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Add non-licensed users to Dynamics 365

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  • 1.  Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 13 days ago
    Hi,

    We have a scenario, where we would like to be able to select non-licenced users in a custom user lookup. These non-licences users will not own any records in Dynamics 365 or have any access to the system. However, we would like to select them from the same list as the licensed user.

    Is this possible?

    ------------------------------
    BR,
    Niels
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  • 2.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 13 days ago
    @Niels Lønberg - You should be able to create a custom View to include all the Users no matter the Access Mode. Then you can change the "Default View" for the custom user lookup. Below is an example using the new Form editor.



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    Aaron Back, MCSE
    Sr. Microsoft Dynamics 365 Consultant
    www.acemicrotech.com
    _______________________________________
    CRMUG Board Member
    CRMUG Chapter Leader - Cincinnati, Ohio
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  • 3.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 13 days ago
    Thanks for your input @Aaron Back, MCSE.

    However, ​what I'm trying to achieve is actually a step earlier - it's not related to the lookup view itself. Right now, only users with a license are showing up in Dynamics 365 - which also kind of makes sense. However, I would like to include users that don't have a license.

    So the question is - how do I get them into Dynamics 365 in the first place if they don't have a licence? Do I need to use a security group, where I include all users?

    And another question - if the users don't have a license - can I still select them from lookups (not as owner)?

    I can see that some people are in the opposite situation :)

    ------------------------------
    BR,
    Niels
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  • 4.  RE: Add non-licensed users to Dynamics 365
    Best Answer

    Posted 12 days ago
    Hi Niels

    Step 1. Get yourself an unused licence
                      (If you have a spare licence or can temporarily remove a licence from a user or Buy a Team Member licence).
    Step 2. Allocate it to a user in O365 you want added to D365.  Wait for O365 to create the user in D365. This can take a few minutes - be patient.
    Step 3. Deactivate user in D365 (optional but tidy).
    Step 4. Take that licence off that user in Office365.
    Step 5. repeat steps  2, 3 and 4.

    Pete





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    Peter Hale
    Naish Pty Ltd
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  • 5.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 12 days ago
    Thanks @Peter Hale​,

    I'll give that a go.

    ------------------------------
    BR,
    Niels
    ------------------------------

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  • 6.  RE: Add non-licensed users to Dynamics 365

    Posted 12 days ago
    ​Hi Niels,

    We've created an extension that plug into the Active Directory so when we create access for a new team member he is automatically available in the CRM in certain lookup without doing any additional action and without creating him as a user.

    We are on premise.

    Best regards,

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    Philippe Berard
    Premier Tech
    Riviere-du-Loup QC
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  • 7.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Philippe Berard,

    Thanks for the input.

    We're building a no-code solution, so I don't think that's an option for us right now.

    ------------------------------
    BR,
    Niels
    ------------------------------

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  • 8.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 12 days ago
    Edited by Aaron Back, MCSE 12 days ago
    @Niels Lønberg - Another option could be this:

    • Create a custom entity called something like "User Accounts"
    • Create a Flow connected to Office 365 that is triggered when a new User Account is created
    • Use the Office 365 data to populate the "User Accounts" entity
    • Have your lookup field to point to the "User Accounts" entity

    This allows you to keep your Users list clean and purely for Dynamics 365 internal purposes: Security, Ownership, etc.​

    ------------------------------
    Aaron Back, MCSE
    Sr. Microsoft Dynamics 365 Consultant
    www.acemicrotech.com
    _______________________________________
    CRMUG Board Member
    CRMUG Chapter Leader - Cincinnati, Ohio
    ------------------------------

    CRMUG Summit - Post


  • 9.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 11 days ago
    ​​@Aaron Back, MCSE,

    I've been speaking to our partner about using custom entity for this as they have been doing that for other deployments. I can definitely see some benefits of doing it that way. Also, I really like the flexibility of using Flow for this.

    On the other side, some of the non-licensed users could potentially become licensed users at some point. And having more than one entity for users is not so attractive in my mind.

    Thanks for the input. I'll weigh up the pros and cons.


    ------------------------------
    BR,
    Niels
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  • 10.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 11 days ago
    Hi @Aaron Back, MCSE, how do you access the new form editor?  Is it only once you switch the below option to On?  I've enabled the Customer Service and Sales hub apps so I can access the UI, we just haven't migrated over yet.

    ​​

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    Mark Aston
    Data Analyst
    Ordnance Survey
    Southampton, UK
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  • 11.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Mark Aston​,

    You can access the new form editor via make.powerapps.com.

    ------------------------------
    BR,
    Niels
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  • 12.  RE: Add non-licensed users to Dynamics 365

    TOP CONTRIBUTOR
    Posted 11 days ago
    Great, thanks for the quick reply @Niels Lønberg!​

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

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