Managing Users

Depending on the size and preference of the organization, managing users might be the responsibility of a system administrator at the corporate level, or a system customizer or manager at the location or department level.

How a user accesses data is determined by a combination of the following:

• A license. Each user license must be unique, and every user who logs on to Microsoft Dynamics CRM Online needs a license.
• A security role. Security roles are predefined groups of common privileges based on the types of tasks users perform.
• A business unit. Every user belongs to a unit of the top-level organization.
• One or more teams. Teams are groups of users who share and collaborate on business records across business units. More information: Work with Teams

Adding and Removing Users

When employees leave the organization permanently, do not remove them from the Active Directory. Instead, you can remove their access privileges by disabling their user records in the system. Removing user privileges denies access to the system but retains user information in the database.

Most records owned by the user can be reassigned, except those records that are personal or in draft form, such as draft articles, draft e-mail activities, and personal e-mail templates.

You can add one or more users by using the Settings area.

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Managing User Licenses

Microsoft Dynamics CRM Online uses user licenses to provide access to your organization. You will need one user license per person with an active user record who logs into your organization. A Microsoft Dynamics CRM Online subscription includes a minimum of five user licenses. When you add a new person, the Add Users Wizard displays the number of user licenses available. If you reach your limit, the Next button is no longer available. You can add additional licenses with the Add User License Wizard. More information: Add users licenses to your subscription

If someone leaves your organization, or no longer requires access to Microsoft Dynamics CRM Online, you can deactivate that user record. This frees up a user license that can be used to invite another person. Unaccepted invitations still require a license until the invitation expires after two weeks.

If you have more user licenses than you are using, you can contact Support at 1-877-CRM-CHOICE to reduce the number of licenses. You cannot reduce the number of licenses to less than you are currently using or less than your offer allows. Any changes will be reflected in your next billing cycle.

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Optional Ways to Organize Users

Depending on how you are using Microsoft Dynamics CRM Online, you may also want to explore additional ways to organize users. These groupings do not have any impact on controlling data access.

• Sales territories. Territories Sales regions.Territories are used to manage accounts and sales, and to group data in sales reports. are used for organizing data in sales reports. More information: Work with Territories
• Resource groups. Resource groups Groups of two or more resources (users, facilities, or equipment) that can be scheduled interchangeably. are used for scheduling resources Users that perform a service, or the equipment or facilities that are required for a service.. More information: Work with Resource Groups
• Queues. Queues Holding containers for activities that need to be completed.There are queues that contain cases and activities in the Workplace, and queues of articles in the knowledge base. are used for grouping cases and activities so that anyone in the queue can work on the case or complete the activity. More information: Creating Queues for Incoming Cases

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What Users Can Do for Themselves

Users can do the following tasks themselves:

• View their own user and organization information, including:
  • Business unit A way of representing a division or department in an organization. Business units are arranged in a hierarchy, and all users in the same division or department are assigned to one business unit.
  • Territory A sales region.Territories are used to manage accounts and sales, and to group data in sales reports.
  • Manager The person assigned to manage one or more users.
  • Site A business location to which resources are assigned. A site is used to ensure that all resources required for a service are in the same physical location.
  • Security roles Defined sets of privileges.The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system.
  • Services The types of work performed for customers by one or more resources.Services are schedulable activities.
• Join teams Groups of users who share and collaborate on business records.A team can consist of members who all report to one business unit or members who report to different business units. and resource groups Groups of two or more resources (users, facilities, or equipment) that can be scheduled interchangeably.
• Manage their own work hours The times that a user is available to be scheduled for appointments and service activities. This includes start and end times, breaks, and time off.
• Manage their own personal options Options that let a user specify how they view and use Microsoft Dynamics CRM Online.

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Managing Salespeople with Quotas

You can set sales quotas Revenue objectives specified as monetary amounts that have been assigned to salespeople for a specified fiscal period. for each fiscal year A span of time during which the financial activities of an organization are calculated. A fiscal year is divided into fiscal periods, typically defined as semesters, quarters, or months. The organization determines the dates that begin and end its fiscal year, which may not correspond to a traditional calendar year. for users who have the Salesperson A security role that users can be assigned in Microsoft Dynamics CRM Online. A salesperson is responsible for finding and qualifying leads, and working with opportunities, accounts, and contacts in order to generate sales revenue, among other activities. security role. Assigning quotas to users requires changes in several areas in Microsoft Dynamics CRM Online:

1. Set fiscal year settings for your organization. More information: Work with Fiscal Year Settings
2. Assign users who you want to have quotas to the Salesperson security role. More information: Manage a User's Record
3. Set quotas for each salesperson. More information: Work with Salespeople with Quotas

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Related Topics Manage a User's Record Accessing Parts of the Application - Troubleshooting Controlling Data Access Managing Users

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