Create users and assign security roles

You use the Microsoft 365 admin center to create user accounts for every user who needs access to model-driven apps in Dynamics 365, such as Dynamics 365 Sales and Customer Service. The user account registers the user with Microsoft Online Services environment. In addition to registration with the online service, the user account must be assigned a license in order for the user to have access to the service. Note that when you assign a user the global administrator or the service administrator role in the Microsoft Online Services environment, it automatically assigns the user the System Administrator security role. More information: Differences between the Microsoft Online services environment administrative roles and security roles

Create a user account

When you create a user account in the Microsoft 365 admin center, the system generates a user ID and temporary password for the user. You have the option to let the service send an email message to the user as clear text. Although the password is temporary, you might consider copying the information to send to the user through a more secure channel, such as from an email service that can digitally encrypt the contents. For step-by-step instructions for creating a Microsoft Online Services user account, see Add users individually or in bulk.

Note

When you create a user and assign a license in the Microsoft 365 admin center, the user is also created in model-driven apps in Dynamics 365. It can take a few minutes to complete the synchronization process between the Microsoft 365 admin center and model-driven apps in Dynamics 365.

By entering a user ID and password, a user can access the Microsoft 365 admin center to view information about the service. However, the user won't have access to model-driven apps in Dynamics 365 until the user has a security role assigned either directly or indirectly as a member of a group team.

Tip

To force an immediate synchronization between the Microsoft 365 admin center and model-driven apps in Dynamics 365, do the following:

  • Sign out of model-driven apps in Dynamics 365 and the Microsoft 365 admin center.
  • Close all open browsers used for model-driven apps in Dynamics 365 and the Microsoft 365 admin center.
  • Sign back in to model-driven apps in Dynamics 365 and the Microsoft 365 admin center.

User profile information

Some user profile information is maintained and managed in the Microsoft 365 admin center. After you create or update a user, these user profile fields are automatically updated and synchronized in your Microsoft Power Platform environments.

The following table shows the fields that are managed in the Users section of the Microsoft 365 admin center.

Model-driven apps in Dynamics 365 user form

Microsoft 365/Azure AD user
User NameUsername
Full Name First name + Last name
Title Job title
Primary Email* Email
Main Phone Office phone
Mobile Phone Mobile phone
Fax Fax number
Address Street address
Address City
Address State or province
Address Country or region
* To prevent data loss, the Primary Email field isn't automatically updated and synchronized with model-driven apps in Dynamics 365.

The following image shows Microsoft 365 user contact fields.

Job title, Department, Office, Office phone, Mobile phone, Fax number, Street address, City, State or province, ZIP or postal code, Country or region

Add a license to a user account

You can license the user when you create the user account, or you can license the user later. You must assign a license to every user account that you want to access the online service.

For step-by-step instructions to use user licenses, see Assign licenses to users.

For step-by-step instructions to use Power Apps per app plans, see Power Apps per app plans.

Important

Licensed users must be assigned at least one security role to access model-driven apps in Dynamics 365. Security roles can be assigned either directly or indirectly as a member of a group team.

About user licenses

  • Use user licenses to provide access to your organization. You need one user license per person with an active user record who signs in to your organization.

  • When you add a new person, the New user account form displays the number of user licenses available. You can add additional licenses by choosing Billing > Purchase Services from the left-side menu in the Microsoft 365 admin center.

  • You need a user license for each invitation you issue. Even an invitation that isn't accepted requires a user license until the invitation expires two weeks after it was issued.

  • If you have more user licenses than you're using, contact support to reduce the number of licenses. You can't reduce the number of licenses to fewer than you're currently using or fewer than your offer allows. Any changes are reflected in your next billing cycle.

  • Each user license requires a unique Microsoft account, and every user who signs in needs a license. Most subscriptions include a specific number of user licenses.

Note

Certain default security roles are assigned to users based on the license and/or solution installed. These security roles only give users Read access to apps that are installed in the environment. For example, when a user is assigned the Dynamics 365 Plan license and is synced to an environment that has the Customer Service Hub app, the user is automatically assigned the Customer Service app access security role. No data access permission is granted to this role. The administrator is still required to assign the appropriate security role to the user (either directly or indirectly as a member of a group team) in order for the user to view and interact with the data.

Assign a security role to a user

Security roles control a user's access to data through a set of access levels and permissions. The combination of access levels and permissions that are included in a specific security role sets limits on the user's view of data and on the user's interactions with that data.

Model-driven apps in Dynamics 365 provide a default set of security roles. If necessary for your organization, you can create new security roles by editing one of the default security roles and then saving it under a new name.

You can assign more than one security role to a user. The effect of multiple security roles is cumulative, which means that the user has the permissions associated with all security roles assigned to the user.

Security roles are associated with business units. If you've created business units, only those security roles associated with the business unit are available for the users in the business unit. You can use this feature to limit data access to data owned by the business unit.

For more information about the difference between Microsoft Online Services administrator roles and security roles, see Grant users access.

Important

You must assign at least one security role to every user either directly or indirectly as a member of a group team. The service doesn't allow access to users who don't have at least one security role.

To assign security roles to users in an environment that has zero or one Common Data Service database, see Configure user security to resources in an environment.

(Optional) Assign an administrator role

You can share Microsoft Online Services environment administration tasks among several people by assigning Microsoft Online Services environment administrator roles to users you select to fill each role. You might decide to assign the global administrator role to a second person in your organization for times when you're not available.

There are five Microsoft Online Services environment administrator roles with varying levels of permissions. For example, the password reset administrator role can reset user passwords only; the user management administrator role can reset user passwords in addition to adding, editing, or deleting user accounts; and the global administrator role can add online service subscriptions for the organization and manage all aspects of subscriptions. For detailed information about Microsoft Online Services administrator roles, see Assigning Admin Roles.

Note

Microsoft Online Services environment administrator roles are valid only for managing aspects of the online service subscription. These roles don't affect permissions within the service.

Enable or disable user accounts

User enablement and disablement only applies to environments that have a Common Data Service database. To enable a user in an environment that has a Common Data Service database, ensure that they're allowed to sign in, assign a license to the user, and then add the user to the security group that's associated with the environment. These are the same criteria used to add users to an environment.

To enable a user, assign a license to the user and add the user to the security group that's associated with an environment. If you enable a user account that was disabled, you must send a new invitation for the user to access the system.

To disable a user account, remove a license from the user or remove the user from the security group that's associated with an environment. Removing a user from the security group doesn't remove the user's license. If you want to make the license available to another user, you have to remove the license from the user account that was disabled.

Note

You can also remove all security roles from a user to prevent the user from signing in to and accessing model-driven apps in Dynamics 365. However, this doesn't remove the license from the user, and the user will remain in the list of enabled users. We don't recommend using this method to remove access from a user.

When you use a security group to manage enabling or disabling users or provisioning access to an org, nested security groups within the selected security group aren't supported and will be ignored.

You can assign records to a disabled user account and also share reports and accounts with them. This can be useful when migrating on-premises versions to online. If you need to assign a security role to users who have a Disabled status, you can do so by enabling the allowRoleAssignmentOnDisabledUsers in OrgDBOrgSettings.

You must be a member of an appropriate administrator role to do these tasks. More information: Assign admin roles

Enable a user account in an environment

To enable a user in an environment that has a Common Data Service database, you enable sign-in for the user, assign a license to the user, and then add the user to a security group.

To enable sign-in

  1. Sign in to the Microsoft 365 admin center.
  2. Select Users > Active users, and then select the user.
  3. Ensure that under the user's display name, you see Sign in allowed. If you don't, select Block this user, and then unblock sign in.

To assign a license

  1. Sign in to the Microsoft 365 admin center.
  2. Select Users > Active users, and then select the user.
  3. Select the Licenses and Apps tab, and then select the licenses you want to assign.
  4. Select Save changes.

To add a user to a security group

  1. Sign in to the Microsoft 365 admin center.
  2. Select Groups > Groups.
  3. Select the security group that's associated with your environment.
  4. Select the Members tab.
  5. Under Members, select View all and manage members >Add members.
  6. Choose users from the list or search for users, and then select Save.

Disable a user account in an environment

To disable a user account in an environment that has a Common Data Service database, you can either remove the user from the security group or remove the license from the user.

To remove a user from a security group

  1. Sign in to the Microsoft 365 admin center.
  2. Select Groups > Groups.
  3. Select the security group that's associated with your environment.
  4. Select the Members tab.
  5. Under Members, select View all and manage members
  6. Select the users in the list to remove them, and then select Save.

To remove a license from a user

  1. Sign in to the Microsoft 365 admin center.
  2. Select Users > Active users, and then select the user.
  3. Select the Licenses and Apps tab, and then select the licenses you want to remove.
  4. Select Save changes.

Note that removing a license from a user might not always result in disabling the user account, though the license will be freed up for assigning to another user. The recommended approach to disabling a user account in an environment is to remove them from the security group that's associated with the environment.

Note

You can also delete users in the Microsoft 365 admin center. When you remove a user from your subscription, the license assigned to that user automatically becomes available to be assigned to a different user. If you want the user to still have access to other applications you manage through Microsoft 365—for example, Microsoft Exchange Online or SharePoint—don't delete them as a user. Instead, simply remove the license you've assigned to them.

When you sign out of the Microsoft 365 admin center, you aren't signing out of model-driven apps in Dynamics 365. You have to do that separately.

Tip

To force an immediate synchronization between the Microsoft 365 admin center and model-driven apps in Dynamics 365, do the following:

  • Sign out of model-driven apps in Dynamics 365 and the Microsoft 365 admin center.
  • Close all open browsers used for model-driven apps in Dynamics 365 and the Microsoft 365 admin center.
  • Sign back in to model-driven apps in Dynamics 365 and the Microsoft 365 admin center.

Create a Read-Write user account

By default, all licensed users are created with an access mode of Read-Write. This access mode provides full access rights to the user based on the security privileges that are assigned.

To update the access mode of a user

  1. In the Power Platform admin center, select an environment, and go to Settings > User's + permissions > Users.

  2. Select Enabled Users, and then select a user's full name.

  3. In the user form, scroll down under Administration to the Client Access License (CAL) Information section. In the Access Mode list, select Read-Write.

  4. Select the Save icon.

Create an Administrative user account

An Administrative user is a user who has access to the Settings and Administration features but has no access to any of the functionality. Use this account to assign administrative users to perform day-to-day maintenance functions (create user accounts, manage security roles, and so on). Because an administrative user doesn't have access to customer data nor any functionality, the user doesn't require a license (after setup).

You need to have the System Administrator security role or equivalent permissions to create an administrative user. First, you'll create a user account in Microsoft 365, and then in model-driven apps in Dynamics 365, select the Administrative access mode for the account.

Note

See Create an administrative user and prevent elevation of security role privilege for an example of how an Administrative user account can be used.

  1. Create a user account in the Microsoft 365 admin center.

    Be sure to assign a license to the account. You'll remove the license (in step 12) after you've assigned the Administrative access mode.

  2. In the Optional settings form, expand Roles.

  3. Clear the User (no administrator access) check box.

  4. Scroll down the form, and then select the Show all link.

  5. Select the service administrator check box. Note: If you've selected Global Administrator, you don't need to select this option.

Wait for the user to sync to the environments.

  1. In the Power Platform admin center, select an environment, and go to Settings > User's + permissions > Users.

  2. Select Enabled Users, and then select a user's full name.

  3. In the user form, scroll down under Administration to the Client Access License (CAL) Information section. In the Access Mode list, select Administrative.

    Now you need to remove the license from the account.

  4. Go to the Microsoft 365 admin center.

  5. Select Users > Active Users.

  6. Select the Administrative user account, and then select the Licenses and Apps tab.

  7. Clear the license box(es), and then select Save changes.

Create a non-interactive user account

The non-interactive user isn't a "user" in the typical sense—it doesn't represent a person, it's an access mode that's created by means of a user account. It's used for programmatic access to and from model-driven apps in Dynamics 365 between applications. A non-interactive user account lets these applications or tools—such as a connector from model-driven apps in Dynamics 365 to ERP—authenticate and access model-driven apps in Dynamics 365 without requiring a license. For each environment, you can create up to seven non-interactive user accounts.

You need to have the System Administrator security role or equivalent permissions to create a non-interactive user. First, you'll create a user account in Microsoft 365. Then, in model-driven apps in Dynamics 365, select the non-interactive access mode for the account.

  1. Create a user account in the Microsoft 365 admin center.

    Be sure to assign a license to the account.

  2. In the Power Platform admin center, select an environment, and go to Settings > User's + permissions > Users.

  3. Select Enabled Users, and then select a user's full name.

  4. In the user form, scroll down under Administration to the Client Access License (CAL) Information section. In the Access Mode list, select Non-interactive.

    You then need to remove the license from the account.

  5. Go to the Microsoft 365 admin center.

  6. Select Users > Active Users.

  7. On the Licenses and Apps tab, select the non-interactive user account.

  8. Clear the license box(es), and then select Save changes.

  9. Go back to model-driven apps in Dynamics 365 and confirm that the non-interactive user account Access Mode is still set for Non-interactive.

Create an application user

You can use server-to-server (S2S) authentication to securely and seamlessly communicate between Common Data Service and your web applications and services. S2S authentication is the common way that apps registered on Microsoft AppSource use to access the Common Data Service data of their subscribers. All operations performed by your application or service by using S2S will be performed as the application user you provide, rather than the user who's accessing your application.

All application users are created with a non-interactive user account, however they aren't counted toward the limit of seven non-interactive user accounts. In addition, there's no limit on how many application users you can create in an environment.

Application user

For step-by-step information about creating an application user, see Application user creation.

Enable or disable application users

When application users are created, they're automatically enabled. The default Application User form shows the status in the form footer; the Status field can't be updated.

You can customize the default Application User form to allow updates to the Status field so that you can enable or disable application users, if required. For step-by-step information about customizing the default Application User form, see Enable or disable application users.

Caution

Disabling an application user will break all the integration scenarios that use the application user.

How stub users are created

A stub user is a user record that has been created as a placeholder. For example, records have been imported that refer to this user but the user doesn't exist in model-driven apps in Dynamics 365. This user can't sign in, can't be enabled, and can't be synchronized to Microsoft 365. This type of user can only be created through data import.

A default security role is automatically assigned to these imported users. The Salesperson security role is assigned in an environment and the Common Data Service User security role is assigned in a Power Apps environment.

Note

By default, a security role can only be assigned to users with an Enabled status. If you need to assign a security role to users who have a Disabled status, you can do so by enabling the allowRoleAssignmentOnDisabledUsers OrgDBOrgSettings.

Update a user record to reflect changes in Azure AD

When you create a new user or update an existing user in Dynamics 365 Customer Engagement (on-premises), some fields in the user records, such as name and phone number, are populated with the information obtained from Active Directory Domain Services (AD DS). After the user record is created, no further synchronization occurs between Azure AD user accounts and model-driven apps in Dynamics 365 user records. If you make changes to the Azure AD user account, you must manually edit the user record to reflect the changes.

  1. In the Power Platform admin center, select an environment, and go to Settings > User's + permissions > Users.

  2. In the list, select the user record you want to update, and then select Edit.

The following table shows the fields that are populated on the user form (user record) from the Azure AD user account.

User form

Active Directory user

Active Directory object tab

User name

User logon name

Account

First name

First name

General

Last name

Last name

General

Main Phone

Telephone number

General

Primary Email

Email

General

Address*

City

Address

Address*

State/province

Address

Home phone

Home

Telephones

* The Address field comprises the values from the City and State/province fields in Azure AD.

See also

Get started with security roles in Common Data Service