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Course 81071AE: Deployment in Microsoft Dynamics 365
Course Introduction
Hello, and welcome to the deployment in Microsoft Dynamics 365 course. This course will focus on the following objectives. First, we will spend some time getting started with Dynamics 365 and get some important items out of the way, such as licensing and some basics regarding data import. We will then move to Module 2 where we dive deeper into Dynamics 365 subscriptions and how to manage them. We will then break a subscription into instances and learn the details behind administrating these instances, including those times when we have to get them upgraded to the newest version of Dynamics
- After that, we will focus on the details behind integrating Dynamics 365 with other Microsoft Online Business solutions. We will tackle the new concept of Dynamics 365 apps, learn how to interact with Dynamics 365 via Microsoft Outlook, and we will wrap up the course learning how mobile devices can be leveraged to access all of the functionality available to Microsoft Dynamics 365 users.
Contents
1 Module 01: Getting Started with Microsoft Dynamics 365...................... 5
1.1 Module Overview.................................................................................... 5
1.2 Overview of Microsoft Dynamics 365..................................................... 5
1.3 Accessing Microsoft Dynamics 365........................................................ 6
1.4 Requirements......................................................................................... 6
1.6 Planning a Deployment.......................................................................... 10
1.7 Import Data............................................................................................ 10
1.8 Module Review....................................................................................... 11
1.9 Test Your Knowledge: ............................................................................. 12
2 Module 02: Manage Microsoft Dynamics 365 Subscriptions................... 13
2.1 Module Overview.................................................................................... 13
2.2 Signing-up for a Subscription................................................................. 13
- 2.3 Managing users...................................................................................... - 2.4 Microsoft Online Services Administration............................................... - 2.5 Module Review....................................................................................... - 2.6 Test Your Knowledge:..............................................................................
- 3 Module 03: Manage Microsoft Dynamics 365 Instances......................... - 3.1 Module Overview.................................................................................... - 3.2 Overview of Instances............................................................................ - 3.3 Administration Mode.............................................................................. - 3.4 Working with Tenants............................................................................. - 3.5 Managing storage................................................................................... - 3.6 Managing administrative email notifications.......................................... - 3.7 Module Review.......................................................................................
- 4 Module 04: Managing Microsoft Dynamics 365 Upgrades...................... - 4.1 Module Overview.................................................................................... - 4.2 Update Policy......................................................................................... - 4.3 Customer Driven Upgrade Process......................................................... - 4.4 Module Review....................................................................................... - 4.5 Test Your Knowledge:
- 5 Module 05: Integration with other Microsoft Online Business Solutions. - 5.1 Module Overview.................................................................................... - 5.2 Microsoft Exchange Online..................................................................... - 5.3 Microsoft SharePoint Online.................................................................... - 5.4 Microsoft OneDrive................................................................................. - 5.5 Microsoft OneNote.................................................................................. - 5.6 Microsoft Social Engagement................................................................. - 5.7 Yammer, Office 365 Groups.................................................................... - 5.8 Module Review....................................................................................... - 5.9 Test Your Knowledge:
- 6 Module 06: Managing Microsoft Dynamics 365 Apps............................. - 6.1 Module Overview.................................................................................... - 6.2 Introduction to My Apps......................................................................... - 6.3 App Management................................................................................... - 6.4 Getting more apps from AppSource....................................................... - 6.5 Overview of PowerApps.......................................................................... - 6.6 Module Review....................................................................................... - 6.7 Test Your Knowledge:
- 7 Module 07: Microsoft Dynamics 365 integration with Microsoft.............
- 7.1 Module Overview....................................................................................
- 7.2 Overview of CRM for Outlook.................................................................
- 7.3 Configure CRM for Outlook.....................................................................
- 7.4 Field Synchronization Management........................................................
- 7.5 CRM App for Outlook..............................................................................
- 7.6 Module Review.......................................................................................
- 7.7 Test Your Knowledge:
- 8 Module 08: Configure and Manage Mobile Devices................................ - 8.1 Module Overview.................................................................................... - 8.2 Mobile Device Apps................................................................................ - 8.3 Exploring Mobile Only Configuration...................................................... - 8.4 Module Review....................................................................................... - 8.5 Test Your Knowledge: - 8.6 Course Review........................................................................................
- 9 Practice:
- 9.1 Configure entities for mobile apps.........................................................
- 9.1.1 Scenario.......................................................................................
- 9.2 Set default synchronization method.......................................................
- 9.2.1 Scenario.......................................................................................
- 9.2.2 Connect to the Dynamics 365 Online instance............................
- 9.2.3 Navigate to the Email tab on System Settings.............................
- 9.2.4 Change the default synchronization methods..............................
- 9.2.5 Apply the defaults to existing mailboxes......................................
- 9.3 Review approval settings.......................................................................
- 9.3.1 Scenario.......................................................................................
- 9.3.2 Connect to the Dynamics 365 Online instance............................
- 9.3.3 Navigate to the Email Configuration area....................................
- 9.3.4 Review the approval settings.......................................................
- 9.4 Configure forward mailbox record..........................................................
- 9.4.1 Connect to the CRM Online instance............................................
- 9.4.2 Navigate to mailboxes.................................................................
- 9.4.3 Create the forward mailbox record...............................................
- 9.5 Review alerts..........................................................................................
- 9.5.1 Scenario.......................................................................................
- 9.5.2 Connect to the Dynamics 365 Online instance............................
- 9.5.3 Navigate to a mailbox record and review alerts...........................
- 9.5.4 Reject the email address..............................................................
- 9.5.5 Approve the email address..........................................................
- 9.5.6 Review alerts in the Sales area....................................................
- 9.6 Practice 10.1: Customize the account entity..........................................
9.6.1 Scenario....................................................................................... 57
9.6.2 Connect to the Dynamics 365 Online instance............................ 57
9.6.3 Navigate to the default solution................................................... 57
9.6.4 Add the Review Date to the account entity.................................. 57
9.6.5 Add the Review Date field to the account form............................ 58
9.6.6 Add the Review Date field to the Active Accounts view............... 58
9.6.7 Publish changes........................................................................... 58
9.6.8 Test the changes.......................................................................... 59
Module 01: Getting Started with Microsoft
Dynamics 365
Module Overview
So let's start the course with Module 1. In this module, I'll start by describing the different ways to access Microsoft Dynamics 365. We will spend some time learning about licensing plans available, walk through important things to know when planning a deployment, and detail best practices to follow when importing data into a Microsoft Dynamics 365 deployment.
Overview of Microsoft Dynamics 365
Microsoft Dynamics 365 unifies customer relationship management and enterprise resource planning capabilities into applications that work seamlessly together across sales, customer service, field service, operations, financials, marketing, and project service automation. These critical path tools will be working under a single common data model. The ability for these applications to work together and integrate seamlessly is a great benefit for tons of organizations out there. However, organizations without the need for the complete set of functionality available via Microsoft Dynamics 365 can still benefit from the flexibility and affordability built into the Cloud solution by purchasing licenses that allow users to leverage the limited functionality they need and add access to more applications in the future as the business grows and the reach of Dynamics 365 grows within the organization. We will have more information regarding licensing later in this module. All of the description in instance management, including licensing, is performed in the Office 365 platform and the Office 365 admin center. Although this course is focused on Microsoft Dynamics 365 hosted on the Microsoft Cloud, there is also a version of Microsoft Dynamics 365 On Premise that can be hosted and managed internally or accessed via a partner hosted subscription.
browsers in OS combination wouldn't be supported doesn't mean that accessing Dynamics 365 will be impossible. It just means that the Microsoft Dynamics 365 product team didn't test every possible combination of operating system and browser available in the market. Now, these details are all dependent on the minimum and recommended hardware requirements as well. For example, the minimum requirements for the Web Client includes a 1.9 gigahertz dual core processor with SSC-2 instruction set, 2 gigabytes of RAM, and a super VGA monitor with a resolution of 1024 by 768, at a minimum. The recommended requirements bump the process to 3.3 gigahertz and the memory to 4 gigabytes or more. Most modern PCs would surpass these minimum requirements and even the recommended ones. So you don't typically find yourself struggling with meeting these requirements. However, if you need to acquire new PCs for users who will be accessing Dynamics 365, don't purchase PCs with the minimum set of requirements; because even though the functionality will work, the processing time could affect the user experience. In situations when I've had to select the PCs for all of the users who access Dynamics 365, I always remember one important user experience fact -- minimum requirements equals minimum performance. So plan accordingly. In addition to Windows Server 2012 and 2012 R-2 being available to run Microsoft Dynamics 365 for Outlook as a remote desktop services application, Windows 7 with Service Pack 1, Windows 8, 8.1, and Windows 10 are all supported in the 32 and 64-bit versions. Microsoft Outlook for Microsoft Office 365 as well as 2016, 2013, and 2010 are all supported, and either Internet Explorer 10 or 11 wrap up the list of software prerequisites to operate the Microsoft Dynamics 365 for Outlook Client. Also, in addition to the software requirements needed for the Web Client, users will also need a minimum of 1.5 gigabytes of available hard disk space, with two or more gigabytes of free space recommended on a hard drive running at 7200 RPM or more. Now, after seeing the Internet Explorer 10 or 11 are required to install and use the Microsoft Dynamics 365 for Outlook Client, you might be wondering, well, what happens if I want to access the Outlook Client functionality from the Outlook Mail Client on my phone or AloWeb access or even a Mac. The requirements we described on the previous slide apply to what we call the traditional Outlook Client, which, as we mentioned, it's an add-in each user has to install and configure to be able to synchronize Dynamics 365 records with Outlook folders and also to access some of the functionality and data from Dynamics 365 while offline. There is a way for users to be able to synchronize Dynamics 365 records with Outlook folders and access Dynamics 365 capabilities from their phones, AloWeb access, or even Microsoft Outlook running on a Mac, and this solution is called the Dynamics 365 app for Outlook. This solution is enabled on the server side instead of the user's PC, and by doing this, not only it loads much faster for users but also insures that the functionality is available on all of the different platforms Microsoft Outlook is available on. Here, you can see the app loaded on the right pane within Microsoft Outlook, and notice the ability to track the email, set regarding, and all of the related information from Dynamics 365 related to the people included in the email. Although we won't have the opportunity to dig deeper into this app within this module, we will dig a little deeper into the functionality of this app within this course. I believe it is important that you're aware of it, so you can plan how you provide access to this important set of functionality to all users within your organization during the deployment of Microsoft Dynamics 365. We will dive deeper into all of the moving parts of the app for Outlook in Module 7. Users can access Microsoft Dynamics 365 data from mobile devices in different ways. They can install and use the apps for Windows, IOS and Android mobile devices, or they can run the Dynamics 365
web app on the device's preferred browser. On this table, you can find all of the supported platforms and the methods used to access Microsoft Dynamics
- Now, keep in mind that these devices must have a minimum one gigabyte of RAM available. Users who try to view Microsoft Dynamics 365 on an unsupported browser may be redirected to Microsoft Dynamics 365 For Phones Express. This is a basic service that has limited functionality and isn't intended to serve as a substitute for the full feature set of the Microsoft Dynamics 365 app for phones or tablets. It is recommended that users choose a supported browser or a Microsoft Dynamics 365 app specific to the device. When it comes to tablets, downloading and installing the app is the best way to access Microsoft Dynamics 365. However, the web browser on the tablet can also be used. We will explore some of the functionality that will not be available if a browser is used in a couple of minutes. All tablets running Windows 8 or later, with one gigabyte or more of memory and a 720- P resolution are supported, and the best experiences are achieved via the app downloaded from the store. When it comes to iPads, IOS 7 through 10 are supported on third-generation or later iPads with a nine-inch screen or larger. Now, there are plenty of tablets with a screen of seven inches or more running Android in the market and Microsoft supports access to Dynamics 365 on the Samsung Galaxy Tab 4 and S running Android 4.4, Samsung Galaxy Tab 3 running Android 4.2.2, Samsung Galaxy Note 10 running Android 4.3, the Google Nexus 10 running Android 4.2, 4.4 and 5.0, and finally, the Asus Transformer Pack Infinity TF-700 running Android 4.2. Now, I understand that trying to remember the brands and models of tablets running the different operating systems can be a little overwhelming and you might be inclined to recommend using the web browsers within the tablets instead. It is true that you can access Microsoft Dynamics 365 in the default web browser on any of the supported tablets listed earlier and using Microsoft Dynamics 365 on a web browser on an Apple or Android mobile device provides a similar experience to using it with a web browser on a desktop or a laptop computer. However, some features are not going to be available. Like for example, Paint and Zoom, Yammer, reports, customizations or editors, system settings, advanced find, process dialogs, Skype For Business presence, adding attachments to notes for Apple iPad users with Dynamics 365 On Premise, entities that use Classic Form, such as goals, for example. So keep that in mind when considering to bypass the app altogether and using the browser instead. All the minimum and recommended requirements covered in this module are current by the time of this recording, which happened shortly after general availability of Microsoft Dynamics 365, but always make sure you refer to TechNet for the latest details regarding supported technologies. Now, let's talk a little bit about licensing. In the Dynamics 365 world, there are two editions, a business edition and an enterprise edition. The business edition is optimized for 10 to 250 employees, particularly the 10 to 100 employee segment. It will contain Project Madeira, which will be called Financials, as well as the sales and marketing application. It will be Cloud only and it has a 300-seat maximum, which aligns to what you're familiar with on the Office 365 side. The enterprise edition is optimized for 250 or more employees. It will include the CRM Online at AX products you know today. It includes Online and On Premise dual-user rights, so customers don't need to move online to move to Dynamics 365, and it contains a 20-user minimum on offers which include AX. There is no CRM seed minimum. With Dynamics 365, Microsoft did not only evolve their product strategy, they've also tried to reinvent their approach to pricing and packaging. The predominant licensing motion will continue to be per user, but in the future users will be grouped in two categories. The first category is your live users. This is the broad user base that
without the need of any additional license. A device license allows any number of individuals to access this service using the same device, logging in through a shared device ID, such as Kiosk1(at)Microsoft.com. Accessing via a shared device means the users will not have to individually be tracked or auditable, which means that this will make more sense for customers who don't need to track a particular user or who are in a scenario with shared equipment. And of course, organizations can have a mix of user and device subscription licenses.
Planning a Deployment
As you start planning a deployment, you need to keep a couple of items in mind. A Microsoft Dynamics 365 implementation can be a significant undertaking, depending on the nature of the project. So it is important that the implementation is carefully and thoroughly planned. Most deployments of Dynamics 365 originate from another system, such as Dynamics CRM On Premise. So you need to consider how the data will be imported into Dynamics 365. We will discuss a couple of ways to import data in this module. Another thing to keep in mind is that Dynamics 365 comes with tons of amazing functionality that can make a huge impact on the business outcomes of any organization. So it is important to analyze those business requirements and think of ways to leverage the newly available functionality to drive the business to better achieve those requirements. Depending on the age and data quality best practices followed by the organization, migrations can include large amounts of data. So thinking about how much storage will be required right now and in the future is always important. Once the data is in the system, you need to think about which users will be accessing the data and what will they be able to do with the data they can access. So before the migration takes place, take some time to plan the levels of access to entities and other features. As with every Dynamics 365 deployment, it is important that the organization has access to other environments to conduct development and training amongst other functions without affecting or using the production environment. In addition to production and non-production instances included in the Dynamics 365 subscription, it is recommended to leverage another instance for training or dev purposes. As we discussed over the last few slides, licensing in Dynamics 365 is very flexible. So take the time to plan which users will be light, which users will be full, and from those, which ones will require access to an app or need to be bumped up to a plan. Take advantage of the mix-and-match capabilities of Dynamics 365 licensing if it meets your business requirements. Lastly, we only get one shot at a first impression. If you plan for users to log in using their internal credentials, please make sure you plan to implement single sign-on. This will prevent users having to learn a new set of credentials to log into Dynamics 365 and then later have to change it back to their internal credentials. Plan early to insure a seamless transition to the users.
Import Data
Most Microsoft Dynamics 365 deployments require bringing in existing data. There are several ways to import data. You can use the import data wizard in the web application for simple scenarios. You can programmatically
import data using the SDK, but this will require some development, which is typically reserved only for complex migrations. There are several third- party tools you can use to perform the migration or you can use the service from Microsoft called the Data Loader Service. Lastly, a new service called the On Premise to Online Conversion Service allows organizations to migrate from Microsoft Dynamics 2011 On Premises and above to Dynamics 365. Let me show you how this new service operates. Now, before we get started, I want you to keep in mind this service is available at this point in private preview only, but once it's generally available, this service will allow organizations to use a copy of their internal Microsoft Dynamics CRM database by uploading it into a staging area in Microsoft Azure, where checks will be run to insure the customer organization is in a supported state before getting customizations, configuration data, and entity data migrated to Dynamics 365. Depending on the version of Dynamics CRM the organization is migrating from, the process will be different, as you can see on this slide. Also, it is important to understand that there is a built-in validation service that will allow organizations to convert and fix their unsupported customizations in order to migrate them into Dynamics 365. In planning the import, there are several things that you need to consider. First, how much legacy data do you need to bring into Dynamics 365? Is it all of the data, some, or maybe even none? It's not unheard of for organizations to start from scratch. You might apply a data cutoff; so the data that is older than, say, three years is ignored in the import process. Do not underestimate the time needed to export and import data. The time to import data not only includes getting the data into the right format for input but also the time it takes to actually import the data. For very large datasets, it can literally take days for the data to be imported. Also, when are you going to cleanse the legacy data? You could do this before the import or you might say let's just bring all this data into Dynamics 365 and then do the cleansing afterwards. I always recommend organizations to clean the data before the import, but there are some cases where that process is not possible, either due to the amount of sources of data and the feasibility of bringing it all together in one place to get it clean or it could be due to the way the customer is choosing to import their data into Dynamics 365. Some customers even want to enter the data manually, so they can apply data quality rules as they enter it into the system. And also, bear in mind that some record types require special consideration. For example, quote records cannot be imported in a state other than draft. So if you are already using CRM 2016 On Premises, for example, and you have quotes that go back many years, you will need to figure out a way of how to bring them in and get them into the right status. Speaking of how long data can take to be imported, the data loader is a service provided by Microsoft to help customers with large volumes of data migrating into Dynamics 365. The service is provided as part of LifeCycle Services for Dynamics. The idea behind this service is for organizations to host the data that needs to be imported on Azure on the same data center where their Dynamics 365 instance is hosted. By doing this, organizations can achieve amazing speeds during data import. I have personally seen 500 records imported per second. So even on a dataset of several million records, using data loader can cut the import time dramatically.
Module Review
In summary, this module focused on the information that helps us getting started deploying Dynamics 365. We spent some time describing different
B. 10GB
C. 50GB
D. Unlimited
Answer : 10GB
Explanation : All subscriptions include 10GB. Additional storage is available for purchase of
depending amount of users.
Reference : Licensing Plans
Module 02: Manage Microsoft Dynamics 365
Subscriptions
Module Overview
Module 2 tackles those actions that take place when we're signing up for a brand new subscription of Microsoft Dynamics 365. We will focus on the process to sign up for a new subscription, understand the management tasks that we can perform on user accounts from the Office 365 admin center, as well as some of the best practices when it comes to authorization in Dynamics 365 once the user account is synchronized, and we will walk through the details behind the different Microsoft Online Services administrative roles that allows us to leverage decentralized command principles when managing our subscription.
Signing-up for a Subscription
There are several ways to sign up for a subscription, but regardless of how the customer signs up, all subscriptions are managed through Microsoft Online Services, also known as the Microsoft Office 365 portal. Organizations can buy a subscription through that portal and also directly from within a 30-day trial of Microsoft Dynamics 365. Also, if the organization has an active volume license agreement with Microsoft, a new subscription can be created through that agreement. Although subscriptions can be purchased and are always managed through the Microsoft Office 365 admin center, a subscription to Office 365, although encouraged, is not required. Organizations enter contracts with Microsoft for Microsoft Dynamics 365 subscriptions and one of the things that comes up once in a while is an organization wondering what's the process if they wanted to cancel their Microsoft Dynamics 365 subscription. Although new subscriptions can be easily enabled on the Office 365 admin center, cancellations are handled by billing support, and depending on the service terms and how much time is left in the agreement, the organization might be charged a cancellation fee. Cancellation fees don't apply to organizations looking to move from Microsoft Dynamics 365 Online to Microsoft Dynamics 365 On Premise or partner-hosted. Microsoft calls this procedure the power of choice. When an organization can justify a move to On Premise, they typically contact the customer service team and request a backup of their Dynamics 365 database for a trial power of choice migration. This backup
will allow the organization to perform a full migration of their online instance into an On Premise environment. After testing has been completed and On Premise licensing has been started, the organization can request a final backup for a power of choice migration, at which point the backup will be provided and the subscription to Microsoft Dynamics 365 will be cancelled without penalty. The cancellation of the online subscription disables the instances, which means the data within that instance will be deleted 30 days later. It is important for the organization not to request their final power of choice backup before first deciding if there's any data that needs to be exported before the instances become disabled. And of course, any other online subscription the organization has, such as Office 365, for example, will not be affected by the move to Dynamics 365 On Premise. In addition to new subscriptions, the Office 365 admin center allows organizations to purchase add-ons to be added to the subscription. Additional products such as Microsoft Flow or Premier Support can be added through the purchase service section in the Office 365 admin center. In addition to services, organizations can also acquire additional instances and even storage to be added to their existing subscription. All of these capabilities are enabled on the Office 365 admin center.
Managing users
Users are also managed on the Office 365 admin center, where administrators can add users, manage the licenses to grant access to those users to the different services the organization has acquired, and of course, Microsoft Dynamics 365 users fall under this category. This means that Microsoft Dynamics 365 users have to be created as users in the Office 365 admin center and the right Microsoft Dynamics 365 license must be assigned to the user before synchronization takes place and the user is created inside Microsoft Dynamics 365. Once the user account has been created and a license has been assigned, the user is able to complete the first step to access Dynamics 365 functionality authentication. After the user is authenticated, the second and final step needed to reach Dynamics 365 data and functionality is called authorization. Authorization occurs when at least one security role has been assigned to the user. The single or multiple security roles assigned to that user will be used by Dynamics 365 to determine the level of authorization a user has inside an instance. Everything from the ability to edit their own personal settings to which records they can see and the actions they can perform with those records is controlled by the authorization process. Unlike Dynamics 365 On Premise, enabling and disabling a user is not performed in the web application but in the Office 365 admin center. This means that administrators can control who has access to Dynamics 365 by simply enabling and disabling the user account on the Office 365 admin center. This is specially useful when a user takes a leave of absence and even when users leave the organization. There are many Microsoft Dynamics 365 actions we can perform on the Office 365 admin center. So let me show you a few of them. We will walk through creating users in the Office 365 admin center, assign to and remove licenses from those users, resetting the user's password and a couple of other user account management functions, and also how to find the users you have disabled in the past through the Office 365 admin center. Let me show you. To add a user, we're going to navigate to the Office 365 admin portal. You do that by going to portal.office.com, and in here we're going to go into the admin center by clicking on admin. Once the system loads up, you've got a couple of messages welcoming you to the admin center if it's the first
we talked about was the fact that removing a license will make sure that the user becomes disabled. So let's take a look at how that works. So we're going to go back to our portal and the office admin center and we're going to navigate back to my active users and select John. Now, there are a couple of ways to decline -- or I guess remove access to Dynamics 365. One of them would be to simply delete the user, which will basically accomplish the same. On the Dynamics 365 side, it will make the user disabled. It will not remove the user from Dynamics 365; users are never deleted, but the user will be disabled and the license available or assigned to this user will become available for assignment to other users. The other way that we can also, I guess, prevent John to be able to log in or to access Dynamics 365 is by editing the license that is available to him. So I can go ahead and remove Dynamics 365 Plan 1 and click on save. Now, again, the changes we are making are on the Office 365 admin center, which means that it takes a couple of seconds for that change to synchronize between the admin center -- Office 365 admin center and Dynamics 365, but let's go back and take a look and see if John has been disabled as a user. Now, before I do that, notice that the user's status already changed to on-license. That means the user hasn't really received any access to any other subscription -- or any subscription for that matter in Office 365. So every time you have a user that doesn't have any license assigned to him or her, you will see the word on-license from here, and that is basically telling you that they don't really have access to any subscription. So let's go into Dynamics 365 again, and notice that we are on the enabled users view, which is the view that we left behind. So now I'm just going to go ahead and refresh, and you notice that the user John has disappeared from the enabled users list. However, if I go back into my views and all the different options, I can go into disabled users. You notice that there are some sample users in here, because I'm using a trial of Dynamics 365, but one of the users that has been disabled is John Doe. Now, notice that even though he has been disabled, the role assignment and all of the basically settings that I have created before will remain with the user, which means that if John was taking a leave of absence or he was out for a while, I can always remove the license, use it with another user, and then give it back to John or maybe purchase some extra licenses if that license has been permanently assigned to another user. But that's the idea, that we can remove the license, make sure the user is disabled in Dynamics 365, keeping all of the history attached to that user, and then when the user comes back, if he or she comes back, we're able to reassign the license and bring the user back from disabled into enabled. When organizations deploy Microsoft Dynamics 365, there are many cases where integrations with other systems, such as ERP systems, need to be established. In those cases, organizations can leverage the power of non-interactive users. Non-interactive users are user records that can be used for programmatic access to Dynamics 365. This means having a user account not used by a human but, rather, a data integration solution. These users don't require a license and organizations can have up to five non-interactive users that can be leveraged for those data integration scenarios. So there's plenty of opportunity for multiple integration points. As we mentioned earlier, once the user accounts have been created in the Microsoft Office 365 admin center and the license has been assigned to them, users will synchronize through Microsoft Dynamics 365. Out of the box, user accounts created in the Office 365 admin center are authenticated by Azure active directory. This means that users will have a different set of credentials when logging into Microsoft Dynamics 365 than the ones they use to log into a corporate network. To reduce account administration, it is advised that organizations establish a federation or a trust between
their internal active directory and Azure active directory. This would also eliminate the need to remember separate account details by the users. The idea behind establishing the trust between the organization's internal active directory and Azure active directory is the users can log into Office 365, which includes Dynamics 365, with their internal user credentials. Account administration is reduced simply because users get to use the same user name and password they have been using to log into the corporate network until now. Any solution that improves efficiency on the user side will translate into reduced administration and management workload for the administrators. The integration between the organization's internal active directory and Azure active directory is achieved by leveraging active directory federation services. This service allows users to authenticate into their internal environment, rather than Azure active directory hosted in the Cloud. When this authentication happens at the PC level, the authentication token is passed through to Azure active directory and the user will be seamlessly logged into Office 365. This is a major convenience for all users with access to Microsoft Online Services solutions, such as Microsoft Dynamics 365. The process to enable the synchronization and trust has many steps. Some of the steps must be accomplished outside of Office 365, such as the need to deploy publicly trusted certificates and active directory trusts. So if you want to set up pass-through authentication and trust, this is the link you see on this slide for detailed step-by-step instructions and information.
Microsoft Online Services Administration
The permissions granted by administrative roles varies by Office 365 product, but, overall, the idea of Microsoft Online Services administrator roles is to allow other users to help manage the subscription, users, and services available to the organization. Users can be granted the global administrator role, which allows the users to perform any management or action available in the Office 365 admin center. There are also multiple custom administrator roles that can be leveraged when an organization wants to grant limited admin capabilities to a user on the organization. We have roles that, for example, allow users to reset other users' passwords, such as the password administrator role, which is a valuable asset to have in organizations where users forget their passwords often. Another example is the user management administrator, who's able to manage users and the licenses assigned to them. Again, these are just a couple of examples from all of the roles that may be available to an organization in the Office 365 admin center. When a user receives the global administrator or service administrator role, the user is automatically added to Microsoft Dynamics
- However, the access type for this user will be set as administrative, with the system administrator security role assigned for authorization purposes. Since these users are immediately synchronized, a license is not needed to allow these users to administer Dynamics 365. However, this type of access does not allow users to see any records on the sales, marketing, or customer service sections of Microsoft Dynamics 365. This means that for organizations that require their Dynamics 365 system administrators to work with and see all of the data and functionality stored in the instance, they must receive a full user license that grants them the ability to switch their access type from administrative to read-and-write. To wrap up this module, let's walk through the steps required to add users to Office 365 with administrator role or how to grant the new administrator role to an existing user. We will also switch to Dynamics 365 to make sure that the
Test Your Knowledge:
You add a user to Office 365 with the Service Administrator role. The user
can access Dynamics 365 Online but cannot view sales records. What
actions should you take?
A. Change the access type on the user record in Dynamics 365 to Read/Write
B. Assign the user a Dynamics 365 license
C. Assign the user at least one security role
D. Make the user an Office 365 Global Administrator
Answer : Assign the user a Dynamics 365 license and a security role.
Explanation : Users with the Service Administrator role are not added to Dynamics 365 until
assigned a license. Then a security role must be added. Adding a security role or a license by
itself is not sufficient.
Reference : Microsoft Online Services administrator roles
You have a Dynamics 365 Online subscription with 10 user subscription
licenses. In Dynamics 365 there are 10 users of which one is disabled.
You need to add a new member of staff to Dynamics 365. What should
you do first?
A. Create the user in CRM
B. Delete the disabled user in CRM
C. Purchase a user subscription license
D. Create the user in the Office 365 Administration Center
Answer : Create the user in the Office 365 Administration Center
Explanation : Users cannot be created or deleted in Dynamics 365. There is no need to purchase a license because one is available. The user must be first created in the Office 365
Administration Center.
Reference : Manage Users
How many non-interactive users can be created for an instance of
Dynamics 365 Online?
A. One
B. Five
C. Ten
D. Twenty-five
Answer : Five
Explanation : Only five users can marked as non-interactive
Reference : Non-interactive users
Module 03: Manage Microsoft Dynamics 365
Instances
Module Overview
Now that we have our subscription in place and all of the users are ready to go, let's spend some time learning about Dynamics 365 instances. We'll start with an overview of the different Dynamics 365 instances. We'll learn how to manage and administer them. We will walk through a few key items to keep in mind when working with tenants. We'll learn how to manage storage, and we'll wrap up the module by learning how to manage administrative e-mail notifications, which is a very important feature, especially when it comes to those times of the year when a new update of Dynamics 365 becomes available.
Overview of Instances
Organizations typically leverage multiple instances when deploying Microsoft Dynamics 365. These instances are used for diverse purposes, such as development, user acceptance testing, and production. The reason why instances can be used for different purposes is because each instance has its own database and settings which allows organizations to develop new functionality on a separate environment without modifying the functionality available to users inside the production instance. Having a separate database also means that the organization can upgrade them separately which is always a best practice. We will cover upgrading later on this course. Since some of the instances can be used for development or testing, the data needed to accomplish these tasks doesn't always have to match all of the data stored inside of the production instance. This means that each
