Add an instance to your subscription

Dynamics CRM 2016
 

Updated: February 14, 2017

Applies To: Dynamics 365 (online), Dynamics CRM Online

You can add production and non-production (Sandbox) instances to a Microsoft Dynamics 365 (online) subscription. Each new instance creates a separate organization that can be used by different departments, locations, or for non-production purposes such as development. For more information on the instance types available to you, see Microsoft Dynamics CRM pricing and licensing.

Purchase the Dynamics 365 (online) instance on the Microsoft online services portal Purchase subscriptions page. Additional storage and instances can be purchased by customers who have a paid Microsoft Dynamics 365 (online) Professional user license subscription.

You must have the Microsoft Office 365 Global administrator to do these tasks. For more information, see Assigning administrator roles.

When you add an instance, you can accept the default values, or enter different values to create a Dynamics 365 (online) instance.

  • Select which scenario fits you best. The apps you can choose depend on the licenses you've purchased. If you haven't purchased any Dynamics 365 licenses, you'll only see None of these (don't preinstall any apps).

    Select an app to configure your instance

     

  • Name. This is typically the name of your organization and is displayed in the Microsoft Dynamics 365 application.

  • URL. The URL is used to construct the URL for users to sign-in to the Microsoft Dynamics 365 application. Therefore, we recommend that you limit the length of URL name to reduce the overall length of the URL.

  • Purpose. This value is used to associate the instance with a specific intent and is only displayed in the instance picker, which is accessed through the Dynamics 365 Administration Center. For example, if this instance is for exclusive use by your sales and marketing departments you can enter Contoso Sales and Marketing or if the instance is for development and for testing purposes enter a relevant name such as Contoso Development.

  • Security Group. This value is used to determine the Microsoft Online Services security group that includes the users who will have access to this instance of Dynamics 365 (online). For more information, see Control user access to instances: security groups and licenses.

    System_CAPS_importantImportant

    If you do not specify a security group, all users associated with the subscription who have a Dynamics 365 (online) license will be added to the new instance.

  • Country/Region. You can specify a region for the instance.

    System_CAPS_noteNote

    To request the ability to create Microsoft Dynamics 365 (online) instances (production and non-production) in more than one geographical region, please contact your account manager or Help & Training: Technical Support.

  • Currency. When you add an instance, you must select a base currency before the instance is provisioned. Although you can add currencies in the Microsoft Dynamics 365 application, only the base currency will be used for reporting.

    System_CAPS_warningWarning

    Once set, the base currency cannot be changed.

The following steps apply to customers who do not purchase using volume licensing. Volume license customers should see: Volume Licensing: Online Services.

Step 1: Purchase the additional instance

  1. Sign in to the Office 365 admin center as an Office 365 Global administrator. In the navigation pane, click Billing > Purchase Services.

  2. Scroll down to the Add-on subscriptions section, and then hover over Microsoft Dynamics 365 (online) Additional Non-production Instance or Microsoft Dynamics 365 (online) Additional Production Instance, and then click Buy now.

  3. Proceed through the screens to purchase additional instances.

    For more information, see Microsoft Dynamics CRM pricing and licensing.

System_CAPS_tipTip

Close your Dynamics 365 (online) browser session and open a new session to force an update to the Manage all Dynamics 365 (online) instances page.

Step 2: Configure the additional instance

  1. Browse to the Office 365 admin center and sign in using Office 365 Global administrator credentials.

  2. Click Admin centers > Dynamics 365.

  3. Choose the Instances tab.

  4. Select the instance that you want to configure, and then click Configure.

    System_CAPS_tipTip

    If the instance does not appear in the list or is in a state other than ready to configure, wait a few minutes and then try again. Or, close your Dynamics 365 (online) browser session and open a new session to force an update to the Manage all Dynamics 365 (online) instances page.

    You cannot start a new Dynamics 365 (online) instance until you click Configure and complete the configuration process.

    Dynamics 365 (online) instances will not come prepared with sample data when configured by an Office 365 Global administrator who does not have a Dynamics 365 (online) license. Sample data may be added later, after the instance is configured and ready to use, by a Dynamics 365 (online) licensed user who has the Microsoft Dynamics 365 System administrator security role. For more information, see Help & Training: Add or remove sample data.

  5. On the configure new instance page, enter your settings, and then click Next.

  6. On the Confirm some details page, verify that the country/region and currency displayed are correct. Although you can add currencies in the Microsoft Dynamics 365 application, only the base currency will be used for reporting.

    System_CAPS_warningWarning

    After a base currency is selected it cannot be changed.

    After you have verified that the base currency is correct, click Finish.

  7. Once your instance is set up, make note of the URL and click or tap it to launch Dynamics 365 (online). Prepare the instance for users by assigning security roles, creating teams, customizing, and importing data. More information: Get started administering Microsoft Dynamics 365 (online) and Administering Dynamics 365.

When you add a new Dynamics 365 (online) instance, the new instance and any existing instances will consume the existing storage that is available to the account. Warnings will be communicated when storage is near capacity.

If your company has multiple Dynamics 365 (online) instances, you can use security groups to control which licensed users can be a member of a particular instance.

Consider the following example scenario:

Instance

Security Group

Purpose

Coho Winery Sales

Sales_SG

Provide access to the organization that creates sales opportunities, handles quotes, and closes deals.

Coho Winery Marketing

Marketing_SG

Provide access to the organization that drives marketing efforts through marketing campaigns and advertising.

Coho Winery Service

Marketing_SG

Provide access to the organization that processes customer cases.

Coho Winery Dev

Developer_SG

Provide access to the Sandbox instance used for development and testing.

In this example, four security groups provide controlled access to a specific organization.

Note the following about security groups:

  • When users are added to the security group, they are added to the Dynamics 365 instance.

  • When users are removed from the group, they are disabled in the Dynamics 365 instance.

  • When a security group is associated with an existing instance with users, all users in the instance that are not members of the group will be disabled.

  • If a Dynamics 365 instance does not have an associated security group, all users with a Dynamics 365 license will be created as users and enabled in the instance.

  • If a security group is associated with an instance, only users with Dynamics 365 licenses that are members of the instance security group will be created as users in the Dynamics 365 instance.

  • When you remove a security group that is associated with a Dynamics 365 (online) instance, either by editing the instance and removing the security group or by deleting the security group, Dynamics 365 (online) licensed users who were members of the security group will have the same access to Dynamics 365 (online).

  • When you assign a security group to an instance, that instance will not show up in the Instances tab (instance picker) in the Dynamics 365 Administration Center for users not in the group.

  • If you do not assign a security group to an instance, the instance will show up in the Instances tab (instance picker) in the Dynamics 365 Administration Center even for those who have not been assigned a security role in that Dynamics 365 instance.

System_CAPS_noteNote

All licensed users, whether or not they are members of the security groups, must be assigned Microsoft Dynamics 365 security roles to access Dynamics 365 (online). You assign the Microsoft Dynamics 365 security roles in the Dynamics 365 (online) web application. Users can’t access instances of Dynamics 365 (online) until they are assigned at least one security role for that instance. More information: Grant users access to Microsoft Dynamics 365 (online) as a Microsoft Online service.

Create a security group and add members to the security group

  1. Sign in to the Office 365 admin center.

  2. Click Groups > Groups.

  3. Click + Add a group.

  4. Change the type to Security group, add the group Name and Description. Click Add > Close.

  5. Click the group you created, and then next to Members, click Edit.

  6. Click + Add members. Select the users to add to the security group, and then click Save > Close several times to return to the Groups list.

  7. To remove a user from the security group, select the security group, next to Members, click Edit. Click - Remove members, and then click X for each member you want to remove.

System_CAPS_noteNote

If the users you want to add to the security group are not created, create the users and assign to them the Dynamics 365 (online) licenses.

To add multiple users, see: bulk add users to Office365 groups.

Create a user and assign license

  1. In the Office 365 admin center, click Users > Active users > + Add a user. Enter the user information, select licenses, and then click Add.

    More information: Add users individually to Office 365 - Admin Help

Associate a security group with a Microsoft Dynamics 365 instance

  1. In the Office 365 admin center, click Admin centers > Dynamics 365.

  2. Click the Instances tab, select an instance, and then click Edit.

  3. In security settings, search for a specific security group, and then click Next > Save.

System_CAPS_tipTip

To force an immediate synchronization between the Office 365 admin portal and Microsoft Dynamics 365 (online), do the following:

  • Sign out of Microsoft Dynamics 365 (online) and the Office 365 admin portal.

  • Close all open browsers used for Microsoft Dynamics 365 (online) and the Office 365 admin portal.

  • Sign back in to Microsoft Dynamics 365 (online) and the Office 365 admin portal.

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