Manage users

Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM 2016, Dynamics CRM Online

How you manage users, including creating new users and assigning security roles, depends on the version of Microsoft Dynamics 365 that you have.

In This Topic

Manage users in Dynamics 365 (online)

Manage users in Microsoft Dynamics 365 (on-premises)

Manage users in Dynamics 365 (online)

To manage users with subscriptions through the Microsoft Dynamics 365 (online) environment, see Create users and assign Microsoft Dynamics 365 (online) security roles.

Manage users in Microsoft Dynamics 365 (on-premises)

With Microsoft Dynamics 365 (on-premises), you can add users to your organization one at a time, or add multiple users at the same time by using the Add Users wizard.

Add a user

1. Go to Settings > Security.

2. Choose Users.

3. On the toolbar, choose New.

4. On the New User page, in the Account Information section, specify the User Name for the user.

5. In the User Information section, specify the Full Name for the user.

6. In the Organization Information section, verify the Business Unit for the user.

7. Follow the step for the task you’re doing:

   • To save the information for the new user, choose Save.

   • To save the information for the user and add another user, choose Save & New.

   • To add another user without saving the information you entered for the user, choose New, and then in the Message from webpage dialog box, choose OK.

   Next, you’ll need to assign a security role to the newly added user. See “Assign a security role to a user” later in this topic.

Add multiple users

You can add multiple user records for the same set of security roles by using the Add Users wizard. Any users you add must be in the Active Directory directory service.

1. Go to Settings > Security.

2. Choose Users.

3. On the toolbar, choose New Multiple Users.

   The Add Users wizard opens.

4. On the Select Security Roles page, select one or more security roles, and then choose Next.

5. On the Select Access and License Type page, under Access Type, select the appropriate access type for this set of users.

6. Under License Type, specify the license type for this set of users.

7. Under Email Access Configuration, specify how this set of users will access incoming and outgoing email messages, and then choose Next.

8. On the Select Domain or Group page, specify to select users from all trusted domains and groups or users from a particular domain or group, and then choose Next.

9. On the Select Users page, type a part of the name of user you want to add to Microsoft Dynamics 365. Use semi-colons between names.

   Note

   You can also use Look Up to select users. More information: How Inline Lookup Works

10. Choose Create New Users.

11. On the Summary page, review the information about the user additions, and then follow the step for the task you are performing:

    • To close the Add Users wizard, choose Close.

    • If you need to add more users, for example with a different set of security roles, choose Add More Users to begin the wizard again.

    Note

    To edit a specific user record, close the wizard, and then open the user record from the list.

Assign a security role to a user

After you create users, you must assign security roles for them to use Microsoft Dynamics 365. Even if a user is a member of a team with its own security privileges, the user won’t be able to see some data and may experience other problems when trying to use the system. More information: Security roles and privileges

1. Go to Settings > Security.

2. Choose Users.

3. In the list, select the user or users that you want to assign a security role to.

4. Choose More Commands () > Manage Roles.

   Only the security roles available for that user's business unit are displayed.

5. In the Manage User Roles dialog box, select the security role or roles you want for the user or users, and then choose OK.

Enable or disable users

Enable a user

1. Go to Settings > Security.

2. Select Users.

3. Select the down arrow next to Enabled Users, and then choose Disabled Users.

4. Select the checkmark next to the user you want to enable, and on the Actions toolbar, select Enable.

5. In the Confirm User Activation message, select Activate.

Disable a user

1. Go to Settings > Security.

2. Choose Users.

3. In the Enabled Users view, select the checkmark next to the user you want to disable.

4. On the Actions toolbar, select Disable.

5. In the Confirm User Record Deactivation message, select Deactivate.

Update a user record to reflect changes in Active Directory

When you create a new user or update an existing user in Microsoft Dynamics 365 (on-premises), some fields in the Dynamics 365 user records, such as the name and phone number, are populated with the information obtained from Active Directory Domain Services (AD DS). After the user record is created in Dynamics 365, there is no further synchronization between Active Directory user accounts and Dynamics 365 user records. If you make changes to the Active Directory user account, you must manually edit the Dynamics 365 user record to reflect the changes.

1. Go to Settings > Security.

2. Choose Users.

3. In the list, select the user you want to update, and then choose Edit.

The following table shows the fields that are populated on the Dynamics 365 user form (user record) from the Active Directory user account:

* The Dynamics 365 Address field is comprised of the values from the City and State/province fields in Active Directory.

Privacy notice

As you assign security roles to your users, you will enable access and the ability to extract your data. Access is enabled through multiple clients (such as Dynamics 365 for Outlook, Dynamics 365 for tablets, and web client). You may administer these access privileges by configuring your users’ security roles or entity attributes.

See Also

Security roles and privileges
Manage security, users, and teams
Manage teams
Manage passwords

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