Microsoft Dynamics® CRM Training
CRM Online Trial: Adding Users
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This is part two in a video series designed to help you get the most out of your free 30-day trial of Microsoft Dynamics CRM Online. Even if you will be the sole evaluator of the trial and there is no need to add any Users, there is still much to learn from adding them. The main reason is to test how Users with other Security Roles will interact with Dynamics CRM. For example, you could sign in as a dummy user with a Salesperson Security Role to see the application through another lens.
There are already two videos in the Success Portal that cover how to add Users (one from Office 365, and one from Microsoft Dynamics CRM) so this won’t be a step-by-step lesson on how to add Users. Instead, we will focus on adding sample Users to help us learn from our demo environment.
We start in the Office 365 admin center dashboard. The System Administrator is directed here automatically when they sign in to CRM Online. This is not Microsoft Dynamics CRM, but Office 365 has been integrated with CRM Online. User records are stored in both systems’ databases and are synchronized.
We can add Users by clicking the users and groups link on the left side of the window. We are taken to a page where we can see active users, deleted users, security groups, and delegated admins. From the active users list, there are two ways to add users: clicking the add icon, which looks like a plus sign, or clicking the bulk add icon immediately to its right.
If we click the add icon, we are taken to a new user page where we can fill out a form. To add more than one user, let’s click the bulk add icon. To bulk add users, we must attach a CSV file. This CSV file is a type of Excel spreadsheet that will list the new users’ information.
Microsoft provides two resources to help us include the necessary information on our spreadsheet: The first is a template spreadsheet which can be downloaded by clicking the Download a blank CSV file link. Each column heading represents a field in a User record. This method requires at least the User Name and Display Name columns to be filled in.
The second resource is a similar file that contains sample users. Let’s download this CSV by clicking the link below the first one. Notice that all of the data for each dummy user is filled out; however, this data isn’t quite ready to be imported into the system. The User Names must be configured so that they include the User’s name, and the organization’s domain and extension. Make sure there are no spaces and it does not exceed 79 characters. Now the data can be modified as we see fit.
When creating multiple dummy users to test how different Security Roles interact with CRM Online, it’s a good idea to name each User after its intended purpose. For example, the user intended to test the Salesperson Security Role could be named “Sales User”. This is helpful because we won’t have to remember which user has which Security Role.
Note that the trial version of CRM Online allows for up to 25 user licenses. One of these licenses is taken by us as the administrator of the organization, so we need to make sure that there aren’t more than 24 Users in the spreadsheet. Also note that any User’s license can be removed and given to another User. This is good to keep in mind for eventually adding real Users.
After the file is saved locally and it is ready to be imported, we’ll click Browse, select the file, and then click Next. This takes us to the verification results. If there are any errors in the import, we would click the View link to see where the issues are in the data. If all the users successfully passed verification, we’ll click Next.
We can then proceed through the remaining steps. If you need specific details on these settings, please watch “Adding Users—Office 365”. Once we reach the results page, we need to make sure to record the temporary passwords for each user.
When a User signs in for the first time, they must use this temporary password. They can then create a new one.
This concludes part two of this series. In the next lesson, “CRM Online Trial: Security Roles”, we discuss some strategies for assigning Security Roles to dummy Users, walk through what it’s like signing in to CRM Online as a new user, and demonstrate a simple trick for quickly switching between users.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.