User Management in Dynamics 365 CE Online - Part 1

User Management

  • Microsoft 365 admin center is used to create user accounts for every user who needs access to Customer Engagement apps. 
  • The user account registers the user with Microsoft Online Services environment. 
  • In addition to registration with the online service, the user account must be assigned a license in order for the user to have access to the service. 
  • Microsoft 365 admin center can be accessed only by those users who have the roles of  either "User Management Administrator" or "Global Administrator".
CRM Notification while adding a new user

Create a user account & Assign license to the user account

  • The system generates a user ID and temporary password for the newly created user account in the Microsoft 365 admin center.
  • Although the password is temporary, it is advised that we should copy the information to send to the user through a more secure channel, such as from an email service that can digitally encrypt the contents. 
User Details Required while creating a new user account:

  • When a user is created and assigned a license in the Microsoft 365 admin center, the user is also created in Customer Engagement apps. 
  • The synchronization process between the Microsoft 365 admin center and Customer Engagement apps can take a few minutes to complete. **
  • By entering a user ID and password, a user can access the Microsoft 365 admin center to view information about the service. 
  • However, the user will not have access to Customer Engagement apps until at least one Customer Engagement apps security role is assigned to this user.
**
  • To force an immediate synchronization between the Microsoft 365 admin center and Customer Engagement apps, do the following:
  1. Sign out of Customer Engagement apps and the Microsoft 365 admin center.
  2. Close all open browsers used for Customer Engagement apps and the Microsoft 365 admin center.
  3. Sign back in to Customer Engagement apps and the Microsoft 365 admin center.

User profile information

  • Some user profile information is maintained and managed in the Microsoft 365 admin center. Refer Pic User Details Required while creating a new user account
  • After a user is created/updated, these user profile fields are automatically updated and synchronized in the Customer Engagement instances.
  • To prevent data loss, the Primary Email field does not automatically update and synchronize with Dynamics 365 for Customer Engagement apps (online).

Add a license to a user account

  • We can license the user when we create the user account, or we can license the user later. 
  • Every user account  must be licensed that needs to access the online service.

 Important

Licensed users must be assigned at least one Dynamics 365 for Customer Engagement apps security role to access Customer Engagement apps.

About user licenses

  • Dynamics 365 for Customer Engagement apps uses user licenses to provide access to the user's organization. 1 user license per person with an active user record is needed for logging into the user's organization.
  • When  a new person is added, the New user account form displays the number of user licenses available. 
  • If the license limit is reached, the On button is no longer available. 
  • Additional licenses can be added by choosing Billing > Purchase Services from the left-side menu in the Microsoft 365 admin center.
  • An unaccepted invitation requires a user license until the invitation expires two weeks after it was issued.

Default D365 CE Plan License for new Users

Standard Users who are not Global Admin or Service Admin on the Admin Center:

  • When a user is assigned the Dynamics 365 Customer Engagement Plan license and is synced to an instance that has the Customer Service Hub app, the user is automatically assigned the Customer Service app access security role. 
  • There is no data access permission granted to this role. 
  • The administrator is still required to assign the appropriate security role to the user in order for the user to view and interact with the data.
  • The default security roles only give users Read access to apps that are installed in the instance. 

Users who are not Global Admin or Service Admin on the Admin Center:

  • When a user is assigned the role of the global administrator or the service administrator in the Microsoft Online Services environment, it automatically assigns the user the System Administrator security role in Dynamics 365 for Customer Engagement apps . 

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