How do you assign licenses and security roles?

Required tools

• Administrator access — For both Microsoft 365 and Dynamics 365.

Assign

1. 1.Assign a license in Microsoft 365

   The license is assigned to the user in the admin center. It may take a few minutes for the user to appear in Dynamics 365 afterward.

2. 2.Assign a security role in the correct environment

   Roles are environment-specific. A user with a role in the test environment has no access in production. This is the most common reason why a new employee cannot log in.

3. 3.Choose the role based on function, not the individual

   Salesperson, sales manager, caseworker. If you create one role per employee, you'll have forty roles in two years, and no one will dare change anything.

Verify and clean up

1. 4.Ask the user to log in and confirm

   Just because the assignment looks correct does not mean it works. Have the person confirm it themselves in a new session.

2. 5.Include withdrawal in the closing routine

   When someone leaves, both their license and role must be removed. Licenses that remain assigned to people who have left become a recurring charge on the license bill.

3. 6.Review the allocations every six months

   See who has which role and whether it matches what they do today. People change tasks more often than roles are updated.