Creating a user in an on-premise deployment follows a slightly different process than the one outlined in this chapter. In an on-premise deployment, Microsoft Dynamics CRM uses active directory users for authentication to the database. In Microsoft Dynamics CRM Online, new users are authenticated with the Windows Live ID. The instructions in this chapter are valid for Microsoft Dynamics CRM Online.
Before you can add a new user, make sure that you have licensing to do so. If you have a 10 user license to Microsoft Dynamics CRM, adding the 11th user won’t work. Disabling a user, which is covered later in the chapter, will free up a license.
Outlook 2010/Internet Explorer:
In the Navigation Pane, click Settings and then Administration.
Click the Users option.
In the Records group of the ribbon, click the New button.
Choose a business unit and click Next.
Select a security role and click Next.
Enter the first name, last name, and e-mail address for the user. Click the Add button, followed by the Next button.
Click the Create New Users button.
Outlook 2003/2007:
In the Navigation Pane, click Settings and then Administration.
Click the Users option.
In the Records group of the ribbon, click the New button.
Choose a business unit and click Next.
Select a security role and click Next.
Enter the first name, last name, and e-mail address for the user. Click the Add button, followed by the Next button.
Click the Create New Users button.
If a user leaves the company, you can disable the user record. Disabling the user will remove him or her from the list of active users, and it will free the license for another active user. Once you disable a user, he or she will no longer be able to access the system.
Outlook 2010/Internet Explorer:
In the Navigation Pane, click Settings and then Administration.
Click the Users option.
Highlight the user that you’d like to disable.
In the Records group of the ribbon, click the Disable button.
Click OK to confirm.
Outlook 2003/2007:
In the Navigation Pane, click Settings and then Administration.
Click the Users option.
Highlight the user that you’d like to disable.
On the Users menu, click the Disable button.
Click OK to confirm.
If a salesperson leaves the company, you may want to reassign all of the former employee’s information to the incoming user. In bulk, you can reassign all record ownership from one user to another using this process.
Outlook 2003/2007/2010/Internet Explorer:
In the Navigation Pane, click Settings and then Administration.
Click the Users option.
Double-click the user whose records should be reassigned.
In the Actions group of the ribbon, choose the Reassign Records option.
Choose the Assign to another user option and choose the target user.
Click OK.
Security roles define a level of access to specific entities and actions within the database. A security role, for example, may allow users to delete contacts. It may disallow deletion of contacts. The role might restrict deletion of contacts to just contacts in the user’s business unit.
By creating custom security roles for each type of user in your database, you can very specifically restrict access to certain parts of the database. A customer service agent, for example, might have a greater level of access to cases, knowledge-base documents, and contracts. A salesperson might not be able to even see knowledge-base documents.
Outlook 2003/2007/2010/Internet Explorer:
In the Navigation Pane, click Settings and then Administration.
Click the Security Roles option.
On the Actions toolbar, click the New button to create a new security role.
In the Details tab, give your security role a name, and assign it to a business unit.
In each of the other tabs, specify the level of access that users assigned to this security role should have.
For example, in the Core Records tab, click the Create option for Account entities to allow creation of accounts.
Click Save and Close.
The security role defines what a user can and cannot do in the database. Users assigned a specific security role will be restricted by the limits of the security role. So, if a security role does not allow deletion of notes, any users assigned to the security role will not be able to delete notes.
Outlook 2003/2007/2010/Internet Explorer:
In the Navigation Pane, click Settings and then Administration.
Click the Users button.
Double-click a user.
On the left, click the Security Roles option.
In the Actions group of the ribbon, click the Manage Roles button.
Place a checkmark next to each role that should be assigned to this user.
Click OK, and then Save and Close.
Windows Live ID is the authentication system for CRM Online users. Instead of purchasing fixed-cost licenses, you will buy a number of users at a monthly fee. For more information, go to crm.dynamics.com.
Adding additional available licenses and additional gigabytes of storage to your CRM Online account is done within a central license area within CRM Online. You will likely need to be the billing administrator on your account to do any of this. If you run into problems, call 877-CRM-CHOICE, option 2.
Outlook 2003/2007/2010/Internet Explorer:
In the Navigation Pane, click Settings, Administration, and then Subscription Management.
Here you’ll have the option to add licenses or additional storage.
CRM Online uses a Windows Live ID for user authentication. Windows Live ID is the cross Microsoft authentication mechanism. You should have a Windows Live ID before you sign up for CRM online.
Internet Explorer:
Go to https://signup.live.com.
Follow the on-screen instructions to create a Windows Live ID.
