A user is someone, usually employed by your organization, who needs access to the CRM system.
In this section we will cover:
• Introduction to user management
• Creating and managing users
Introduction to user management
In this section we will cover:
• Importance of managing users
Importance of managing users
Depending on the number of users in your deployment, user management can be an occasional task for the CRM system administrator or a continuous workload for the CRM system administration team.
There are several reasons why user management is important:
• Maintaining users in the correct business unit and with the correct security roles ensures that they have access only to the privileges and records that they are entitled to according to your security policies.
• Maintaining the access modes and license types for your users and purchasing the appropriate client access licenses ensures that your organization complies with its Microsoft license agreements.
• Maintaining the correct manager for each user ensures that any escalations will work correctly. For example, you might have a workflow rule that notifies a user’s manager when one of the user’s cases or opportunities meet certain criteria.
• Maintaining teams correctly can simplify the task of assigning security roles to specific users and supports the sharing of records between users.
• Reports are often based on business units and/or teams. If users are not assigned to the correct business units or teams, management reports will be incorrect.
In order to log in to Microsoft Dynamics CRM, a user must have a user account in the CRM organization and must be authenticated by an authentication service.
Different authentication services are used depending upon the type of deployment, however, these are not within the scope of the MB2-866 exam. This book assumes you are working with an on-premise deployment and using Active Directory as your authentication service.
Note: Deployment and authentication options
The Microsoft Dynamics CRM 2011 Implementation Guide provides information for planning, deploying, and supporting the alternative deployment and authentication options (http://www.microsoft.com/en-us/download/details.aspx?id=3621).
In a typical on-premise deployment, when the user opens the Microsoft Dynamics CRM web client or Microsoft Dynamics CRM for Outlook, the user’s network login credentials will be automatically passed to Active Directory for authentication. This is known as single sign-on.
Different access modes and license types depending on the type of deployment are available.
Note: Need to know – licensing
With many different deployment options, access modes, and license types available, we could write a whole book about the Microsoft Dynamics CRM licensing. The information provided in this section describes what you typically need to know for the MB2-866 exam.
The access modes available within an on-premise deployment are as follows:
• Read-Write: This is the typical access mode assigned to most users. Users with the read-write access type can work with all records according to their security privileges.
• Administrative: This access mode provides users with access only to the Settings area and it does not consume a license.
• Read: Users with this access mode can read the records according to their security privileges, but cannot create, update, or delete any records.
Full or limited client access licenses need to be purchased for all users with a read-write access mode. Limited client access licenses need to be purchased for all users with a read access mode.
The client access license (CAL) types available within an on-premise deployment are as follows:
• Full: This is the license type assigned to most users. Users with the full license type can create, read, update, and delete all records according to their security privileges.
• Limited: This license type allows users to work with a subset of entities.
• Device Full: Devices with the device-full license type can be shared by users to work with all records according to their security privileges.
• Device Limited: Devices with the device-limited license type can be shared by users to work with a subset of records.
• Employee Self-Service: This license type provides limited read and write access to entities through a custom user interface that accesses the CRM API.
External connector license
For an on-premise deployment, client access licenses are required for each named user. Microsoft considers all employees and people acting like an employee (agency staff, affiliates, contractors, or consultants) to be users, and they each need their own CAL.
Client access licenses are not required for people who are not employees and who access the CRM features and data through a custom user interface such as a customer, partner, or supplier portal. Instead, an external connector license for each CRM server in the deployment is required.
This is a part of Configuring Organization Structure chapter from MB2-866 Microsoft Dynamics CRM 2011 Customization and Configuration Prep course. More lessons in this chapter are
The Practice tests included in this course are: