If you are a Microsoft Dynamics 365 Online system administrator, you probably know that initial Dynamics 365 user setup is performed in the Office 365 portal and then configured within Dynamics 365. But you may not know that you can use the Security Groups feature in the Office 365 Portal to enable or disable Dynamics 365 access to custom groups of users you can create.
This feature can be useful for different scenarios, including:
There is actually a default security group that is pre-configured for Office 365 called System Administrators. This group includes all Office 365 users with global administrator rights.
Here’s how it works. You must have global administrator rights in the Office 365 Portal. If you do, log in to the Office 365 Portal with your credentials to the home page. Once logged in, do the following:
For this scenario, we will call our group Testing Users. This group will comprise of users that will have access to the Dynamics 365 environment for testing new solutions. To create the group, do the following:
The window below opens, which gives you instructions on how to proceed in order to add members to your new created group.
After selecting the group, the window below will open:
Voilà! Your new security group is created. Now, let’s use it to limit access to Dynamics 365 Online to our Testing Users. Go to the Office 365 Dynamics 365 Online Admin Center by first clicking on the Admin drop-down on the Office 365 navigation toolbar, then selecting Dynamics 365 from the dropdown list. This will open the Dynamics 365 configuration page.
Next, select the Dynamics 365 Online instance (if you have more than one) you want to edit and select the Edit button.
That’s it! As long as the users in your group are licensed for Dynamics 365 Online, access to the Dynamics 365 Online instance will be restricted to the users in the security group. Other licensed users inside of Dynamics 365 Online that are not in the security group will be disabled. To restore access, simply go back to the Dynamics 365 Online Admin Center for that instance and clear the group name from the security settings.
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