User Management in MS CRM

Below are the some of the interesting points about user management

1. Having added the user to Office 365 and assigned a license they will exist in CRM. BUT at this stage they will not yet be able to access CRM. This is because they need to be assigned a security role in CRM. All users will be created without a CRM role in this way. With the exception of your Global Admin when the CRM instance is first created, as they will be granted the System Administrator role in CRM by default.
2. When the user was created in Office 365 we assigned a CRM license to the user, to disable the user all we do is remove the license from the user in Office 365.
3. After a short pause the user will become disabled in CRM, meaning they can no longer log into CRM. At this point it is worth considering what will happen to any records owned by the user in CRM! Well, these records will still show as being assigned to the disabled user. Meaning they will need to be reassigned to a new user. (If required.)

You can re-enable a user. When re-enabled they will have the same security role as previously assigned.

It is important to know that users are not and cannot be deleted from CRM

4. Non-Interactive Users

Non-interactive users are a “special” type of user that does not interact with CRM via any CRM client. These are useful for programmatically accessing CRM, maybe for integration with an ERP system. (Such as Dynamics GP, NAV or AX.)

You can have a maximum of 5 non-interactive users.

Non-interactive users do not consume a license.

We change a user to be a non-interactive user within CRM, select the user and in the admin section change their access mode to “Non-interactive”. Other options include “Read-Write” (default) and “Administritive”.

5. To setup a non-interactive user, you first create a user with a license. Then edit their access mode to be non-interactive. Then return to Office 365 and remove the license as it is no longer required.