your text editor.142 Release 3.0.6
  • 143. Monitoring After you have set up scheduled synchronization, make a policy of regularly checking the status of your synchronizations. Check Notification messages on a regular basis for signs of any problems. Notifications will be sent to an address that you specify. For more information about Notifications, see “Notifications” on page 130. When looking through notifications logs, look for messages that indicate that users were synchronized. If you expect that a particular user will be synchronized and the user isn’t, check the notifications for information. Also, check for new updates regularly. You can use the command checkforupdate.exe in the same directory as sync-cmd.exe, to check online for new versions of Google Apps Directory Sync. Synchronization 143
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  • 145. Chapter 8 Troubleshooting Chapter 8About Troubleshooting This chapter covers information about how to troubleshoot problems that may occur with Google Apps Directory Sync (GADS). Troubleshooting information includes information about common issues, system tests and researching issues. For information about LDAP queries, see “About LDAP Queries” on page 45.Troubleshooting With Log Files If you encounter problems with GADS, you should double-check your configuration settings and submit the generated logs to the Google Apps Directory Sync Log Analyzer (https://www.google.com/apps/support/tools/ migration_sync/directory-sync). Most issues can be identified within a few moments of submission.Common Issues The following describes common issues and questions related to GADS. Configuration Manager When creating an exception rule, the dialog box does not have an OK button. You may be using a font that is too large for the screen. The dialog box does not work with Extra Large Fonts or Large Fonts. Change your font size, or edit your XML file directly. Troubleshooting 145
  • 146. What port numbers should be used in GADS when connecting to Global Catalog server? By default, GADS connects to an LDAP server with the standard LDAP port 389 to query users from a single domain/LDAP server. If you need to query users over multiple domains/LDAP servers that have trust relationship, configure GADS to connect to a Global Catalog server with the standard Global Catalog server port 3268. User Sync Errors Error Message: You are not authorized to access this API Confirm that you are using Google Apps for Business, Partners, Government, or Education. Enable APIs on your Google Apps domain, as described in “Enable APIs” on page 42. How does GADS handle suspended users? GADS is unable to detect suspended users, and will not try to delete them. If Google Apps Directory Sync tries to add a suspended user, you will see an error message: EntityAlreadyExists (1300). Error Message: DomainUserLimitExceeded (error code 1200) You attempted to add more users than you have licensed seats. Contact your sales representative to purchase more user licenses, or change your LDAP queries to synchronize fewer users. Where can I find a list of other error messages and their meanings? Other error messages are listed in the Error Codes section of the Google Apps Provisioning API Developer’s Guide. Group Sync Errors Groups with over 1500 members in my Active Directory server members aren’t syncing correctly. Make sure you have selected MS Active Directory in the Server Type field of the LDAP Configuration section.146 Release 3.0.6
  • 147. Synchronization RulesUsers are getting recreated on every syncThis happens when the LDAP attribute configured as the Group Name Attributedoes not contain a full email address.To resolve this issue, check your Group Search rules and make sure that GADSuses a full email address for the group names. Use one of the following methods:• Set the Group Name Attribute to a different LDAP attribute that specifies a full email address for each group, such as mail.• Enable “Replace domain named in LDAP email addresses (of users and groups) with this domain name” in Google Apps Settings, so that your Group Name Attribute matches the Google-side group names.• Add the domain name to the group name by specifying a Group Name Suffix in your Group Search Rule.A group rule or exclusion rule doesn’t seem to be doing anything.Check the scope of the rule. You may need to set the scope to SUBTREE.A group rule generates errors.Check the Group Search Attribute in LDAP Configuration. This is the field thatcontains the email address of a group. In most cases, this will be mail.How can I exclude a specific LDAP organization?You cannot create an LDAP rule to exclude users in a specific LDAP organization.Instead, limit the authority of the LDAP Administrator you use, removing access toany OUs you do not want to synchronize.Connections and SecurityWhat specific ports and URLs need to be accessible for Directory Sync tofunction?Please note that this information can change over time. For the latest information,check for updates.Directory Sync currently accesses the following URLs: Purpose URL Port Number Authentication https://www.google.com 443 All Feeds https://apps- 443 apis.google.com Troubleshooting 147
  • 148. Purpose URL Port Number Certificate http://www.gstatic.com/ 80 Revocation List GoogleInternetAuthority/ Processing GoogleInternetAuthority.cr l Certificate Authority http://crl.verisign.net 80 For an up-to-date list of Google IP addresses, run a DNS TXT lookup of the subdomain _netblocks.google.com. If GADS is unable to connect to the revocation list providers, you may see the following error in your GADS log file: PKIX path validation failed: java.security.cert.CertPathValidatorException: revocation status check failed: no CRL found The proxy environment requires a password challenge for external web access. GADS can use a proxy server but cannot respond to password challenges. To run synchronization, you will need to change your network setup to allow Directory Sync to connect without a password challenge, or without a proxy server. I cannot simulate a synchronization because the notifications server is not specified. To run a simulated synchronization, you will need a server capable of sending mail. If you are running Directory Sync on a mail server machine, you can use the IP address 127.0.0.1 for your mail server. Otherwise, contact your mail administrator for the correct mail information. How securely are passwords stored? GADS stores passwords using a two-way encryption scheme. This protects your sensitive information from casual snooping or reverse engineering. To convert a configuration file to the new format with encrypted passwords: 1. Open the file in Configuration Manager. 2. Save the file again. You can also upgrade the file with the following command-line executable: upgrade-config -c [filename] where [filename] is the name of the XML configuration file to upgrade. Note: Configuration files for version 1.3.11 or later are not compatible with earlier versions.148 Release 3.0.6
  • 149. LDAP Directory Server The Base DN information doesn’t seem to be correct. Check to be sure your Base DN doesn’t include any spaces. How do I find out information about my LDAP server fields? You will need to download an LDAP browser. An LDAP browser allows you to browse through an LDAP directory server and identify all fields and values. Many directory servers do not include a complete LDAP browser. For information on LDAP browsers, see “Step One: Install LDAP Browser” on page 24. An LDAP query that includes a wildcard isn’t working with Lotus Domino LDAP Lotus Domino has a setting for “Minimum characters for wildcard search” that controls how wildcard LDAP searches work. Update your search to include more characters, or change this setting to a lower number.System Tests If you encounter problems, use the tests in Configuration Manager to find the problem: 1. In Configuration Manager, open the XML file you are using for configuration. 2. Under LDAP Connections, click Test Connection to confirm you can connect to your LDAP server. 3. Under Notifications, click Test Notification to confirm you can send a test notification. 4. Under Simulate Sync, confirm you have filled out all required fields. 5. Under Simulate Sync, click Simulate Sync to confirm that synchronization is running properly. If you encounter any problems, note which tests failed and confirm that the configuration information is correct for those sections of Configuration Manager. Troubleshooting 149
  • 150. Escalating Problems If you are unable to run GADS, and cannot resolve the problem using system tests, collect the following information for troubleshooting: • The most current sync log file, located in the folder where Directory Sync is installed. Support will often request that you capture log file information with your log level set to TRACE to collect more information. • The version number of Directory Sync you are running. You can find this in the Configuration Manager UI by going to Help->About, or you can run the command sync-cmd -V. • The current config file you are using. This is an XML file (default name sync.xml) located in the same folder where Directory Sync is installed. • The brand and version of the LDAP directory server youre using. • The operating system on the machine where Directory Sync is running. Once you have collected this information, check the help center or contact support for help. Documentation and Support For documentation, support information and help center articles, see the Directory Sync page in Google Apps Admin Help: http://google.com/apps/directorysync Expediting Support with Your Support PIN To contact support directly for assistance, and receive expedited support as a Premium Edition customer, find your Customer PIN and Support PIN. Information on how to collect this information is available in the help center here: http://www.google.com/support/a/bin/answer.py?answer=60233150 Release 3.0.6