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Best way to check user's last time accessing system?

  • 1.  Best way to check user's last time accessing system?

    GOLD CONTRIBUTOR
    Posted 27 days ago
    I'm coming to the community for help on this one. I used to use a tool in the XRMToolbox to help me quickly identify the inactive users over 1 month, 3 months, 6 months or to see a specific user's audit history in the system to see when they last accessed it. Unfortunately, I had to have XRMToolbox reinstalled on my machine and I can no longer find the tool I'm looking for. I can't remember what it was called for sure, but nothing I've looked at looks familiar.

    Is the tool still there? If so, what's it called? If not, what's the best way to accomplish what I'd like to do?

    Thanks everyone!

    ------------------------------
    Julie Reynolds
    Enterprise Information Steward II
    Brotherhood Mutual Insurance
    Fort Wayne IN
    ------------------------------


  • 2.  RE: Best way to check user's last time accessing system?

    GOLD CONTRIBUTOR
    Posted 27 days ago
    This might help https://crmtipoftheday.com/1123/audit-data-reads-in-dynamics-365/

    Cheers Anne

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    Anne Stanton
    Architect
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  • 3.  RE: Best way to check user's last time accessing system?

    Posted 27 days ago
    I followed the links below, then googled and followed a few more links and still couldn't find a viable solution that didn't require coding my own plugin or something else above my skill level :)

    What is everyone else using to kick idle users out of Dynamics?

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    Mike Prill
    Team Rubicon USA
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  • 4.  RE: Best way to check user's last time accessing system?

    TOP CONTRIBUTOR
    Posted 10 days ago
    @Mike Prill - To answer your question, have you looked at the Session Timeout and Inactivity Timeout built into Dynamics 365?

    https://community.dynamics.com/crm/b/nishantranaweblog/archive/2017/11/17/configure-session-timeout-and-inactivity-timeout-dynamics-365​

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



  • 5.  RE: Best way to check user's last time accessing system?

    SILVER CONTRIBUTOR
    Posted 27 days ago
    Hi,

    do you mean this plugin perhaps? It is not available on the XRMToolbox-Store. But you can download it from GitHub,
    I have moved it to the plugins folder but is not automatically installed in XRMToolbox. Any ideas?

    https://www.xrmtoolbox.com/plugins/BDK.XrmToolBox.UserAuditViewer/

    ------------------------------
    Johannes .

    ------------------------------



  • 6.  RE: Best way to check user's last time accessing system?

    GOLD CONTRIBUTOR
    Posted 27 days ago
    ​Johannes,

    That looks like it should be it! It was a very helpful tool in the past, and I look forward to using it again! Thanks for directing me to it.

    ------------------------------
    Julie Reynolds
    Enterprise Information Steward II
    Brotherhood Mutual Insurance
    Fort Wayne IN
    ------------------------------



  • 7.  RE: Best way to check user's last time accessing system?

    Posted 26 days ago
    Hi,

    To read and analyse utilisation and adoption by users, I did a power BI dashboard.

    That way, I'm able to analyse if a user continue to update opportunities. account, create note, access system, etc.

    I find it a more friendly way as I can also detect unexpected behavior like if importing a solution broke the audit or a user did something he's not supposed to.




    ------------------------------
    Philippe Berard
    Premier Tech
    Riviere-du-Loup QC
    ------------------------------



  • 8.  RE: Best way to check user's last time accessing system?

    SILVER CONTRIBUTOR
    Posted 21 days ago
    @Philippe Berard We are looking to show utilization as well, using PowerBI​.  Do you mind providing a little bit more detail  on what data you are displaying through your PowerBI dashboard?

    ------------------------------
    Shawn Hickey
    Burns & McDonnell
    Kansas City MO
    ------------------------------



  • 9.  RE: Best way to check user's last time accessing system?

    Posted 14 days ago
    Hi Shawn,

    Basically what I did is to connect to the CRM using PowerBI. ​I use AuditBase table and 2 "traduction table".
    1. Object type code : https://msdynamicscrmblog.wordpress.com/2013/07/18/entity-type-codes-in-dynamics-crm-2011/
    2. action code : https://community.dynamics.com/crm/b/mscrmcustomization/archive/2015/02/09/ms-crm-audit-database-table-details

    You'll need to add the code for your custom entities.

    After that it's time to feel creative with the data. I did create bar chart to see global activities but I also use it to see who access the system regularly, if user create or update records.

    It also permit me to monitor action type 102 and 104 that broke our audit sometimes when importing solution and fix it afterward.

    ------------------------------
    Philippe Berard
    Premier Tech
    Riviere-du-Loup QC
    ------------------------------



  • 10.  RE: Best way to check user's last time accessing system?

    Posted 12 days ago
    Edited by Raj Rao 12 days ago
    Tried running the code and it had errors, so I had to fix them. You can download the files from: Xrm

    Copy the 3 files to "%appData%\MscrmTools\XrmToolBox\Plugins" and then restart XTB.

    Having looked at the code in the tool, it has the following 3 fetchXmls that it uses and they all go against the Audit entity. You can use this to find users that haven't been in the system for a while.

    LastLoginCheck
    <fetch count='1' >
      <entity name='audit' >
        <attribute name='createdon' />
        <filter>
          <condition attribute='operation' operator='eq' value='4' />
          <!--<condition attribute=&apos;objectid&apos; operator=&apos;eq&apos; value=&apos;0&apos; />-->
        </filter>
        <order attribute='createdon' descending='true' />
      </entity>
    </fetch>

    UserLogins
    <fetch count='20' >
      <entity name='audit' >
        <all-attributes/>
        <filter>
          <condition attribute='operation' operator='eq' value='4' />
          <!--<condition attribute=&apos;objectid&apos; operator=&apos;eq&apos; value=&apos;0&apos; />-->
        </filter>
        <order attribute='createdon' descending='true' />
      </entity>
    </fetch>

    UserTransactions
    <fetch count='200' >
      <entity name='audit' >
        <all-attributes/>
        <filter>
          <condition attribute='operation' operator='neq' value='4' />
          <!--<condition attribute=&apos;userid&apos; operator=&apos;eq&apos; value=&apos;0&apos; />-->
        </filter>
        <order attribute='createdon' descending='true' />
      </entity>
    </fetch>


    The operation values are defined here: https://docs.microsoft.com/en-us/dynamics365/customer-engagement/web-api/audit?view=dynamics-ce-odata-9

    Value     Label
    1             Create
    2             Update
    3             Delete
    4             Access

    For access logins to be tracked, one has to enable it for the CRM instance. I don't think this is possible via the CRM web interface, but can be done via the XTB plugin "Audit Center"

    If you are interested in looking at the code that I had to fix: https://github.com/rajrao/XrmToolBoxPlugins

    ------------------------------
    Raj Rao
    National CineMedia
    Parker CO
    ------------------------------



  • 11.  RE: Best way to check user's last time accessing system?

    TOP CONTRIBUTOR
    Posted 26 days ago
    @Julie Reynolds - Have you looked into using the analytics provided through the https://admin.dynamics.com site? After logging in as a System Admin, simply expand the Analytics option on the left side and choose Common Data Service. On the right you will see many analytical options including all interaction by user which includes Reads, Updates, Deletes, etc. ​

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



  • 12.  RE: Best way to check user's last time accessing system?

    TOP CONTRIBUTOR
    Posted 21 days ago
    Aaron,
        That is a good one, but I think some key stats missing from the admin analytics is showing the inactive users, which is something I would like to see during new system adoption.

    ------------------------------
    Nelson Johnson
    Solution Architect
    BroadPoint Technologies, LLC
    Bethesda MD
    ------------------------------



  • 13.  RE: Best way to check user's last time accessing system?

    GOLD CONTRIBUTOR
    Posted 5 days ago
    Thanks to everyone for your ideas and direction! I'm a bit late responding (holidays & v9 upgrade!), but we were finally able to get the User Audit Viewer downloaded and reinstalled into XRMToolbox.

    ------------------------------
    Julie Reynolds
    Enterprise Information Steward II
    Brotherhood Mutual Insurance
    Fort Wayne IN
    ------------------------------



  • 14.  RE: Best way to check user's last time accessing system?

    TOP CONTRIBUTOR
    Posted 2 days ago
    @Julie Reynolds what is the "User Audit Viewer"? I do not see that in the XRM Toolbox?​ I find it when i google, but i do not see it loaded in my XRM Toolbox or even as an option to load it...  thanks! Laura

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------



  • 15.  RE: Best way to check user's last time accessing system?

    GOLD CONTRIBUTOR
    Posted 2 days ago
    @Laura Mortick, In Johannes' post above, he indicated it's now available on GitHub. He provided a link there. However, Raj Rao pointed out that there were a couple issues, and he provided a link to 3 files he put on dropbox. He indicates to copy the files to "%appData%\MscrmTools\XrmToolBox\Plugins" and then restart XTB.

    This is the process that we used and it added it to my list of installed apps in XRMToolbox.

    It's a really helpful tool that allows us to see which users haven't logged in during the past 1, 3, 6,... months. I'm hoping to be able to save some money by re-assigning unused licenses rather than buying new! You can also see changes made by an individual user. It's much easier to work with than the audit summary log.

    Hopefully this helps a little! I just had to piece together the information in Johannes' and Raj Rao's posts and see if it would work for me.

    Have a great day!




    ------------------------------
    Julie Reynolds
    Enterprise Information Steward II
    Brotherhood Mutual Insurance
    Fort Wayne IN
    ------------------------------



  • 16.  RE: Best way to check user's last time accessing system?

    Posted 2 days ago
    Of the three files in the DropBox you should only need to put the .dll file in the Plugins folder.

    It looks like Raj Roa's changes have been merged into the main GitHub thread so his fix should be available to everyone going forward.

    ------------------------------
    Adam Price
    Software Developer
    Greystone & Co
    Warrenton, VA
    ------------------------------



  • 17.  RE: Best way to check user's last time accessing system?

    TOP CONTRIBUTOR
    Posted 2 days ago
    Thanks everyone!  Great tool!  I like the new org insights dashboards, but they don't allow you to drill in - love this tool!

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------