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Best Practices - Admin - Owner

  • 1.  Best Practices - Admin - Owner

    GOLD CONTRIBUTOR
    Posted 10-26-2018 08:24 AM
    As an admin we have several workflows that list me as the owner; so I get a lot of emails asking me about "something I did" to their records. Of course I didn't do it so I had no knowledge of the change so I am wondering --Is the best practice to create a "system admin" or "generic" owner for these workflows?

    Do you as the admin or system administrator use yourself as the owner or something different? What is your best practice?

    Thanks for the feedback in advance!

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    Melita Bouchet
    Marketing Manager & CRM Technologist
    MGroup
    LaGrange GA
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  • 2.  RE: Best Practices - Admin - Owner

    TOP CONTRIBUTOR
    Posted 10-26-2018 09:04 AM
    Best practices is to have a  service account as the owner of the workflows.   Some people use the "Administrator" account but I think having a service account works best.

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    Beth Burrell , MCP - MCSE - MCT
    Director, Dynamics Business Operations
    Andosi
    Wesley Chapel FL
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  • 3.  RE: Best Practices - Admin - Owner

    TOP CONTRIBUTOR
    Posted 10-26-2018 09:04 AM
    Best practices is to have a  service account as the owner of the workflows.   Some people use the "Administrator" account but I think having a service account works best.

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    Beth Burrell , MCP - MCSE - MCT
    Director, Dynamics Business Operations
    Andosi
    Wesley Chapel FL
    ------------------------------



  • 4.  RE: Best Practices - Admin - Owner

    Posted 10-27-2018 03:12 PM
    Agree with Beth above.

    In general, we don't allow regular AD accounts to carry out any system-related modifications (or even to have write access) within CRM.
    Instead, we all have admin accounts (suitably named), which are then used appropriately.

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    EY Kalman
    Global CRM Manager
    Simon-Kucher & Partners
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  • 5.  RE: Best Practices - Admin - Owner

    SILVER CONTRIBUTOR
    Posted 10-29-2018 09:45 AM
    Agree with everyone here, we have a service owner account that we use to own processes and used to send email notifications. If you have a normal user as the owner of workflows, if they ever leave and their license is removed, all of the workflows they own stop functioning. It's quite the pain. We have a different account to own Power BI connections and will soon have another to own Flow connections for enterprise level functions.

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    David Craig
    Senior Dynamics 365 Application Specialist
    Blue Cross Blue Shield of Kansas City
    Kansas City MO
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  • 6.  RE: Best Practices - Admin - Owner

    GOLD CONTRIBUTOR
    Posted 10-30-2018 08:13 AM
    Are the service accounts administered differently than a user account would be? Do the service account still get assigned a Dynamics license? Or are they licensed in a different manner?  Thanks.

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    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Jupiter FL
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  • 7.  RE: Best Practices - Admin - Owner

    GOLD CONTRIBUTOR
    Posted 10-29-2018 12:16 PM
    On all projects I assign a service account as the owner of the workflows AND I make sure to discuss or evaluate who the workflow is "running under" so that the workflow also honors the appropriate security.

    Service accounts can sometimes be hard to get so that sometimes becomes a variable.


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    Anne Stanton
    Architect
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  • 8.  RE: Best Practices - Admin - Owner

    TOP CONTRIBUTOR
    Posted 10-30-2018 09:53 AM
    Hi @Melita Bouchet,
    Another thread has been running in tandem about the same question, would be worth reading just in case there is anything in addition to what people have posted on your thread.​

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    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
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  • 9.  RE: Best Practices - Admin - Owner

    TOP CONTRIBUTOR
    Posted 10-30-2018 04:57 PM
    Do you have a Service account you can use? If not, can you get one? :)

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    Heidi Neuhauser
    Beringer Associates, Inc.
    Green Lane PA
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  • 10.  RE: Best Practices - Admin - Owner

    GOLD CONTRIBUTOR
    Posted 10-31-2018 11:29 AM
    What makes the service account different from a user account? Is it administered differently? Does it use a different Dynamics license type?

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    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Jupiter FL
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  • 11.  RE: Best Practices - Admin - Owner

    TOP CONTRIBUTOR
    Posted 11-01-2018 08:27 AM
    Hi @Mary Cunningham,
    Our Service Account is assigned a Professional licence and given the System Administrator security role in Dynamics.  See below of how it differs from my user profile in the o365 admin centre.

    For some of our processes the Service Account does own records temporarily when they are created before another processes re-assigns them.  Our Service Account as "Read-Write" access because of this.  This post from 2016 talks about non-interactive Service Accounts which may be of interest.

    Hope this helps.

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    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
    ------------------------------



  • 12.  RE: Best Practices - Admin - Owner

    GOLD CONTRIBUTOR
    Posted 11-02-2018 08:28 AM
    Thanks @Mark Aston.   I was hoping that perhaps Microsoft had offered a way to setup a service account without having to use one of the professional licenses.     We have an account setup the same way, so but wanted to make sure I didn't miss something with that setup.

    Mary

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    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Jupiter FL
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