News.mscrm-addons.com BlogHello and welcome to our blog! What can we do for you? Are you looking for further technical information or step-by-step instructions to our products? Or would you like to read the latest news on mscrm-addons? Please feel free to browse our blog for detailed information and to share our posts! https://www.mscrm-addons.com/BlogUsing Office 365 Security Groups to control Microsoft Dynamics 365 Online Accesshttps://www.mscrm-addons.com/Blog/PostId/10083/using-office-365-security-groups-to-control-microsoft-dynamics-365-online-access*General*Fri, 27 Apr 2018 15:34:15 GMT<p style="text-align: justify;"><span style="color: #565656;">If you are a Microsoft Dynamics 365 Online system administrator, you probably know that initial Dynamics 365 user setup is performed in the Office 365 portal and then configured within Dynamics 365. But you may not know that you can use the&nbsp;</span><strong style="color: #565656;">Security Groups</strong><span style="color: #565656;">&nbsp;feature in the Office 365 Portal to enable or disable Dynamics 365 access to custom groups of users you can create.</span></p> <p style="text-align: justify;"><span style="color: #565656;">​<span style="color: #565656;">This feature can be useful for different scenarios, including:</span></span></p> <ul> <li style="text-align: justify;"><span style="color: #565656;">Limiting access for development or testing in non-production Dynamics 365 Online instances</span></li> <li style="text-align: justify;"><span style="color: #565656;">Restricting access to the Dynamics 365 Online production environment to system administrators only when importing a new solution set or other system maintenance</span></li> <li style="text-align: justify;"><span style="color: #565656;">Creating special groups for sales, service, or other business groups for more organized users management</span>​</li> </ul> <p style="color: #565656; margin-bottom: 1.07em; text-align: justify;">There is actually a default security group that is pre-configured for Office 365 called&nbsp;<strong>System Administrators</strong>. This group includes all Office 365 users with global administrator rights.</p> <p style="color: #565656; margin-bottom: 1.07em; text-align: justify;">Here&rsquo;s how it works. You must have global administrator rights in the Office 365 Portal.&nbsp; If you do,&nbsp;<a href="http://portal.microsoftonline.com/" style="color: #2ca9e0;">log in to the Office 365 Portal</a>&nbsp;with your credentials to the home page. Once logged in, do the following:</p> <ol style="color: #565656; margin-bottom: 17px; margin-left: 20px; padding-left: 0px;"> <li>On the home page, navigate to Admin Center and select the&nbsp;<strong>Groups</strong>&nbsp;link on the navigation menu on the left side of the page.</li> <li>This will take you to the <strong>Groups</strong>&nbsp;list. Open the <strong>View</strong> drop-down menu and select&nbsp;<strong>Security,</strong> which will take you to the&nbsp; Security Groups management pages.&nbsp;</li> <li>Left click on the&nbsp;<strong>[+&nbsp;Add a group]</strong>-button to create a new group. This will open up a new window where you can enter your new security group name.</li> </ol> <p> </p> <div class=" data-plugin-options="> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> <a title="Office 365 - Security Groups" href="/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure1_Security_Groups.png"> <img alt="Office 365 - Security Groups" height="207" class="img-responsive" src="/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure1_Security_Groups.png" /> </a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><em>Figure 1: Office 365 - Security Groups</em></div> </div> <p>&nbsp;</p> <p style="color: #565656; margin-bottom: 1.07em;">For this scenario, we will call our group&nbsp;<strong>Testing Users</strong>. This group will comprise of users that will have access to the Dynamics 365 environment for testing new solutions. To create the group, do the following:</p> <ol style="margin-bottom: 17px; margin-left: 20px; padding-left: 0px;"> <li><span style="color: #565656;">On the entry page, enter the name of the group in the</span><span style="font-size: 24px; color: #4f81bd;">&nbsp;</span><strong style="color: #565656;">Name</strong><span style="color: #565656;">&nbsp;section.</span></li> <li style="color: #565656;">Next, add the&nbsp;<strong>Description</strong> of this group.</li> <li style="color: #565656;">After entering the name and description, select the&nbsp;<strong>[Add]</strong>-buttonin the bottom left corner to save your group.</li> </ol> <div class=" data-plugin-options="> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a title="Add new Security Group" href="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure2_Add_group.png"><img alt="Add new Security Group" width="345" height="300" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure2_Add_group.png" /></a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">Figure 2: Add new Security Group</div> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">&nbsp;</p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">​The window below opens, which gives you instructions on how to proceed in order to add members to your new created group.&nbsp;</p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a title="New Security Group created" href="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure3_Group.png"><img alt="New Security Group created" width="325" height="230" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure3_Group.png" /></a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">Figure 3: New Security Group created</div> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">&nbsp;</p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">​After selecting the group, the window below will open:&nbsp;</p> <ol style="color: #565656; margin-bottom: 17px; margin-left: 20px; padding-left: 0px;"> <li>Here click on <strong>Edit</strong> in the <strong>Owners&nbsp;</strong>section to pop out the user selection tool to select the&nbsp; owner of this group.</li> <li>Next, left click on <strong>Edit</strong> in the&nbsp;<strong>Members</strong>&nbsp;section to pop out the user selection tool to select the user(s) that will be part of this group.</li> <li>After entering the name, select <strong>[Close]</strong>-button&nbsp;in the bottom left corner to save your group.</li> </ol> <p>&nbsp;</p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a title="Add onwer and mebers to your Security Group" href="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure4_Edit_group.png"><img alt="Add onwer and mebers to your Security Group" width="405" height="286" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure4_Edit_group.png" /></a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">Figure 4: Add onwer and mebers to your security group</div> <p>&nbsp;</p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">​<span style="color: #565656;">Voil&agrave;! Your new security group is created. Now, let&rsquo;s use it to limit access to Dynamics 365 Online to our&nbsp;</span><strong style="color: #565656;">Testing Users</strong><span style="color: #565656;">. Go to the Office 365 Dynamics 365 Online Admin Center by first clicking on the&nbsp;</span><strong style="color: #565656;">Admin</strong><span style="color: #565656;">&nbsp;drop-down on the Office 365 navigation toolbar, then selecting <strong>Dynamics 365&nbsp;</strong></span><span style="color: #565656;">from the dropdown list. This will open the Dynamics 365 configuration page.</span></p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"> </p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a title="Limit access to Dynamics 365 Online to our Testing Users" href="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure5_Limit_access.png"><img alt="Limit access to Dynamics 365 Online to our Testing Users" width="230" height="291" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure5_Limit_access.png" /></a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">Figure 5: Limit access to Dynamics 365 Online to our Testing Users</div> <p>&nbsp;</p> <p class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">​<span style="color: #565656;">Next, select the Dynamics 365 Online instance (if you have more than one) you want to edit and select the&nbsp;</span><strong style="color: #565656;">Edit</strong><span style="color: #565656;">&nbsp;button.</span></p> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><a title="Edit your Dynamics 365 Online instance" href="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure6_Edit_Online_instance.png"><img alt="Edit your Dynamics 365 Online instance" width="570" height="380" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure6_Edit_Online_instance.png" /></a></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">Figure 6: Edit your Dynamics 365 Online instance</div> <p>&nbsp;</p> <div><span style="color: #565656;">In the edit screen in the security settings section, use the search tool to look up your new&nbsp;</span><strong style="color: #565656;">Testing Users</strong><span style="color: #565656;">&nbsp;security group and select it. Click <strong>Next&nbsp;</strong></span><span style="color: #565656;">to review your configuration settings. Then click the <strong>[Save]</strong>-button&nbsp;to save your selection and return to the main page in the Admin Center.</span></div> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}"><span style="color: #565656;"><a title="Edit online instance" href="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure7_edit_instance.png"><img alt="Edit online instance" width="288" height="432" class="img-responsive" src="http://www.mscrm-addons.com/Portals/0/Blog/Using_Office365_Security_Groups_to_control_Dynamics365_Online_Access/Figure7_edit_instance.png" /></a></span></div> <span style="color: #565656;"> <div class="lightbox" data-plugin-options="{'delegate': 'a', 'type': 'image', 'gallery': {'enabled': false}}">Figure 7: Edit online instance</div> </span> <p>&nbsp;</p> <p><span style="color: #565656;">​<span style="color: #565656;">That&rsquo;s it! As long as the users in your group are licensed for Dynamics 365 Online, access to the <span style="color: #565656;">Dynamics 365&nbsp;</span>Online instance will be restricted to the users in the security group. Other licensed users inside of <span style="color: #565656;">Dynamics 365&nbsp;</span>Online that are not in the security group will be disabled. To restore access, simply go back to the <span style="color: #565656;">Dynamics 365&nbsp;</span>Online Admin Center for that instance and clear the group name from the security settings.</span></span></p> <p><span style="background-color: #fcfcfc; text-align: justify; color: #565656;">&nbsp;</span></p> <p><span style="color: #565656;"><span style="background-color: #fcfcfc; text-align: justify;">We appreciate your feedback! Please share your thoughts by sending an email to&nbsp;<a href="mailto:support@mscrm-addons.com">support@mscrm-addons.com</a></span><span style="background-color: #fcfcfc; text-align: justify;">.</span></span></p> <p><span style="color: #565656;">​</span></p> </div>10083