Quick Tip: Add users to CRM Online 2011

Let’s say you’ve just deployed Microsoft Dynamics CRM Online 2011, and you want people to start using it. The way you do that is to “invite” them to become users. In CRM Online, you can have up to as many users as you have licenses. In other words, the number of licenses doesn’t change when you add (or remove) users.

It’s easy to add users with the built-in dialog or “wizard” that presents a series of interactive pages. We’ll walk you through inviting people to become Microsoft CRM Online users below.

You will need to have a System Administrator security role or equivalent permissions to perform this task.

Navigate to Settings > System > Administration and click Users.

Click New in the ribbon above the Users view (see below).

The Add Users – Webpage Dialog opens (see below). Specify the Business Unit: you would like the user added to (“xRM” in the case of our example) and click the Next button.

The next page of the dialog asks you to Select Security Roles for the user you are adding (see below). All Security Roles are listed, including any created during Microsoft Dynamics CRM Online configuration and customization. We have selected the “CSR Manager” and “Delegate” security roles by checking the boxes to the left of their names. After you have selected all desired roles, click the Next button.

The dialog asks for the First name, Last name, and E-mail address of the user you are adding (see below). Note: The e-mail address must be a valid Windows Live ID. Add this information to the fields circled below and click the Add >> button.

You’ll see that the full name and e-mail address of the user you just entered has been moved to the right column titled New users: (see below). As a shortcut, if there are any other users with the same business unit and security roles, you can add them now using the left-hand fields and the Add >> button. When all the users you want to add are included in the New users: column, click Next.

The dialog now asks if you would like to Send E-mail Invitations to the soon-to-be-created users. We’ll leave the Add new users and send invitations now option selected and click Create New Users.

The dialog displays a Summary (see below), listing the number of Users added successfully. Note: If you would like to add more users with different business units or security roles, click Add More Users to start the dialog again. When you are finished adding users, click the Close button, and you are all done!

Now that you have finished adding users to your system, all that’s left is for them to follow the instructions they receive in their invitation e-mails, and they will be able to sign in to CRM Online 2011.

Are you looking to arm your users with some Microsoft Dynamics CRM Online Training so they are properly prepared to use the product? One great source of training is the CRM Success Portal by xRM.com, a Microsoft Partner with competencies in Customer Relationship Management (CRM) and Hosting, and the provider of this blog.