CRM Licensing

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Posted on by JayRogers

Hi All

I've been given the task to review the licenses our users have.

Currently we have 617 active users in CRM, 611 of which are Full Access users.

We slowly but surely working out that most of these users do not need full access so we want to change them to limited access.

I've changed the license type to Limited for some users but this doesn't seem to have made a difference to how they are working. For example, I've set a user to limited license but they can still assign cases that they haven't created. According to Microsoft Licensing documentation, this shouldn't be possible.

Is there somewhere else where we are supposed to set the license type to limited for it to actually take effect?

We are currently on Microsoft Dynamics CRM 2011 on premise roll-up 8.

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Hosk on at

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The restricted licences still have some create and update ability, the blog post below explains it quite well

www.powerobjects.com/.../full-vs-limited-licenses-in-dynamics-crm-2011

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JayRogers on at

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Hi

The one line in there that makes me believe I'm doing something wrong is the following:

◦Assign, share, and delete are limited to only records created by the user

I've set a user to limited license and they can still assign records created by other users.

It seems to me that the license type field has no affect on our users?

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Hosk on at

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how are you assigning the records, are you using the assign button or running a workflow/dialog to do it.

Are the records you are looking at definitely owned by a different user (not just the modified lookup) before the user with the limited license assigns them to someone else.

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JayRogers on at

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Hi

We are simply assigning using the assign button.

I've had an external consultant try and explain the limited access situation to me and they didn't seem to make a lot of sense.

They explained that the 'Access Type' selection on the User account record doesn't do anything and that the Limited Access is set using Security Roles. Now I can't believe that Microsoft would expect you to create a Limited Access security role.

Also, if this was the case, how would you set permissions based on records the user created? e.g. Limited Access users have privileges to assign, share and delete Accounts, Contacts, Cases, Leads, Activities and Notes created by the same user. I don't see how we can do that.

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Community Member on at

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I have the same questions and it looks like there's no answer, so I'll fire up this thread again. In typical Dynamics CRM-fashion, the documentation for the licensing is obscure beyond belief, with no real answers to be found anywhere. Maybe that's why the question Jay asked never got answered - nobody really knows for sure how it works.

I can set my users all to a Basic license and they can all access everything. Even the License tab in the Deployment Manager shows the number of Professional CALs needed, but nothing about Basic or Essential. How does it determine that I need X number of Professional licenses? Why is the documentation for this product so piss-poor? In my 25 years of IT, I've never dealt with a product as frustrating as Microsoft's CRM. Finding answers to anything is simply pathetic.

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Royal King 27,686 on at

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System won't enforce any limitation based on License type. It's customer responsibility to create security role that matches with license type and assign it to the users. Microsoft allows license based on trust based.

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Community Member on at

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So it's honor-based and it's up to the administrator to make the roles match the license types, otherwise the license police will break down the door and sue us. Does that mean that the License tab in the Deployment Manager is then accurate based on security roles to help figure out license counts, or is it a worthless tool that will always say you need X Professional licenses?

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PS 23,577 on at

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Hi Jay,

You would need to check security roles of users with Limited access and minimize assign/share privileges from there. That's the work around; though you are correct about documentation but it does not seem to work automatically

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