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We are planning an integration to synchronize all employee data from our PeopleSoft Human Capital Management (HCM) system into Dynamics 365 Finance and Operations (D365FO). The primary goal for bringing in the full user population (including those who will not be active D365FO users) is to enable the Delegation of Authority (DOA) workflow functionality for expense reports and other approvals, where a manager's delegate may not be a standard D365FO user themselves but still needs a user record in the system for delegation purposes.
Currently, D365FO licenses are based on named users and functionality access (e.g., Full User, Activity, Team Member). Given that the majority of the PeopleSoft user base will only require a user record to exist for DOA purposes without needing to log in or perform full application transactions, we have the following questions regarding licensing and best practices:
What is the minimum required D365FO license type (e.g., Team Member, Activity, or a non-interactive user type) needed for an employee record synchronized from PeopleSoft to merely exist in D365FO and be assignable as a workflow delegate for DOA, without that employee actively logging into or transacting in D365FO?
Does Microsoft's licensing model explicitly address the cost implications for users created solely for administrative/workflow purposes like DOA, who do not consume typical application functionality?
If a "non-interactive" user or a minimum-level license (like Team Member) is sufficient to fulfill the DOA requirement for non-D365FO users, how can we technically ensure that these users are correctly provisioned with the lowest possible license to minimize costs, and how can we audit or report on this minimal usage to maintain license compliance?
Any insights, documented Microsoft guidance, or real-world experience regarding licensing for large numbers of non-active users required for HR/workflow functions like Delegation of Authority in D365FO would be greatly appreciated.
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