D365 Quick Tip: Audit User Access in D365 v9 CE

One of the most common asks as an administration is to know when the user started accessing the system and from where.

In your Dynamics 365 Customer Engagement apps, you can enable Auditing for User Access.

Enable Auditing of User Access

You need to enable this feature once you enable Auditing on Organization level. Then, you can enable User Access Auditing as well

Navigate to Settings > Administration > System Settings and under Auditing tab

OR

Settings > Auditing > Global Audit Settings
systemSettings

Once the Auditing for User Access has started, the Audit Summary will record this –
userAuditStarted

And whenever a User logs into Dynamics 365 via the Web Application, Phone app or WebServices that provide authentication, the Auditing will be logged as shown below –

auditRecording

The Operation will be Access and the Event will be User Access via Web or User Access via Web Services.

If you want to enhance user login, you can quickly enable Multi-Factor Authentication for the users, read my blog on MFA here – Office 365 Admin: Quickly Enable Multi-factor authentication for users

Hope this quick tip helps. 🙂

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Enable Gamification for your D365 Organization

It’s relevant to not only engage customers but also to make users keep excited about Dynamics 365 and using it for as a purpose to compete.

This results in the success of D365 implementation among users.

To serve the purpose, D365 has an add-on called as Gamification wherein ‘game commissioners’ can setup games for D365 users to play and compete against each other. Let’s look at enabling this service for D365.

Pre-Requisites

  1. You’ll need to be on at least Dynamics 2016 CRM Update 1.
  2. D365 Customer Engagement License to anyone who will use this service.

Install Add-On

  1. If you are a Global Admin or D365 CE Administrator, In your D365 Admin Center, under the Org you want to enable Gamification, you can find the add-in and simply click Install.
    addIn
  2. You’ll need to Agree to the terms of service to proceed.
    agreeToS
  3. It takes about 15-20 mins for the setup of the solution and can happen in the background. Once successfully installed, a new Area in the SiteMap will appear called as Gamification.
    siteMap

Activation

Next step after enabling it.

  1. Click on Start Activation to begin the process.
    clickActivate
  2. It will ask the for the credentials of the User who will authenticate to Activate the Gamification. They must be a System Admin with a D365 CE license.
    signIn
  3. Provide consent by Agreeing to permissions asked.
    agreeConsent
  4. Once completed in the background, an Security Key will be generated. Simply copy it and paste it in the Box given below.
    securityKeyGenerated
  5. That’s it. Gamification is now enabled for the Organization.
    enabled

Security Roles

There are three aspects to Security Roles

  1. Commissioner is the one who will enable the Add-in i.e. a Global Administrator or D365 CE Service Administrator.
  2. Game Manager is an actual Security Role given to a person who should create and run the games for the users.
  3. Users are the ones who have a D365 CE license who will access Gamification service.

Hope this was helpful to set you up!

‘Based on entity’ folder structure in D365 SharePoint Online Integration

When you configure SharePoint Online integration for your D365 entities, while setting up, you see an option to either proceed to enable feature based on entity or not.

featuredImage

And you’re not sure what it means. Let’s quickly see that it stands for.

I assume you know that you’ll need to go to Settings > Document Management > Document Management Settings to enable SharePoint integration for selected entities.

DocManagement

Now, let’s look at the difference between them.

Folder Structure based on Entity

When you select based on Entity, you get 2 options – Account and Contact. There’s no more options.

basedOnEntity

Now, when the above is setup and when you put documents under an Opportunity, see below how the documents will be stored in SharePoint.

  1. The Opportunity Printers has a parent Account called as ‘Adventure Works’.
    addToOppAnd you add Document to this Opportunity.
    addDocToOpp
  2. When I add documents under Opportunity Printers, on the SharePoint site, it will be like –
    folderStructureAsEntity

Folder Structure Not Based on Entity

Note: I’m doing this in another instance for demo purpose.

notAsEntity

  1. When you don’t select and proceed as is, and you go to the Opportunity Printers and add you Documents to the record as below.
    addDocToOpp2
  2. You can see unlike the one based on Entity, these Documents have Opportunity at the root level and not the Account which is that Opportunities’ parent.
    folderStructureNotAsEntity

Hope that was straight forward!

D365 Quick Tip: Can’t add members to the default Business Unit Team

I would like to share a consideration I take while designing Teams that you might need to make certain records shareable. I faced an issue once when users started to use Default Teams created on Business Units.

And after several months, it occurred that some users from other Business Units too needed to be on that Team. And several records were already assigned to BU provided Default Teams.

Scenario

  1. Priyesh belongs to Southeast Asia BU and Somesh belongs to North America BU.
  2. Some records were assigned to North America team which is the Default Team created by BU..
  3. Priyesh wanted to be in the North America Team.
    addPriyeshToNA

    So adding North America to Teams under the user Priyesh, but I get the below error
    error

That is because you cannot add Default Teams to users in some other BUs.

Workaround

As a workaround, I only created a new Team and named it “<BU Name> – Shareable” team and assigned records to this team so that I know where I want the records to be visible as per my Security Roles setup.

structure

And hence, added the North America – Shared team for Priyesh.
addedAlternative

I would also like to hear your suggestions and any workarounds you may have. Thanks! 😊

Enable entities for Dynamics 365 App For Outlook

So, you’re all set to use D365 App For Outlook from your OWA (Outlook Web App) or even from your Desktop client. Let’s look into enabling any given entity (predefined or custom) to show up while searching in the D365 App For Outlook

Let’s say, you have these entities already enabled when you recently setup the App
noEntityDisplayed

And you don’t have your custom entity, say, Customer Subscriptions enabled yet. So let’s set that up.
actualEntity

Pre-Requisites

  1. Make sure the users’ mailbox is synced using Server Side Sync and they have been enabled to use D365 App For Outlook.
    addToApp
    You can see the above settings from Settings > Dynamics 365 App For Outlook as shown below –
    D365AppOnSiteMap
  2. Make sure the Entity is already enabled for Activities so that it can be used to track records against.
    enableActivities
    Note: I also read on other blogs stating that the entity should also be present in the Categorized Search under Settings > Administration > System Settings – General Tab. But this worked for me without it.

Enable entity for D365 App For Outlook

Now, let’s enable Customer Subscriptions to be available in the D365 App For Outlook

  1. We will need to add it in the D365 App For Outlook itself. Navigate to Settings > My Apps as shown below
    myAppsIf My Apps is missing from your SiteMap, you can refer to my blog for using the shortcut link to access it – ‘My Apps’ missing from D365 SiteMap
  2. In My Apps, find Dynamics 365 App For Outlook app and open it in the App Designer as shown
    openInAppDesigner
  3. Once you open it, on the right hand side, expand Entities
    artifactEntities
  4. Find that Customer Subscriptions (or your entity which you wish to enable) is not enabled yet.
    entityInAppFound
  5. Enable it by clicking the checkbox. It will now appear in blue and selected
    entityInAppEnabled
  6. It will also appear on the left hand side now
    entityInLeftSide
  7. Simply Save and Publish the changes.
    publishChanges

Entity is Enabled

In your Outlook (OWA of Outlook client app), when you restart or re-open open the app, you’ll see that the entity is enabled as below and you can use it to search and track records against.
entityIsEnabled

And we are done. 🙂

D365 Quick Tip: Hide the D365 Classic Web UI for others

Administrators make sure everyone access the Unified Interface and discourage users from using the classic Web UI.

There’s a quick setting to hide the “Dynamics 365 – custom” from the Sidebar for other users. Let’s say users are seeing this currently. And you don’t want the to go there (from the sidebar menu at least).

oldUIVisible

Change the Visibility

  1. Navigate to Settings > My Apps.
    myApps
    Note: In case you don’t see My Apps in your Settings area, here’s a link to my blog for the shortcut to go inside My Apps – My Apps missing from D365 SiteMap
  2. Simply select “Hide for All Roles” as shown below. That’s it.
    hideForAllRoles
  3. And this is what others will then see.
    hiddenItem

Easy!

D365 Quick Tip – Why should you Reassign Records to another user?

An underrated feature of Dynamics 365 sitting since a long time is the Reassign Records. This is a particularly important feature that if a key person stayed with the organization for quite some time and worked deeper in Dynamics like written plugins or have workflows owned by them, it is imperative that the records they owned need to be reassigned to someone else when that employee leaves.

Given the scenario – An employee, Somesh, left the company but has several records under his ownership. Even some workflows (we’ll get to that a little further.) Sample Original Records owned by the user –
originalRecords

And when the user leaves the company, in general practice, we revoke the D365 license for reuse. In that case, the user is Disabled in the system –

disabledUser

Important: Before you proceed further, please make a list of all Active workflows which are owned by the Disabled user before Reassigning Records. You can use Advanced Find to find such workflows.

Why should you Reassign Records

Workflows

Since the user who left was owner of any workflows having Scope of Organization level, they’d fail and if them being background workflows, you wouldn’t know what happened in the background. On investigating, you’d see error like –

errorInWorkflow

I noticed that workflows which are set to User scope will behave like they didn’t trigger.

Reassign Records

Use this feature to reassign records of the Disabled User to the new Administrator/User who should carry forward the smooth processing of day to day operations of Dynamics.

  1. Go to the user by going to Settings > Security > Users. Find the user and open the record.
    reassignRecords

  2. On clicking on Reassign Records as shown above, you’ll be asked whether you want to assign the records to yourself or some other user.
    reAssignToOtherUser
  3. The loading will complete and once you check, all the records that were previously with Somesh will be assigned to Vishal. See below –

    assignedToNewUser

  4. The workflows get assigned too. But, you have to do some activity before you say you’re done.

Reactive the Workflows

So, the records got swiftly got assigned to the new user. However, the workflow which Somesh owned were Deactivated, assigned to Vishal but were left Deactivated!
deactivatedWorkflows

And with that, you’ve saved some hours trying to find out why certain things went wrong. Hope this helped!