To create a new user in Dynamics 365, you’ll want to go to portal.office.com. Once you’re in the portal, you’ll want to choose the Admin tile. From the Admin section, you’ll see that there is a section on Users. In order to add a new user to Dynamics 365, click Add a user. You’ll see a dialog come up for the new user’s information, so we’ll enter in Gwen Gary as our new user. Display name is Gwen Gary and her user name’s going to be gary. That gives you what her login will be.

And then, below that’s the location. You could enter in contact information. The password’s going to be auto-generated, and then you’ll want to assign license. For the Dynamics 365, you’ll probably have one or more license options. I’m going to choose the Dynamics 365 Plan 1 Enterprise Edition option, and you can see here that I have 5 of 10 licenses available. You’ll see your license count and what’s available when you add the new user, so I’ll select that. And you’ll see that the sub-options are all toggled on, I’ll leave those on for now, and click Add. Then, when I do that it says that I can send the password in email, and I can also send this information to the administrator, which is me. That sounds great. I’m going to send email and close.

Once you’ve added a new user to Dynamics 365, you’ll want to assign a role to that user or multiple roles. In order to do this, we’re going to go to settings, and then go to security, and then go to users. From this view you can see that we’re looking at currently enabled users. If you wanted to, you could look at this in a different way. We can look at users that are disabled, users that are team members, et cetera, but we’ll just look at the enabled users view and select the user for which we’re going to assign a security role. In this case we’ve added a new user called Gwen Gary, and we want to assign her a security role. I’ve selected this user and I can click on manage roles. As you can see here, Gwen’s roles are customer service app access, which is very limited, sales app access, which is also extremely limited. I want to assign her the sales person role so she can perform all the functions of a regular salesperson in the system. Once I’ve selected the appropriate roles, I’m going to click okay, and we’ll actually assign those roles to the user in real time.

In order to manage Dynamics 365 Licenses you’ll want to go to portal.office.com. Once you’re in there you’ll want to select the Admin section and from there you can see that you can modify the existing Active Users in the system by clicking on the icon for the Users and then selecting Active Users. This gives you a list of all the Active Users in the system. You can see here that I have a number of Active Users. I could always disable a license for user or enable a license for a different user or any combination of that.

Let’s say we want to deselect Gwen Gary’s Dynamics 365 License. We’ll highlight Gwen and we’ll look over at her profile on the right hand side of the screen. You can see here that she has different product licenses. We can select Edit in order to modify that. You can see here that she has these following licenses turned off and the middle option Dynamics 365 Plan 1 turned on. In order to disable her license we’ll simply click Off and then Save. That’s essentially removing the license from this user. You can do the same thing in order to add a license to a different user.

In order to reset a user password, go to portal.office.com. Then select the admin portion. Once you’re in the admin area, you’ll want to go to users, and you can go to active users. Select the user for which you want to change their password or reset it. I’ll choose Gwen Gary.

You can see that there’s an option at the top of the new screen that’s open that says reset password. I can select that. I have a couple of options here. I can auto-generate the password or it will let me create the password. The more popular option is the first one, so I’ll select that. Then I’d also leave the default checkbox for make this user change their password when they first sign in. That way we ensure that they’ve changed their password and all I need to do is click reset here. I’ll send this in an email, verifying the email address for Gwen Gary. Then I’ll also send the system administrator, which is me, the email with the following information to confirm it, send email, and close.

In order to allow or block a user from using the Office 365 portal, you want to go to portal.office.com, and select the Admin area.

Once you’re in the Admin area, you’ll want to go into the user record, either by using the User tile, or selecting Users on the left hand side of the screen, and going to the Active users.

Once you’ve selected the user that you wish to edit, their user record will pop up on the right hand side of the screen, and you’ll see there is a sign-in status section. Right now, Gwen Gary is set to Sign-in allowed, but I can choose to edit that, and I can then change the Sign-in allowed to Sign-in blocked.

This will not delete the user; simply disable or block the user from accessing the portal. I could always re-enable the user after this. You’ll do the same thing to unlock or allow the user.

As an administrator, I can create a new app for users at my organization. Simply need to go to the Settings, and then go to My Apps. From here, I can see my existing published apps. I can also create a new app from here. By clicking on Create New App, I simply need to give the new app a name. So I’ll call it Outside Sales Team, I’ll enable Mobile Offline and we’ll go ahead and use the Sales sample scenario for offline and click Done. That then initiates my unified interface or my app, for my Outside Sales Team.

Now, as you can see here, I have a lot of options. I can select all of the forms, views, charts and dashboards associated with every entity. I can also choose to hide or exclude an entity from that user’s view. This will really streamline that view for that user.

For years, I’ve been asked about hiding views for certain users and really, the unified interface is the place to do it. So if there are only certain views that sales people on the outside use, you can always select the views here, for example and manually choose the records or the views that the sales people find relevant. And really, for each type of user, these really differ. And so it makes it a lot more streamlined for the user experience and makes it simpler for the users by doing this.

I can also select one of these entities and choose to rename them or select any information about them, whether to hide those entities from the user, by clicking on the right hand side of the screen in Components and Properties. I can also remove an entity by highlighting the entity so let’s say we’re not gonna use competitors. I can highlight that and simply click Remove. It will remove that entity from that user’s view.

As an administrator, I can log into the classic interface of Dynamics 365 and go to customize the system in order to add or edit an app. Under components, I need to select client extensions. Under here, you can see the existing apps that are in here. Before we were looking at the customer service hub. Let’s double-click on that. As I click on that, you can see what entities or what values are showing in my system.

So you can see here, I have customer’s accounts and if I select accounts, on the right-hand side of my screen I can see properties about that. I can also expand that to see advanced properties. If I wanna set up special privileges within this entity, I can. I can say the account entity has import customization or learning paths or quick campaigns. I also have other options here with titles and descriptions and client information, so Outlook, et cetera and offline availability. As we look at the components, we can create new areas, groups, or subareas so you can really fine tune your apps to show only the data that’s relevant to the users that are logged into that particular app or unified interface.

For customer service for example, it makes sense to only show accounts, contacts, social profiles, cases, ques, and knowledge-based articles. For a sales team, it may make sense to show accounts, contacts, and opportunities, perhaps even leads if you’re using those. So you wanna be mindful of what the users actually need and streamline the system to make it work for them.