How to utilize Microsoft Entra groups for access management in Microsoft Entra ID (formerly Azure AD)

Microsoft Entra ID offers diverse methods for overseeing access to resources, applications, and tasks. Through the utilization of Microsoft Entra groups, permissions and access can be allocated to a group of users, streamlining the process compared to individual user assignments. Upholding the security principle of Zero Trust, it emphasizes restricting access solely to requisite users, bolstering overall security measures.

This article presents a comprehensive exploration of the relation between groups and access rights within Microsoft Entra, illustrating how their integration simplifies access management while adhering to top-tier security protocols.

Within Microsoft Entra ID, groups serve as a versatile tool for controlling access to various applications, data, and resources. Resources can be:

• Within the Microsoft Entra organization, this includes managing objects through roles within Microsoft Entra ID.
• Outside the organization's scope, encompassing Software as a Service (SaaS) applications.
• Azure services
• SharePoint sites
• On-premises resources

However, some groups cannot be managed in the Azure portal:

• Groups synchronized from the on-premises Active Directory are exclusively manageable within the on-premises Active Directory environment.
• Distribution lists and mail-enabled security groups are exclusively managed within either the Exchange admin center or the Microsoft 365 admin center. Accessing these groups for management requires signing in to either the Exchange admin center or the Microsoft 365 admin center.

What to know before creating a group

Consider the various options available to determine the most suitable combination for your scenario, including two group types and three group membership types.

Group types

Security: Utilized for overseeing user and computer access to shared resources.

For example, you can establish a security group to ensure all members possess identical security permissions. This group may encompass users, devices, service principals, and other nested groups, collectively defining access policies and permissions. Owners of a security group are typically users and service principals.

Micrososft 365: Facilitates collaboration by granting group members access to shared resources such as mailboxes, calendars, files, SharePoint sites, and additional assets. This option also allows extending access to individuals outside the organization. Members of a Microsoft 365 group can only include users, while owners of such groups may comprise both users and service principals.

Membership types

Assigned: Enables the addition of specific users as members of a group, enabling them to have distinct permissions tailored to their needs.

Dynamic user: Allows the utilization of dynamic membership rules to automatically include and exclude members based on predefined criteria. When a member's attributes change, the system assesses the dynamic group rules within the directory to determine whether the member fulfills the rule criteria (and thus is added) or no longer meets the criteria (and thus is removed).

Dynamic device: Enables the utilization of dynamic group rules to automatically include and exclude devices. When a device's attributes undergo changes, the system evaluates the dynamic group rules within the directory. It determines whether the device satisfies the rule criteria (resulting in addition) or no longer aligns with the criteria (leading to removal).

What to know before adding access rights to a group?

Once a Microsoft Entra group is established, it is important to allocate the necessary access rights accordingly. Since each application, resource, and service requires distinct access permissions, they must be managed individually. Adopting the principle of least privilege is essential, as it aids in eliminating the risk of potential attacks or security breaches.

How access management in Microsoft Entra ID works

Microsoft Entra ID facilitates granting access to your organization's resources by offering access rights to either individual users or entire Microsoft Entra groups. Leveraging groups empowers the resource owner or Microsoft Entra directory owner to allocate a defined set of access permissions to all group members. Moreover, the resource or directory owner can delegate management rights to individuals like department managers or help desk administrators, enabling them to manage group membership by adding or removing members as needed.

Ways to assign access rights

Upon creating a group, it's crucial to decide on the most suitable method for assigning access rights. Explore the various approaches available to assign access rights, considering the unique requirements of your scenario, to determine the optimal process.

Direct assignment: The resource owner directly assigns users to the resource.

Group assignment: The resource owner assigns a Microsoft Entra group to the resource, thereby granting automatic access to all group members. Both the group owner and the resource owner have the authority to manage group membership, allowing either party to add or remove members from the group.

Rule-based assignment: The resource owner initiates a group creation process and employs a rule to specify which users are designated for a particular resource. This rule relies on attributes assigned to individual users, enabling the resource owner to manage it. The resource owner determines the necessary attributes and corresponding values required to grant access to the resource.

External authority assignment: Access originates from an external source, such as an on-premises directory or a SaaS app. In this scenario, the resource owner assigns a group to facilitate access to the resource, after which the management of group members is handled by the external source.

Can users join groups without being assigned?

The group owner has the option to allow users to discover and join groups autonomously rather than directly assigning them. Additionally, the owner can configure the group to automatically accept all joining requests or mandate approval.

Upon a user's request to join a group, the request is forwarded to the group owner. If approval is necessary, the owner can review and approve the request, subsequently notifying the user of their group membership. In cases where there are multiple owners, if one owner declines the request, the user receives a notification but isn't added to the group.

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