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System Admin Accounts for Dynamics 365

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Posted on by Keliud

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When configuring Dynamics 365 and working with dynamics as an administrator , is the best approach to create an Admin Account that is not linked to a User Account. for this i mean :-

We have a D365 implementation however as the Admin setting up queue, workflows, customization etc should i be using the default organisation account or should i create an Admin Account, that i can use to log into D365 and use this for customization.

the benefits of this are

1. If i leave the organisation, the next person can access all work done using the admin account

2. customization, queues, Power Automate Flows etc are all created by the admin account and owned by the admin account by default.

3. I can use my regular account to test and play with the solution

Disadvantages

1. The Admin Account will require a licence

2. we have to create an account that can be used to login to D365 and maybe azure???? Multi factor authentication then becomes complicated

When i was working with On Premise Dynamics CRM we had an admin Account for DEV, TEST and PROD. We used this accounts for Admin related tasks and because they were Administrators there was no licence fee for this. However in the D365 world this is not the case.

I am looking for good advice on the best way to handle this..

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Community Member on at

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Hi Keliud,

I would recommend using the default organisation account unless you don't want to assign the user all privileges. For the benefits, the next person can also work on the default organisation account when the previous is left. However, if you want to add an admin user, you have to purchase a licence for him.

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Olasan 2 on at

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Hi Steve,

what do you mean with "default organisation account"?

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Keliud 315 on at

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What is the default Organisation Account?

I was considering creating an Application user as a System Admin and setting them as the owner of Artifacts eg Business units, Teams etc. but am not sure this solves all my problems.

The idea is that i should be able to log in as the system admin account (an account that is not linked to me) and use this to configure the solution, create business units queues etc and have it as the default owner of and creator of flows and connectors etc.

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Scosec 95 on at

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We use two types of users:

- Application users (for azure devops pipelines/releases and ssis integration user).

- Service User:

(a seperate user account in the azure ad and coupled with dynamics crm as an admin) If i remember correctly accounts with system administrator privilege aren't required/billed to have a license for d365 crm.

The service account does have a power automate flow license. All people editing flows are using the account for two reasons:

1. Connection References for power automate are personal. This causes issues when multiple people are working on it.

2. Make sure power automate flows etc are owned / run under the service account. This way you are certain everything keeps running when an employee quits the company.

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Olasan 2 on at

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Thanks Scosec, just wanted to add that we are doing it this way as well... Except that we don't log in with this user to work on the flows, we just make sure that the system user is owner (A - the real owner) and we add the developers as owners as well (B)... then we can log in and work using personal user ids.

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Keliud 315 on at

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We found however that when a user creates an power automate, they are added as an owner and can not be removed from the owners list if required in the future because they are a creator.

It is better to create the power automate with the system admin account and then add the devs as owners of the flow

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