Managing Users and Assigning Security Roles in Dynamics 365 Made Easy
Managing users and giving security roles in Dynamics 365 keeps your business data safe. Studies show that giving the right roles to users lowers the risk of people seeing things they should not. It also stops people from using data in the wrong way. You can control who can see or change information. Features like role-based security, separation of duties, and clear audit trails help protect your group from fraud. These features also help you follow the rules. You do not have to be an expert to manage users well and keep your system safe.
Key Takeaways
Add users with care and make sure to activate them. Give them the right security roles and licenses.
This helps keep your system safe and working well. Only give users the permissions they really need.
This lowers security risks and helps you follow data rules like GDPR. Use teams to give roles to groups of people.
This saves time and keeps access the same for everyone in your company. Check user roles, permissions, and audit logs often.
This helps you find problems early and keep your system secure. Change security roles to match your business needs.
Use role hierarchies to control who can see data based on your company’s setup.
Manage Users
Managing users in Dynamics 365 lets you decide who can see your business data. You can add users, set what they can do, and avoid mistakes by following easy steps. This part will show you how to manage users so you feel sure about it.
Add New Users
You must add users before they can use Dynamics 365. Only System Administrators or people with the same rights can do this. All users need to be in Microsoft Entra ID (Azure AD). Users not in Entra ID are not allowed now. Each user also needs a license from the Microsoft 365 admin center.
To add new users, do these steps:
Go to Settings.
Pick Security.
Click Users.
Choose New Multiple Users to start the Add Users wizard.
Pick the security roles for the new users.
Set access type, license type, email access, and domain or group.
Type in user details like User ID, User name, Provider (Entra ID tenant), Email, and Company.
Check the summary and save.
After you save, the new user shows up in the Users list. The user cannot log in until you turn them on. To do this, pick the user's name and click Activate.
You can also manage users in the Power Platform admin center:
Log in to the Power Platform admin center.
Click Manage in the menu.
Pick Environments and choose the right one.
Go to Settings > Users + permissions > Users.
Pick a user to see or change details.
Use the command bar to change user settings in Dynamics 365.
If you want users to use Copilot features, go to the Copilot Service admin center. Here, you can put users into experience profiles. These profiles decide which Copilot features users can use, like "Ask a question" or "Write an email." The system watches how users use Copilot, so you can see usage and performance.
Tip: Always give the right security roles and licenses when you manage users. This keeps your system safe and helps users do their work.
User Permissions
User permissions tell what each person can see or do in Dynamics 365. You give permissions by giving users security roles. These roles work like keys that open certain features or data. For example, a sales manager may see more than a sales rep.
You can give roles by:
Going to Settings > Security > Users.
Picking the user.
Clicking More Commands (...) and choosing Manage Roles.
Picking the right roles and saying yes.
You can also manage users and their permissions in the Power Platform admin center. This main place lets you control access, set data rules, and watch user activity in all environments. Working with Microsoft Entra ID makes it simple to manage users and roles in one spot.
Note: Always give users only the access they need. This lowers the chance of data leaks and helps you follow rules like GDPR.
Common Mistakes
Many groups make mistakes when they manage users in Dynamics 365. These mistakes can cause security problems, low use, and wasted time or money. Here are some common mistakes:
Not teaching users all features. This means people do not use the system well and miss chances.
Not setting clear goals. Without goals, you may not meet your business needs.
Not checking data quality. Bad data causes mistakes and makes the system not work well.
Changing the system too much. Too many changes make upgrades hard and cost more.
Giving too many high-level roles. This raises security risks and can cause data leaks.
Not checking user access often. Users may keep access they do not need, which can cause rule problems.
To stop these mistakes:
Teach users both basic and advanced features.
Set clear goals before you start to manage users.
Clean and check your data before you add it.
Limit changes and write down all changes.
Check user roles and permissions often.
Remember: Good user management keeps your data safe, helps your team work better, and supports your business goals.
Assign Roles
Assigning security roles in Dynamics 365 helps you control who can see and change information. Security roles act like virtual keys. You give these keys to users or teams so they can do their jobs without seeing too much or too little. Only users with System Administrator rights or similar permissions can assign roles or teams. This keeps your system safe and organized.
Assign Security Roles
You assign security roles to users so they can access the right parts of Dynamics 365. Each role gives a set of permissions. These permissions decide what users can do, such as create, read, write, delete, or share records. You can also control how much of the system a user can see, from just their own records to the whole organization.
To assign security roles to users, follow these steps:
Go to Settings > Security > Users.
Search for and select the user or users you want to update.
Click More Commands (...) and choose Manage Roles.
In the Manage User Roles dialog, select the roles you want to assign. You will only see roles available for the user's business unit.
Click OK to confirm.
You can also open a user record and go to the Security Roles tab to add or remove roles. If you want to assign roles based on rules, use the System Administration area:
Open the Navigation pane and go to Modules > System administration > Security > Assign users to roles.
Select the role you want to configure.
Click Add rule to set up a new assignment rule.
Choose or edit a query to define which users get the role.
Confirm by clicking OK.
Check assigned roles under Users to make sure everything is correct.
Tip: You cannot assign a security role with higher privileges than your own. You also need Read and Assign permissions on the Security Role table. This stops users from giving out too much access by mistake.
Default vs. Custom Roles
Dynamics 365 comes with default security roles. These roles cover common jobs like Salesperson, System Administrator, or Customer Service Representative. Each default role has a set of privileges that match typical tasks for that job.
You can also create custom roles if the default ones do not fit your needs. Custom roles let you pick exactly which permissions to give. For example, you might want a role that can only read data but not change it.
To create a new security role:
Go to Settings > Security > Security Roles.
Click New.
Set up privileges for each tab by choosing the right access levels.
Save and close the new role.
If you want to copy an existing role:
Go to Security Roles.
Select the role you want to copy.
Click Copy Role.
Give the new role a name and choose to open it after copying.
Click OK.
Change privileges as needed.
Note: Privileges include actions like Create, Read, Write, Delete, Append, Assign, and Share. Access levels range from Organization (full access) to User (only own records). Use custom roles to match your business needs closely.
Team Assignments
Teams help you manage permissions for groups of users. When you assign a security role to a team, every member gets the same access. This makes it easy to control who can work on shared records or projects.
To create and manage teams:
Go to Settings > Advanced settings > Business management > System > Security > Teams.
Click New and fill in details like team name, business unit, administrator, team type, and description.
Save the team.
Add or remove members in the Team members section.
Assign security roles to the team by going to Settings > System > Security and selecting the roles.
There are different types of teams:
Owner Teams: Own records and have security roles. All members get the team's privileges.
Access Teams: Do not own records or have roles. You share records with them for specific tasks.
Microsoft Entra ID-related Teams: Work like owner teams and link to security groups.
Best Practice: Assigning roles to teams saves time and keeps access consistent. Always review team membership and roles often. Remove users who no longer need access. Keep team structures simple and match them to your business goals.
Warning: Creating teams without a clear purpose can cause confusion. Giving inconsistent roles can lead to security gaps. Train users on how teams work to help them collaborate better.
Teams let you manage access for many users at once. This helps your business stay secure and efficient.
Security Role Types
Role Hierarchies
Role hierarchies in Dynamics 365 help control data access. People higher up can see data from people below them. For example, a manager can look at their team's records. This matches your company’s setup and keeps data safe.
Tip: The depth setting controls how many levels down someone can see. You can change this to fit what you need.
Users are part of business units. Each business unit owns its own records. If you give a security role to someone in a business unit, they can see that unit’s records. People in other business units cannot see those records unless you let them. This keeps your data neat and safe.
Customizing Roles
You can make custom security roles for your business. Go to System Administration and open Security Configuration. You can make a new role or copy one. Give your new role a name you will remember.
To customize a role, do these steps:
Go to the Roles tab and pick 'Create new' or 'Duplicate'.
Name your role.
Add duties by picking from the list. Duties are tasks like viewing or editing records.
Add or remove duties as you need. If you want to change a duty, copy it first.
Publish your changes.
Note: Use the Security Diagnostic Tool to check which duties and privileges you need. This helps you set up roles that fit your team.
When you finish, give the new role to users. This lets them do their jobs with the right permissions.
App-Specific Roles
Dynamics 365 lets you give roles for certain apps. For example, you can let someone use Sales but not Customer Service. This helps users focus and keeps important data safe.
Give app-specific roles to help users work better and keep data safe. Always check roles to make sure they fit your business goals.
Audit and Review Access
To keep your Dynamics 365 safe, you need to check who can get in and what they can do. You can use built-in tools to watch what users do, check their permissions, and set up role assignments. This helps you find problems early and follow the rules.
Check User Permissions
You should check user permissions often to make sure everyone has the right access. First, open the Dynamics 365 app and go to Settings > Security > Users. Pick a user and click Manage Roles to see their security roles. Look for roles like Salesperson, Sales Manager, or System Administrator. Each role lets users do different things, like read, edit, or delete records.
You can also check permission sets on the user’s profile. These sets show what data and actions the user can get to. Make sure users only have the permissions they need. Too many permissions can cause mistakes or security problems.
Tip: Use field security profiles to block access to sensitive fields, even if a user can see many records.
Use Audit Logs
Audit logs help you see what users do in the system. You can find out who made, changed, or deleted records, and when it happened. To turn on auditing, go to Settings > Administration > System Settings and pick the Auditing tab. Choose which entities and fields you want to watch.
To see audit logs, go to Settings > Auditing > Audit Summary View. Here, you can filter by event type, like changes to security roles or record deletions. Audit logs help answer questions about user actions and show if someone made changes they should not.
Audit logs help you follow the rules and fix problems fast.
Regular Reviews
You should check user access and audit logs on a regular schedule. This keeps your system safe and helps you follow the rules. Set a reminder to check permissions and logs every month or quarter.
You can make some reviews automatic by using Microsoft Entra ID groups. When you add users to a group, they get the right roles in Dynamics 365 right away. This saves time and helps stop mistakes. Use group-based role management to keep access up to date as your team changes.
Best Practice: Regular reviews and automation help you find risks early and keep your data safe.
You can handle users and give out security roles in Dynamics 365 by following easy steps and using the admin tools. Experts say you should check and update your system often to keep it safe, stop people who should not get in, and follow the rules.
Remember: Using role-based access, strong sign-ins, and regular training keeps your data safe.
If you want to learn more, look at Microsoft’s official guides and training.
FAQ
How do you reset a user's password in Dynamics 365?
You reset a user's password in the Microsoft 365 admin center, not in Dynamics 365. Go to the admin center, select the user, and choose "Reset password." The user will get a new password by email.
Can you assign more than one security role to a user?
Yes, you can assign multiple security roles to a user. Each role adds permissions. The user gets the highest level of access from all assigned roles.
What happens if you remove a user from Dynamics 365?
When you remove a user, they lose access to Dynamics 365. Their records and data stay in the system. You can reassign their records to another user if needed.
How often should you review user roles and permissions?
You should review user roles and permissions at least every quarter. Regular reviews help you keep your system secure and make sure users only have the access they need.
Can you automate user role assignments in Dynamics 365?
Yes, you can automate role assignments by using Microsoft Entra ID groups. When you add users to a group, Dynamics 365 gives them the right roles automatically. This saves time and reduces mistakes.