Signing Up for CRM 2016 Online
Microsoft has made the signup process for Microsoft Dynamics CRM Online fast and almost effortless. The signup process only requires a small amount of information, which is covered in this section. In only a few minutes, an organization is provisioned and ready to start using Dynamics CRM Online. Getting started involves four basic steps:
Provision an Office 365 account.
Configure additional users.
Grant security roles to users.
Manage your CRM Online subscription.
CRM Online Provisioning Process
Provisioning an Office 365 account means setting up the portal used for Microsoft’s Office 365 and CRM Online administration. This section covers the step-by-step process to provision a new CRM trial account using Office 365, add users, perform initial CRM configuration, and grant security roles:
Go to www.microsoft.com/en-us/dynamics/crm-free-trial-overview.aspx, where you see a web page similar to is the one shown in Figure 4.10.
Figure 4.10 30-day free trial for CRM Online.
Click the Get Started button.
On the signup page, fill out the requested information, as shown in Figure 4.11. Be sure to set the organization size to greater than 5, or the trial won’t be created. Key points include the following:
Business Email Address—Use a real email account. A helpful link will be sent to this address, allowing you to log in again in the future.
Company Name—This will be your default subdomain used to directly access your site. You might want to aim for the short version of your company name (for example, http://mycompanyname.crm.dyanamics.com).
User ID—This will be the default administrator for the new organization, as shown in Figure 4.12. It will set you up with an @companyname.onmicrosoft.com address. The recommendation here is to use administrator or admin.
FIGURE 4.11 30-day free trial signup for CRM Online.
FIGURE 4.12 Creating a new user for CRM Online.
Next you are prompted to select Text Me or Call Me and enter a phone number, as shown in Figure 4.13.
FIGURE 4.13 Alternate access methods for CRM Online.
At this point, a screen displays, much like the one in Figure 4.14. The provisioning process takes between 5 and 15 minutes. When the provisioning process is complete, you are ready to perform some initial setup.
FIGURE 4.14 In-process provisioning of CRM Online.
At the top of the screen, as shown in Figure 4.15, click the CRM link.
FIGURE 4.15 Office 365 Admin Portal in CRM Online.
As shown in Figure 4.16, set the purpose (Sales, Customer Service, or Both) of your new CRM Online site, the currency, and the base language. The default is based on the country you selected when you signed up. When you are done with these selections, click Finish to start the last step in the setup process.
FIGURE 4.16 Currency setup.
In the provisioning page that appears (see Figure 4.17), watch the video introduction to CRM if you are relatively new to CRM and this is your first organization. When the setup is complete, you see a button allowing you to launch CRM. When you launch CRM, make sure that you add a link for your CRM site to your favorites.
FIGURE 4.17 Finalizing setup for CRM Online.
Congratulations, you have provisioned your CRM organization! Clicking Launch CRM Online takes you to the default screen for CRM, as shown in Figure 4.18.
FIGURE 4.18 Microsoft Dynamics CRM 2016 home page.
Adding and Setting Up Additional Users
Adding new users to CRM Online differs a little from adding users to CRM On-Premises. From the Office 365 Admin Portal you can add users individually or in bulk. Follow these steps to add them individually:
If the Office 365 Admin Portal (or starting at http://portal.microsoftonline.com), go to Users > Active Users and then click + to get to the screen shown in Figure 4.19. You must be a global administrator or user management administrator to access this function.
Figure 4.19 Office 365 Admin Portal: Adding new users.
When the Office 365 Admin Portal asks for basic information about the new user, fill out the Display Name and User Name fields, which are required, as well as the other fields (see Figure 4.20).
FIGURE 4.20 Adding new user details.
Select the check box Make This Person Change Their Password the Next Time They Sign In and fill in the person’s email address so that an email with the new temporary password will be sent to the user.
Assign a license or licenses to this user, as shown in Figure 4.21. A count of the licenses is displayed for each option.
FIGURE 4.21 Assigning a license.
Click Create to create the user. When the process is complete, the username and a temporary password are will be displayed, as shown in Figure 4.22. The user will be able to access CRM after one or more security roles are assigned to this user.
FIGURE 4.22 New user setup confirmation.
For details on how to add security roles to users, SEE CHAPTER 22.
After you as a global administrator or user management administrator create users, you can edit existing users. From the Office 365 Admin Portal, click the Admin link in the upper-right of the screen (right next to the link for CRM). A list of Active Users appears, as shown in Figure 4.23.
Figure 4.23 List of active users.
In the active users list in the Office 365 Admin Portal, you can manage the user population in CRM. The four options above the grid are as follows:
Add User—This option repeats the process outlined earlier to add additional users on a case-by-case basis and is the most commonly used of the four options.
Bulk Add—This option allows you to add multiple new users via an upload.
Filter—This option applies a filter to display only a subset of the users listed.
Search—This option allows you to search for a specific user account.
Editing an Individual User
When you click the blue text of the display name for the user you want to edit, you see a small link to the right, with three possible options. The first icon, the pencil, allows you to edit information about this user. Next to it is a trash can icon for deleting the user. The Reset Passwords link allows you to quickly reset the user’s password. Figure 4.24 shows how to edit a user.
Figure 4.24 Editing a user in the Office 365 Admin Portal.
Bulk Adding Users
Microsoft Dynamics CRM Online allows you to add users in bulk by using a file upload. On the Users and Group page in the Office 365 Admin Portal, you can click the Bulk Add Users icon to get to the web page shown in Figure 4.25. CRM provides sample files to illustrate the correct file format to use.
Figure 4.25 Office 365 Admin Portal bulk load users.
In a federated environment, the users from an organization’s active directory can be synchronized automatically, which allows for local changes to be synchronized with the cloud service.