License, create, and approve users

 

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 customer FAQ. You can also read the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

All Microsoft Dynamics Marketing users must be individually licensed. To enable a new user account, you must first assign a license to that user in the Microsoft Office 365 portal and then apply access privileges for him or her in Microsoft Dynamics Marketing.

Microsoft Dynamics Marketing is licensed on a per-user basis, with licenses managed in the Office 365 portal. Your organization’s Office 365 administrator is therefore able to assign Microsoft Dynamics Marketing licenses and (as appropriate) administrator roles using the standard Office 365 administration interface.

If you need additional licenses, please contact Microsoft.

System_CAPS_noteNote
  • A user whose license is removed loses all permissions and has to be approved by the Microsoft Dynamics Marketing admin before the user can access Microsoft Dynamics Marketing.

  • A user who is deleted also loses all permissions. If the user is restored later on, the user will need to be approved by the Microsoft Dynamics Marketing admin to access Microsoft Dynamics Marketing.

Once you have purchased a Microsoft Dynamics Marketing license and enabled the service, all of the users that are registered in your Office 365 portal will also be set up as “portal users” in Microsoft Dynamics Marketing. (Portal users do not require a Microsoft Dynamics Marketing license, but also have extremely limited access to the system.) To actually work with Microsoft Dynamics Marketing, a given user must be assigned a license using the standard user-admin controls in the Office 365 portal and also be approved by administrator and configured with appropriate roles and access privileges.

To apply a Microsoft Dynamics Marketing license to an Office 365 user:

  1. Sign in to your Office 365 portal as an administrator.

  2. Go to the services area of your Office 365 portal and open the Microsoft Dynamics Marketing page.

  3. Here you can see a list of all of the users currently registered on your portal. You can also see how many Microsoft Dynamics Marketing licenses you currently have in total and how many you still can assign.

  4. Assign Microsoft Dynamics Marketing licenses to specific users as needed user the controls provided here.

    System_CAPS_warningWarning

    The first user that you license should also be configured as a global administrator or as a service administrator in Office 365; this administrator status will be transferred to that user’s Dynamics Marketing user account. This administrator user will be responsible for approving other users and assigning privileges both to themselves and to other users. Thereafter, administrator status can be added or removed to/from any user account using the Administrator check box for each user record in Dynamics Marketing (see also Work with user accounts and staff contacts).

  5. Log into Microsoft Dynamics Marketing as an administrator to approve each new user and apply access privileges to them (see below).

(See also the Office 365 user account management documentation for details about the preceding operations.)

When you add a new user through Office 365, Microsoft Dynamics Marketing will create a new staff contact and populate that contact with data from the user’s work or school account. A Microsoft Dynamics Marketing user account will furthermore be created and linked to the new staff contact. You cannot create new user accounts or assign administrators using the native Microsoft Dynamics Marketing interface, where these entities are read-only.

System_CAPS_tipTip

Users from your company will have both a staff-contact record and a user account, which are separate but linked together. There must be exactly one staff contact associated with each user account, but you may have additional staff-contact records that do not have user accounts. You can view and edit user accounts (including assigning roles and privileges) by navigating to Settings > Administration > Users; view and edit staff-contact details by going to Settings > My Company > Staff. In each case, some fields are inherited from Office 365—these are shown as read-only in Microsoft Dynamics Marketing.

New users added in Office 365 (whether portal, standard or admin) will initially have no privileges in Microsoft Dynamics Marketing and will therefore be able to do nearly nothing on the site. An administrator must sign in to Microsoft Dynamics Marketing to approve each new user and assign privileges. New administrators, however, will be able to sign in to Microsoft Dynamics Marketing and assign privileges both to themselves and other users. Once you have assigned permissions to a new user, that user is considered approved and will no longer show the unapproved icon.

To approve and set up a new user:

  1. Sign in to Microsoft Dynamics Marketing using an administrator account.

  2. Navigate to Settings > Administration > Users. Here you see a standard list page showing an overview of all of your current users. Newly added users will not yet have any access permissions and will also show an alert icon to call attention to this fact.

  3. Choose a user ID to open that user’s account details (see also Work with user accounts and staff contacts).

  4. Set the Type for the new user (media-buyer, regular or web portal).

  5. Choose the Roles button to open controls for assigning one or more roles for the user. Each role is simply a collection of individual privileges intended to support a specific role on the site, such as accountant, designer, etc. Alternatively (or in addition), you can assign specific privileges using the Privileges tab. All privileges from all of the assigned roles will be combined, never subtracted. We recommend that you maintain a fairly strict policy when it comes to assigning roles and privileges, thus hiding unneeded complexity and protecting data from users who don’t need it (see also Create a role and assign user privileges to it).

  6. Save your settings.

System_CAPS_tipTip

If you are setting yourself up as the initial site administrator, you should probably set your Type to “Media Buyer” and then choose the Grant All button on the Privileges tab to give yourself access to the full application. Do not do this for other types of users.

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