General Interest

Add an Instance

Similar in the way that you can add user licenses or storage, you can also add instances to a Microsoft Dynamics CRM subscription. Each new instance that you add creates a separate and isolated Microsoft Dynamics CRM organization. This lets you maintain discrete instances that are consistent with your organization’s unique needs, such as separate instances by department, location, or those to be used for pre-production and development. No data is shared between instances and a new instance cannot use the same URL as any of your existing instances.

Additional storage, user licenses, and instances are purchased in addition to your current storage, licenses, and instances included in your Microsoft online services subscription. Additional instances are available only to customers who have a valid Microsoft Dynamics CRM Online subscription.

You add a Microsoft Dynamics CRM Online instance by purchasing the instance on the Microsoft online services portal Purchase subscriptions page. Note that you must have a Microsoft Office 365 account to complete the purchase.

You must have either the Microsoft online services Global administrator role or the Microsoft online services Service administrator role to do these tasks. For more information, see Assigning administrator roles .

In This Topic

Effect on storage

Microsoft Dynamics CRM Online user licenses and security groups

What information do I need to create an instance?

Add an additional instance

Effect on storage

When you add a new Microsoft Dynamics CRM Online instance, the new instance and any existing instances will consume the existing storage that is available to the subscription. Be aware that, when you reach the storage limit all Microsoft Dynamics CRM Online instances associated with the subscription will go into a read-only state. Warnings will be communicated when storage is near capacity.

Microsoft Dynamics CRM Online user licenses and security groups

A security group in Microsoft online services is a group of users who are granted access to specific online instances by a Microsoft online services administrator.

For example, a Microsoft online services security group can consist of sales staff members that are created as Microsoft online services users and have Microsoft Dynamics CRM Online licenses. Then, the administrator can create a new instance of Microsoft Dynamics CRM Online to be used by the sales department, and add the Microsoft online services security group that was created previously.

If an instance security group is not designated when you add a Microsoft Dynamics CRM Online instance, Microsoft online services users licensed for Microsoft Dynamics CRM Online are available to all instances and will appear in the users list of each instance of Microsoft Dynamics CRM Online.

Important
When you have more than one instance of Microsoft Dynamics CRM Online, you can assign a Microsoft online services security group to specify users who can later be assigned a Microsoft Dynamics CRM security role. You assign Microsoft Dynamics CRM security roles in the Microsoft Dynamics CRM Online application. Users cannot access an instance of Microsoft Dynamics CRM Online until they are assigned at least one security role for that instance. See Getting Users Access to Microsoft Dynamics CRM Online as an Office 365 Online Service.

Removing a security group that is associated with an instance

When you remove a security group that is associated with a Microsoft Dynamics CRM Online instance, either by editing the instance and removing the security group or by deleting the security group, Microsoft Dynamics CRM Online licensed users who were members of the security group will have the same access to Microsoft Dynamics CRM Online.

Removing a user from a security group that is associated with an instance

Removing a Microsoft Dynamics CRM Online user from a security group that is associated with a Microsoft Dynamics CRM Online instance will disable the user. Similarly, adding a licensed Microsoft Dynamics CRM Online user to a security group designated for a Microsoft Dynamics CRM Online instance will enable the user to appear in the list of Users in the Microsoft Dynamics CRM Online instance.

Assign a security group to a Microsoft Dynamics CRM instance

  1. If the users you want to add to the new instance are not created, create them and assign Microsoft Dynamics CRM Online user licenses. Learn more: Create or edit users. Alternatively, enterprise customers can use directory synchronization to perform this task and the next task. Learn more: Synchronize your directories

  2. Create the security group and add the Microsoft Dynamics CRM Online licensed users to the security group. Learn more: Create, edit, or delete a security group

  3. When you add the Microsoft Dynamics CRM Online instance, designate the security group that you created earlier.

What information do I need to create an instance?

When you add an instance, you can accept the default values, or enter different values to create a Microsoft Dynamics CRM Online instance.

  • Friendly name. This is typically the name of your organization and is displayed in the Microsoft Dynamics CRM application.

  • URL name. The Url name is used to construct the URL for users to sign-in to the Microsoft Dynamics CRM application. Therefore, we recommend that you limit the length of Url name to reduce the overall length of the URL.

  • Purpose. This value is used to associate the instance with a specific intent and is only displayed in the instance picker, which is accessed through the Microsoft online services portal. For example, if this instance is for exclusive use by your sales and marketing departments you can enter Contoso Sales and Marketing or if the instance is for development and for testing purposes enter a relevant name such as Contoso Development.

  • Instance Security Group. This value is used to determine the Microsoft online services security group that includes the users who will have access to this instance of Microsoft Dynamics CRM Online. For more information, see Microsoft Dynamics CRM Online user licenses and security groups.

    Important
    If you do not specify a security group, all users associated with the subscription who have a Microsoft Dynamics CRM Online license will be added to the new instance.

  • Base currency. When you add an instance, you must select a base currency before the instance is provisioned. Although you can add currencies in the Microsoft Dynamics CRM application, only the base currency will be used for reporting.

    Warning
    Once set, the base currency cannot be changed.

Add an additional instance

Step 1: Purchase the additional instance

  1. Microsoft online services Global or Service administrators sign in to the Microsoft Online services portal, and then, in the navigation pane, under Subscriptions click Manage.

  2. Click your Microsoft Dynamics CRM Online subscription, and then on the Subscription details page, next to Optional add-ons click Add more.

  3. On the Choose Quantity page, enter the number of instances that you want, and then click Add licenses. The instances that you specify will be in addition to the instances currently associated with your Microsoft Dynamics CRM Online subscription.

  4. Review the information and, if you agree, click Place order. To change the order, click Back.

  5. The Order confirmation page appears. Review the information and then click Finish.

    After you click Finish, it may take a few minutes to process your order.

Step 2: Configure the additional instance

  1. On the Microsoft Online services portal, click Manage.

  2. On the Select a Microsoft Dynamics CRM Online instance page, select the instance that you want to configure, and then click Configure CRM.

    Important
    If the instance does not appear in the list or is in a state other than ready to configure, wait a few minutes and then try again.

    You cannot start a new Microsoft Dynamics CRM Online instance until you click Configure CRM and complete the configuration process.

    Microsoft Dynamics CRM Online instances will not come prepared with sample data when configured by a Microsoft online services Global administrator who does not have a Microsoft Dynamics CRM Online license. Sample data may be added later, after the instance is configured and ready to use, by a Microsoft Dynamics CRM Online licensed user who has the Microsoft Dynamics CRM system administrator security role. For more information, see Add or Remove Sample Data.

  3. Select values that you want to change, or accept the default values, and then click Continue. For more information about the instance settings see What information do I need to create an instance? .

  4. On the You are almost ready to start using Microsoft Dynamics CRM page, verify that the currency displayed is the correct Microsoft Dynamics CRM base currency. Although you can add currencies in the Microsoft Dynamics CRM application, only the base currency will be used for reporting. To select a different currency, click Change currency and select a different one or specify a custom currency. Learn more: Work with Currencies

    Warning
    After a base currency is selected it cannot be changed.

    After you have verified that the base currency is correct, click Configure CRM.

  5. On the Your Microsoft Dynamics CRM organization is ready page, click Launch CRM Online to start Microsoft Dynamics CRM Online to prepare the instance for users such as assign security roles, create teams, customize, and import data. For more information, see Administering Microsoft Dynamics CRM Online.

    Tip
    Note the Microsoft Dynamics CRM Online instance URL that is displayed on the page. Use this URL to directly access the Microsoft Dynamics CRM Online instance.

See Also