Microsoft Dynamics® CRM Training
CRM Online Trial: Security Roles
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This is the third lesson in a series designed to help get the most out of a free 30-day trial of Microsoft Dynamics CRM Online.
As the Administrator of a CRM Online organization, it’s important to understand how employees will interact with the application. In the last lesson, we created new sample users for the demo environment. We can now put ourselves in a new User’s shoes and explore CRM Online as a typical sales, marketing, or service user, but first, we must assign them a Security Role.
In this lesson, we assign and modify security roles, discuss some time-saving strategies for navigating CRM Online as multiple users, and demonstrate the process of signing in as a new user.
When we log in to CRM Online, we will by default arrive at the Sales Activity Social Overview Dashboard in the Sales module. Since new Users have been added to the organization, a manila-colored bar appears prompting us to assign roles.
Before we start assigning roles, we may want to configure the default Security Roles. When modifying a system Security Role, it’s good practice to make a copy of the role that we wish to modify. This way, when experimenting with privileges, we will have a backup of the original version. To modify Security Roles, we’ll navigate to Settings > Administration, and then click Security Roles.
This is a list of out-of-the-box Security Roles. To copy a security role, we’ll select the role, say Salesperson for example, click More Actions, and then click Copy Role. A dialog opens where you can give it a new name. Let’s clarify that this is a backup by naming it “Salesperson Backup”. This way, the name stands out so we know not to modify that role.
Now we can assign the Security Role to a User. When we click the Assign Roles button in the manila bar, we are taken to the “Users with no assigned security roles” View. Note that if we select multiple Users, they will all be assigned the same Role. Let’s start by selecting our sample sales user, and then click Manage Roles. In the Manage User Roles window, we can select one or more Security Roles. We’ll select Salesperson, and then click the OK button.
Now we can sign into CRM as the sales user to test various features through a different lens. However, what if we come across a feature that the User doesn’t have access to, but want this role to have those privileges? We would have to sign out, and sign back in as the admin. Once we finish making changes to the Security Role, we would have to sign out, and then once again, sign back in as the salesperson to see how the changes affected the user. Instead of going through this clunky process, there is a time-saving strategy that we can utilize that that will make operating CRM Online as different users much easier.
We can open CRM Online in a separate browsing session. This can be done in two ways: Open it in another browser, or open another session using private browsing of your current browser. This way, we can be logged in as two Users at the same time.
Since CRM Online is now available for Internet Explorer, Google Chrome, Firefox, and Safari, there are different ways to launch private browsing for each browser. Such a session in Internet Explorer is called “InPrivate Browsing”. To launch it, click the settings icon in your browser, navigate to Safety, and then click InPrivate Browsing. A new browsing window will launch, and instead of opening your homepage, it should read “InPrivate is turned on”. Private browsing in Google Chrome is called an “Incognito Window”. In both Safari and Firefox it’s simply called “Private Browsing”.
By opening two different browsing sessions, we can seamlessly switch between users. If we run into an obstacle while signed in as a Salesperson, we can simply switch windows to the admin user, make the necessary modifications, and then return to the original window.
Now that we can easily navigate CRM Online as a different user, let’s try signing in as a new User for the first time. In the last lesson, we were given a list of temporary passwords that were generated when the new Users were added. Let’s sign in as the sales user. We are immediately taken to an “update password” page in Office 365. Here, we must enter the temporary password, and then create a new one.
For dummy users that are intended to be used by a single person, it’s good practice to choose the same password for all users. That way, we don’t have to try to remember the password for each dummy user.
Once we fill out the form and click the Save button, the window refreshes and we are taken to CRM Online where we can explore the application through this sample User.
This concludes this addition of the CRM Trial Series. In the next lesson, “CRM Online Trial: Sample Data”, we learn how to add and manipulate sample data in CRM Online.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.