Work with user accounts and staff contacts

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

All users with access to Microsoft Dynamics Marketing must have both a user account and an associated staff-contact record. These are initially created using Microsoft Office 365 and several settings are also managed from there. You must manage other important details about each user inside Dynamics Marketing, including approving new users and assigning roles and privileges. This topic describes how user accounts and staff contacts work and also explains how to configure each of these for each user once you have licensed and created the user in Office 365.

You must be an administrator to access user-account settings.

Each user that you have licensed and added using Office 365 will automatically receive a user account in Microsoft Dynamics Marketing (see also License, create, and approve users). You cannot create user accounts from inside Microsoft Dynamics Marketing.

To see your current list of user accounts, go to Settings > Administration > Users. Here you can see a list of current users and a few details about each of them. This page provides many of the same standard sorting and toolbar functions as most other list pages in Microsoft Dynamics Marketing (see also Learn how to work and get around in Microsoft Dynamics Marketing). Choose a user to view and edit details for that user.

The following information and settings are available here:

  1. User ID: The ID that this user must use to sign in. This is defined in Office 365 and is read-only here.

  2. Contact: The staff contact associated with this user. This is created and assigned by Office 365 and is read-only here. However, you can view the contact details and edit many of them in Microsoft Dynamics Marketing. Choose the field label to navigate straight to this staff contact from here. See below for more information about staff contacts.

  3. Language: Sets the display language seen by this user in Microsoft Dynamics Marketing. Users can also change this themselves in their user preferences (see also Configure your preferences).

  4. Items per Page: Sets the maximum number of items this user will see in show on list-view pages (pagination controls will be provided for longer lists). Pages with a large number of items take longer to load; we recommend a setting between 25 and 50. Users can also change this themselves in their user preferences (see also Configure your preferences).

  5. Administrator: Indicates and controls whether or not the user is an administrator. All new users that are global or service administrators in Office 365 will also be marked as administrators in Dynamics Marketing, but you can change this assignment later using this checkbox to either promote or demote users to/from administrator status as needed.

  6. Type: Sets a basic type for the user. This setting may limit which options are available in the Privileges tab and likewise can overrule privileges set in roles assigned to this user. The following options are available:

    • Media buyer: The user potentially has access to all non-administration features, including access to media-buying features.

    • Regular user: The user potentially has access to all non-administration features except for media-buying features.

    • Portal User: The user has very limited access (and does not require a license). This is intended to allow partners or vendors to submit and/or approve various items, such as proposals, offers, quotes, ads, etc.

  7. Roles: Choose this button to open and close the Roles table for this user. When visible, this table shows a list of all roles currently assigned to the user and provides controls for adding and removing the roles. See below for more information about roles.

Roles are predefined collections of privileges, collected and named to map to real-world roles within a marketing organization. They make it fast and easy for you to set up a new user with exactly the right collection of features. They also enable you to manage that role centrally so that when you update a role with new (or fewer) privileges, your changes will instantly apply to all users that have that role. You can fine-tune access permissions for specific users by adding more than one role and/or granting specific privileges using the Privileges tab. Privileges are added together, never subtracted, so a given user will receive the sum of privileges from all roles and privileges granted to them.

Microsoft Dynamics Marketing is delivered with a default set of roles intended to match the needs of a typical marketing organization. You are free to customize these as needed by modifying the supplied roles, creating new roles and/or deleting unwanted roles. See Create a role and assign user privileges to it for details about how to do this.


  1. Go to Settings > Administration > Users and select a user account from the list.

  2. Choose the Roles+ button to open the Roles table if it is not already shown.

  3. Do the following until the desired selection of privileges is shown in the table:

    • To add a role to the current user, select it from the Add user to this Role drop-down list and choose the Add user to this Role button Edit Options button.

    • To remove a role already in the list, mark the checkbox for that role and then choose the Delete button Delete button.

  4. The Privileges tab updates to indicate the full list of privileges granted by the user’s roles. Privileges granted through role membership are shown grayed out.

  5. Choose Save or Submit to save your settings.

System_CAPS_importantImportant

Users must sign out and sign in again to activate any changes you make to their roles and/or privileges.

Privileges offer extremely fine-grained control over what a given user can do on the site. In most cases, we recommend that you work with roles rather than individual privileges (see above), but you might in some cases decide to add a small number of custom privileges to a given user rather than create a new role.


  1. Go to Settings > Administration > Users and select a user account from the list.

  2. If the Privileges tab is not currently shown, then select Privileges from the drop-down list below the dotted line. Here you can see a matrix with check boxes for granting the current user various types of privileges to each area of the site. The various privileges are grouped into categories, which are shown in the left panel of the table.

  3. Locate the type of privilege you would like to assign. You can filter the list by selecting a category in the left panel, or view all privileges by selecting the All category. Note the following:

    • The collection of privileges shown is affected by the administrator status and Type setting for the current user (see “User account settings” above for more information).

    • Any privileges already granted to this user due to role assignments are shown as checked, but grayed out so you cannot revoke them without removing the role.

    • As a convenience, Grant All and Revoke All buttons are provided to enable or disable all privileges for the current user, respectively. Usually, only administrators should be granted privileges to all areas. Note also that if you choose Revoke All, the user will still have privileges associated with any roles that are still assigned.

  4. For each listed privilege, mark or clear the various checkboxes as required to establish the appropriate level of access. The various checkboxes function as described in the table below.

    View My

    Edit My

    View My Team

    Edit My Team

    View All

    Edit All

    Approve All

    View information that belongs to this user.

    Create new records and edit information that was created by this user. Requires ‘View My.’

    View information created by this user and other users on his or her team.

    Edit information created by this user and other users on his or her team. Requires ‘View My Team.’

    View all information in the system.

    Edit all information in the system. Requires ‘View All.’

    Approve requests (such as for projects and jobs).

  5. Choose Save or Submit to save your settings.

A good way to understand how user privileges work is through a few examples:

  • Person A is responsible for working with project requests: He must have View My/Edit My privileges for Jobs & Components: Job Requests to be able view the Requests area and create a new request. Because Person A made the request, Person A is the 'owner' of the request.

  • Person B is responsible for reviewing all requests and assigning them to the appropriate person. Person B must have the View All/Edit All privileges for Jobs & Components: Job Requests to view and edit all the requests in the system, including those created by Person A.

  • Person A creates jobs and is responsible for assigning them to others. Person A must have View My/Edit My privileges for Jobs & Components: Jobs. When Person A creates a job, he will be added to the job as the created-by contact. Person A can add Person B to the job's team (using the Team tab for that job), thus making Person B a co-owner of that job for as long as she is on the team; if Person B has the View My/Edit My privileges for Jobs & Components: Jobs, she will be able to view and edit the Job (she does not require View All/Edit All ).

  • Person A is the leader of the design team; he needs to see and sometimes update all the jobs assigned to all the members of the team. Person A must have the View My Team/Edit My Team privileges for Jobs & Components: Jobs. A contact team must also be created for Person A and the other people on the design team.

Users must be Media Buyers to be able to be granted Media Buying User privileges. Since Media Buying features depend upon Purchasing and Expense functions, Media Buyers must have Expense and Purchasing User privileges as well as Media Buying privileges to be able to use Microsoft Dynamics Marketing's Media Buying features.

  • Users must have Site Contact privileges and the Client privileges to view client contacts.

  • Users must have Site Contact privileges and the Vendor privileges to view vendor contacts.

  • Users must have Site Company privileges and the Client privileges to view client companies.

  • Users must have a Site Company privileges and the Vendor privileges to view vendor companies.

Staff-contact records hold details about people who work at the site company (the company that is licensing Microsoft Dynamics Marketing). In most regards, staff contacts are just like other types of contacts stored in the database, except that you will generally not be invoicing or marketing to them. You might use the staff-contacts area to hold information about many employees from your company, thus providing a convenient way to look up contact details for them. However, the most relevant staff contacts will be for those people who are also licensed users of Microsoft Dynamics Marketing. These are users to whom you might assign jobs, request approvals, share files, collaborate on projects, etc. Unlike other types of contacts, licensed users are created and (partially) managed from Office 365; therefore, some of the settings for these contacts are read-only in Microsoft Dynamics Marketing. You are free to make all other settings as you wish, and to use the various tabs for these contacts to create associations with many other types of records throughout the system.

To view and edit staff contacts, go to Settings > My Company > Staff. Here you can see a list of current staff contacts and a few details about each of them. This page provides many of the same standard sorting and toolbar functions as most other list pages in Microsoft Dynamics Marketing (see also Learn how to work and get around in Microsoft Dynamics Marketing). Choose a contact to view and edit details for that contact.

Aside from the few read-only fields (for those contacts created from Office 365), staff contacts work just like other types of contacts, as described in Manage contacts.

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