Sign up for Dynamics 365 Guides (Preview)

[This topic is pre-release documentation and is subject to change.]

We're thrilled to introduce Microsoft Dynamics 365 Guides (Preview)! Learn about Guides capabilities.

To get started with Dynamics 365 Guides, you need to:

  1. Sign up for the preview.

  2. Create a Common Data Service environment, if you don't already have one.

  3. Install the Dynamics 365 Guides (Preview) solution.

  4. Download and install the Dynamics 365 Guides apps on a Windows 10 PC and Microsoft HoloLens.

  5. Add additional user accounts (optional).

  6. Set up Guides Analytics reports.

This topic provides step-by-step instructions for all of the above.

Step 1: Sign up for the preview

  • Go to the Getting started page, and then follow the instructions to create your user credentials for the preview. After you have your credentials, come back to this page and go to Step 2: Create a Common Data Service environment.

    Important

    We recommend creating user credentials for the preview even if you have an existing work account. If you're not an admin in the organization, you won't be able to complete Steps 2 and 3. Also, when asked to enter a domain name, don't use your normal work domain. Create a new domain in the form: guidesYourCompanyName.

Step 2: Create a Common Data Service environment

After signing up for the preview, you’ll need to create an environment where you can install the Dynamics 365 Guides (Preview) solution. If you already have a Common Data Service environment, you can skip to Step 3: Install and configure the Dynamics 365 Guides solution.

  1. Go to the Microsoft 365 Admin Center.

  2. Make sure that the Dynamics 365 Guides license is assigned to a user. To do that, in the left pane, select Users, select Active users, and then select the check box for the user you want to add.

    Users > Active Users screen

  3. In the Guides Account screen, select the Edit button next to Product licenses.

    Edit PowerApps plan

  4. In the Product licenses screen, turn the Dynamics 365 Guides slider to On, and then select Save.

    Add user license

  5. Go to the PowerApps Admin Center, and sign in with the user credentials provided when you signed up for the preview.

  6. In the PowerApps Admin Center, select New environment.

    PowerApps Admin Center

  7. Fill in the following details for the environment:

    • Environment name: Guides_anyname

    • Region: Don't change - keep the default setting

    • Environment type: Set it to Production

      New Environment dialog box

    Note

    Make sure to set Environment type to Production. Do not set it to Trial.

  8. Select the Create environment button.

  9. In the dialog box that appears, select Create database.

    Environment created dialog box

  10. In the next dialog box, choose your currency and language.

    Currency and language settings

  11. Select Create database.

  12. In the PowerApps Admin center > Environments screen, select the environment that was just created (a production environment, not a default environment).

    Select the environment

    The following screen appears while the database is being created and provisioned:

    Provisioning database screen

    Note

    Database creation usually takes several minutes. If, after 5 minutes, the “Provisioning database” message still appears, try refreshing the page.

  13. After the database is created, a link to the Dynamics 365 Administration Center appears. Select this link, and then sign in again with the credentials you created for the preview. You might need to close your browser before signing in.

    Admin Center link

The Dynamics Admin Center appears. This is where you can install the solution and make other configurations.

Step 3: Install and configure the Dynamics 365 Guides (Preview) solution

In the Dynamics 365 Guides PC application, you can upload your own 3D files, as well as videos and 2D images. Many of these files will be larger than 5 MB, so you need to change the maximum file size for files that are uploaded. To do this, you'll change the setting for the email attachment size to 128 MB (131072 KB).

  1. Go to the Dynamics 365 Administration Center, and sign in with the user credentials you created when you signed up for the Dynamics 365 Guides (Preview).

  2. Select the newly created Dynamics 365 Guides instance from the list of instances, and then select Open as shown here:

    Admin Center with Open button selected

    This opens the Dynamics 365 screen.

  3. In the Dynamics 365 screen, select Settings, and then select Advanced Settings.

    Advanced Settings

  4. In the Dynamics 365 Business Management screen, select the Settings drop-down list.

    Business Management screen2

  5. Under System, select Administration.

    Administration button in Dynamics 365

  6. In the Dynamics 365 Settings > Administration page, select System Settings.

    System settings in Dynamics 365

  7. In the System Settings dialog box, select the Email tab, scroll down to the bottom of the dialog box, and then in the Set file size limits for attachments field, enter 131072. Select OK when you’re done.

    System settings dialog box

  8. Go back to the Dynamics 365 Administration Center, and select the small edit button next to Solutions.

    Solutions Edit button

    Note

    You can also get to the Dynamics 365 Administration Center from the PowerApps portal.

  9. Select the Dynamics 365 Guides (Preview) solution in the list, and then select Install.

    Solutions Install button

  10. In the Terms of Service dialog box, review the terms, and then select install when you're ready.

    In the Dynamics 365 Administration Center screen, you'll see the following message highlighted in yellow showing that the solution is about to be installed:

    Solution installing message

    The Status field to the left of the yellow message will say Installation pending while the solution is being installed. When the solution has finished installing, the Status field changes to Installed.

    Note

    The installation process can take up to one hour and is variable based on the time of day and region. If the status hasn't changed after an hour, try refreshing your screen. If the installation fails, you'll see this message:
    Failed installation

Set up user roles for the solution

Note

It can take up to one hour for a user to appear in the Dynamics 365 admin center after the licenses are added in the Microsoft 365 admin center.

  1. After the solution has finished installing, go to the Dynamics 365 Administration Center, select the newly created Dynamics 365 Guides instance from the list of instances, and then select Open.

  2. On the Dynamics 365 page, select Settings, and then select Advanced Settings.

    Dynamics 365 Advanced Settings

    Important

    You can access Dynamics 365 Guides data through the Guides Hub (Preview) tile in the preceding screen, but we recommend that you not make any changes in the Guides Hub. Any changes you make can have unintended consequences for the Dynamics 365 Guides apps.

  3. In the Dynamics 365 > Business Management screen, select the Settings drop-down list.

    Business Management screen2

  4. On the Dynamics 365 Settings > Administration page, under System, select Security.

    Dynamics 365 Security setting

  5. On the Security page, select Users.

    Dynamics 365 Users setting

  6. Select the user, and then select Manage roles.

    Manage Roles command

  7. In the Manage User Roles dialog box, select the following roles:

    • Common Data Service User

    • Dynamics 365 Guides Author

    • System Administrator

      Manage Roles dialog box filled in

      Note

      Select the System Administrator role if this is the main user/admin. Otherwise, do not select that role.

Step 4: Install the applications

There are two Dynamics 365 Guides applications:

  • PC authoring application

  • HoloLens application, which has an Author mode and an Operator mode

You can install the apps from Microsoft Store as described in the next section.

Note

If you can’t access Microsoft Store due to company policies, please contact your administrator to distribute the app.

If you use Microsoft Store for Business to distribute your apps, you can have users install the apps from your organization’s private store or from an email link that you send. Instructions are provided later in this topic.

Install the apps from Microsoft Store

Install the PC authoring app

  1. Check to make sure your Windows 10 PC is running the latest Windows build (must be build 10.0.16299 or later).

  2. On your PC, go to Start Start button) > Microsoft Store Store button), and then search for “Dynamics 365 Guides (Preview).”

  3. In Microsoft Store, select Get for the Dynamics 365 Guides app to download, and install the application.

    Preview app in Microsoft Store

    Note

    For instructions on opening and signing in to the app, see the authoring guide.

Install the HoloLens app

  1. Make sure HoloLens is running build 10.0.14393.0 or later. We recommend updating HoloLens to newer versions when available. See Manage updates to HoloLens for instructions on using Windows Update for Business.

  2. On your HoloLens, use the bloom gesture to open the Home menu, and then open the Microsoft Store app and search for “Dynamics 365 Guides (Preview)”.

  3. Select Install to download and install the Dynamics 365 Guides application.

Note

For instructions on opening and signing in to the app, if you're an author, see the HoloLens authoring topic. Operators can use the Dynamics 365 Guides Operator's manual.

Distribute the apps through the Microsoft Store for Business

  1. Go to the Microsoft Store for Business.

  2. Acquire the app(s).

  3. Choose one of the following distribution methods:

For information on opening and signing in to the PC application after installing it, see the authoring guide.

For information on opening and signing in to the HoloLens application, go to one of the following, depending on whether you're an author or an operator:

Step 5: Add additional user accounts (optional)

You’ll need to create a user account for anyone you assign a license to. Create a new user account for anyone on your team who will use Dynamics 365 Guides. You create user accounts in the Microsoft 365 Admin Center, and then assign licenses to those users.

Add a user account

  1. Go to the Microsoft 365 Admin Center.

  2. Select Add a user.

    Add a user

    You’ll see the New user dialog box:

    New User dialog box

  3. In the New user dialog box, fill in the following user information:

    • Add the first, last, display name, and user name.

    • Domain. Leave the domain as is. It's automatically filled out based on the company you entered when you signed up for the preview.

    • Password. The system generates a user ID and temporary password for the user. We recommend that you send the temporary credentials to the user via email and have the user change the password at first sign in. To enforce that this happens, select the down arrow, and then select the Make this user change their password when they first sign in check box.

      Password enforcement check box

    • Roles. Expand this section and select the User (no administrator access) option.

      Edit user roles

    • Product licenses. Expand this section, and then turn the Dynamics 365 Guides slider to On. You can assign up to 25 users.

      Product Licenses dialog box

  4. Select Add when you’re done.

    When you add a user, the user gets an email notification from the Microsoft Online Services Team that includes their user ID and temporary password. They’ll use this information to sign in to Dynamics 365 Guides.

  5. If you haven't already done so, set up user roles for the solution as described earlier in this topic.

Step 6: Set up Guides Analytics reports

Dynamics 365 Guides includes Power BI reports (called Guides Analytics) that you can use to analyze guides processes. You can share these reports within your organization by publishing them to the Power BI Service. This allows anyone in your organization with a Power BI Pro license to access the report through the Power BI Service web interface accessible at https://powerbi.microsoft.com.

Power BI provides several mechanisms for sharing reports with others in your organization. We recommend reading Ways to share your work in Power BI for an overview. A great way to share your reports within your organization in a read-only fashion is to publish them as a Power BI app. This involves the following well-documented steps:

  1. Create a workspace in the Power BI Service.

  2. Publish your Guides Analytics reports to this workspace using Power BI Desktop.

  3. Publish the contents of your workspace as an app in the Power BI Service.

See also

Get started with Dynamics 365 Guides in preview
Author a guide
Operator's manual
Analyze your guides to improve process efficiencies
FAQ