Microsoft Office 365 security groups can be used as a team in Dynamics 365. This makes it easier to allocate duties to teams rather than individuals. We may also utilise the same security group in other applications such as OneDrive, SharePoint, and so on.

Microsoft 365 groups and AAD security teams will be discussed in this blog.

In the Microsoft 365 Admin centre, there are two types of Active Directory groups.

• Microsoft 365
• Microsoft 365 allows you to collaborate by creating a group email. Microsoft teams can be added for group conversations, files, and calendars. 
• Security
• As we all know, Active Directory contains users and groups, and they are used as a team in Dynamics 365 to govern access to OneDrive and SharePoint.

Environmental Action Group (AD Group)

First, we must create a group that will provide users access to a specific environment.

1. In the Microsoft 365 Admin centre, create an AD group.
2. Select the environment in Power Platform Admin.
3. In the Details section, click “Edit.”
4. Assign only one security group to this environment.

• Note: This can be a Microsoft 365 or a Security group.

If users are added to that group, they will be able to access the Dynamics 365 environment. This is a simple technique to limit which users have access to specific environments. 

Teams in Dynamics 365

We have a few different types of teams in Dynamics 365.

1. Ownership groups
2. Teams with Access
3. Teams are organised into groups.

Owner teams function similarly to users, with the ability to own records and perform security functions. When a case is created, for example, the record is allocated to the team rather than the user.

Access teams are constituted and disbanded on a regular basis. This usually arises when there aren’t any clear criteria for identifying the teams, such as a defined territory, product, or volume. Sales agents, for example, have access to case records for the customers with whom they work.  

The teams are divided into two groups. An Azure AD group team, like an owner team, can own records and have security roles assigned to it. An AD Group is related to a group of teams.

Security Group in Active Directory

We’re talking about how an AD security group will be used in Dynamics 365 as a Team.

The graphic below depicts how Dynamics 365 Teams function with AD groups.

The processes to forming a team can be found here.

1: First, we must build a Security group in Active Directory.

2: Assign that group to the appropriate user(s).

• Select the security group name on the Groups page
• On the Members tab, select “View all and manage members”.
• In the group pane, select “Add members” and choose the person from the list or type the name of the person you want to add in the Search box, and then select Save.

3: In D365, copy the Object ID for the Security Group and create a Team.

• Go to Portal.azure.com to get started.
• Look for “Groups” in the search box (Azure Service)
• Copy the object id from the Security group.

4: Assign roles to the members of the group (Classic Step)

Members of your team aren’t displaying… Why…

You may have observed that team members do not appear on teams.

5: Use a new user to access the application, and the member should appear.

A user was automatically added to D365, but no roles were assigned. Permission has obviously been granted through group teams.

“Each Azure AD group can only have one group team per environment, and the group team’s Azure AD Object Id cannot be changed once it’s been formed.”

Automatic record generating snapshots for Customer Service. Making a case with an email address.

Create and update records automatically.

Choose Email as the activity type and Support Queue as the queue.

Include a rule item.

As the subject contains a problem, add a condition row.

For action, save and open power automate.

power to automate defined actions

turn on the rule “create”

Send an email and run some tests.

I hope this information is useful.

What is multiplexing, and how does it work?

The word “multiplexing” refers to software licensing; this idea and vocabulary have been around for a long time, but I first learnt about it when working on an enterprise programme a few years ago. A situation or conversation in which the customer was attempting to use Dataverse (formerly known as Common Data Service – CDS) as a data source for agents who were not full-time employees but contractors working through another MVC application.

Anyone who hasn’t worked in sales, licensing, or purchasing enterprise applications may be unfamiliar with the phrase multiplexing. The licence guide for Dynamics 365 is defined as follows in Microsoft.

Multiplexing is the process of pooling connections, rerouting data, or reducing the range of devices or users who may directly access or use the [X] service using hardware or software. The number of subscription licences of any kind necessary to access the [X] service is NOT reduced by multiplexing. “Any user or device that directly or indirectly accesses the [X] service must be appropriately licensed.”

[x] Any Microsoft-provided or supported service or software. We use Dynamics 365 in our scenario. The Microsoft website can be found here. Dynamics365LicensingGuide.

An Easy Example

To help you understand, I’ll walk you through a simple situation. Assume you’re a customer service representative who uses the Field service app to meet their demands. They are offering another service option or a way to gain revenue while conversing with the customer. Obviously, you require LEAD, as you are aware. Employees must be licensed in order to establish a new lead record (SL).

Alternative Choice

We may put all of the information in a custom entity called “Potential Customer.” Then, to connect data from this custom database to the Lead table, we can develop a workflow/power automate. This is known as multiplexing, and it is used to get rid of the licence.

Requirements for Licensing

The important word in the Microsoft handbook is “Multiplexing does NOT lower the number of SLs of any type necessary to access the Dynamics 365 service,” implying that multiplexing cannot be used to avoid licensing. The following is a link to the instructions, which specifies that the licence is required.

“For users or devices that directly input, query, or view data from the Dynamics 365 service, Dynamics 365 SLs are necessary.” Similarly, Dynamics 365 SLs are necessary for users or devices who utilise a pooling device to enter, query, or display data from the Dynamics 365 service. Pooled connections in Dynamics 365 make use of a non-interactive user account that can access the system but only through the web service layer. Regardless of whether they are set up as a Dynamics 365 user in the service, internal users and devices accessing Dynamics 365 data indirectly through a portal or via an API to a separate service such as Microsoft Outlook must be properly licensed.”

End-users (Internal & External)

In the handbook, there is no complete definition of what an internal user is. Internal users, according to my understanding, are “workers, contractors, or agents of the customer or its affiliates.” To put it another way, someone who works for the company. Internal users who access data for any purpose must be licenced for both the software they use to access it and the underlying software from which the data originates or integrates.

External User’s Guide to Microsoft:

“External users are not the customer’s or its affiliates’ employees, contractors, or agents (i.e. a separate company, an independent contractor). External users are the organisation’s or its affiliates’ end customers and third-party users who do not require SLs to access Dynamics 365.

Furthermore, external users include off-site providers who are not employed by the organisation or its affiliates (e.g. IT help desk support vendors serving multiple customer organisations).”

Final thoughts:

Make sure to read the Microsoft Guide to Licensing and discuss it with your team to better understand how to create a complaint-free architect project.

Add users to your Office 365

1. Launch an Incognito (Chrome) or InPrivate (Internet Explorer) browsing session

2. Go to https://office.com

3. Log in with your user name and password

• Blog: SIGN UP FOR A DYNAMICS 365 CE ONLINE TRIAL

4. Click “Admin” on the left Navigation. Below screen should display

5. Set up User 1’s basic information and then click “Next.”

6. Assign Product Licenses

• We have 25 user license for trail instance
• Select “Location”
• Click “Assign user a product license”
• And assign permission/license for each app

• Assign Permissions/Licenses to the App

7. Optional Settings

• Assign Role as User or Admin
• Assign specific role if admin

8. Enter Profile Information

9. Review and Finish

10. A user should be added, and these settings can be saved as a template.

• Click the “Close” button.

11. Using the same techniques, add multiple users.

Add users to the specific environment

12. Go to https://admin.powerapps.com

13. Select the environment

14. Go to Settings

15. Click “Users + Permission”

16. Click “Users”

17. Click “Add user”

18. Search the user and click “Add”

19. You will receive a message like

In Dynamics 365, assign the user the Security role.

20. Click “Go to Dynamics 365” or go to the specific environment using url

21. Should be redirected to appropriate user

• Go to Settings > Security > User > Select User

22. Click “Manage Roles”

23. Assign specific roles and click “OK”

24. New user should be able to use Dynamics 365 CE successfully.

What is a fit-gap analysis when it comes to tool selection?

This determines where the tool’s capabilities are lacking. This is the procedure for determining the best tool for a given set of requirements.

Is there a standard procedure in place?

Fit-gap analysis does not have a defined procedure. It can be analyzed using a variety of methods. There is no such thing as right or wrong.

Examine

When it comes to picking integrating tools, we ran into the same problem with other clients. In this case, we’ll need to perform a fit-gap analysis on the tools we’re looking for. This is all based on the needs of the company. Consider the following example.

We have a set of integration requirements based on category in this example. Our method for locating the best instrument that meets the majority of the requirements.

Category: This is broken into two categories: business and technical.

Workaround: We may not have a single tool that meets all of the requirements in some circumstances. In that scenario, we’ll need to find a workaround or another solution for that particular demand.

We have a plethora of integration solutions available, both from Microsoft and from third-party sources. We occasionally encounter clients who are already using Mulesoft as middleware for other CRM software and integration.

We must give all accessible integration tool capabilities as well as a fit-gap analysis that is specific to the requirement in this case. We’ll look at the capabilities of certain tools as well as their costs. In terms of Dynamics 365, we’ll be looking at the tool’s capabilities.

Part 1 of 2

 SSIS + KWS (OnPrem)

pros

• There are numerous connectors for various enterprise programmes.
• On-premises and cloud connections are both possible.
• Changes to entities are supported (means easy to get accurate changes between the intervals)
• Knowledge of the Dynamics 365 API
• Knowledge of the data model (activities, activity parties, status, owners, and audit logs)
• Set Mapping as an option
• Lookups based on memory (Cache)
• Throttling, multi-threading, and batching are all supported.
• Encourages additional actions (Merge, Execute workflow Action, Bulk Delete, Calculate Rollup fields)
• While integrating and migrating, disable relevant plugins, workflows, and audits.
• Tool that is cost-effective
• Know how much it will cost up front.
• Excellent support staff
• Document integration is supported (SharePoint, Blob, Data Lake, Amazon S3, Box, Google Storage, OneDrive, and Dropbox)

Cons

• Citizens should be required to participate in the development and support of the project.
• On the development machine, you can’t run many packages at the same time (Visual studio limitation)
• To view execution logs, you’ll need access to the server/development environment.

Evaluation of the Costs

• SQL Server (Infrastructure + Licence)
• KingswaySoft (KWS) (Perpetual licence and per year renewal)

MuleSoft

Pros:

• It can handle large amounts of data.
• It comes with pre-built interfaces, such as Dynamics 365.
• Policies that are highly personalised
• Collaboration with assets that have already been built, both private and public (Reusable)
• High scalability, dependability, and availability
• It facilitates B2B collaboration by extending API-driven connection.
• Batch and real-time processing are also supported.
• Template-driven development is available.

Cons:

• The first setup is really difficult.
• I’m not familiar with the Dynamics 365 data model.
• In D365, I’m not aware of any table modifications.
• No metadata is retrieved from the database (No Intelligence).
• Platform maintenance necessitates the use of skilled personnel.

Evaluation of the Costs

• A subscription-based model which is renewed every year
• Licensing based on Plan (Gold, Platinum, and Titanium)
  • Gold – Base
  • Platinum – Enterprise Scale (High Availability, Cloud & Hybrid deployment, MQ, Security)
  • Titanium – Mission Critical (End to end transaction tracing, Advanced data analysis, Customizable log retention)
• VCore (Transaction per second, Response Time, Payload Size and High Availability)

All subscription comes with 4 non-production and 2 production VCores

We have a plethora of integration solutions available, both from Microsoft and from third-party sources. We occasionally encounter clients who are already using Mulesoft as middleware for other CRM software and integration.

We must give all accessible integration tool capabilities as well as a fit-gap analysis that is specific to the requirement in this case. We’ll look at the capabilities of certain tools as well as their costs. In terms of Dynamics 365, we’ll be looking at the tool’s capabilities.

Azure Data Factory with Integration Runtime (IR)

pros

• Various kinds of activities can be managed (Run HTTP task, Exe SSIS package, Copy data to blob)
• For hybrid integration projects, a good integration platform is required.
• Azure Key Vault stores credentials. This means that credentials aren’t exchanged or exposed.
• Allows you to run SSIS packages from the cloud.
• Batch processing is a plus.
• There are almost 90 connectors in total (Salesforce, FTP, Amazon S3, Google Cloud, Oracle, DB2, SAP, NoSQL)
• Allows you to connect to an on-premises application or system using a self-hosted IR (Data Gateway)
• Platform with high availability

Cons

• The data factory requires a Self-Hosted IR to access on-premise data sources.
• When compared to an on-premise solution that is used more frequently, it is a little more expensive.

Evaluation of the Costs

• Runtime for Data Factory Integration
• The cost of hosting SSIS Kingsway software ranges from $500 to $10,000. (per month licence)

 Logic Apps

pros

• It has a large number of enterprise application connections.
• A nice Advanced Integration tool
• Transactions of up to $100,000 per day are possible.
• Simple to keep up with. No prior experience as a citizen developer is required.
• A growing number of standard and enterprise connectors are available.
• Processing capabilities for XML
• The AS2, X12, EDIFACT, and RosettaNet protocols are supported by Connects B2B/EDI Connectors.

Cons

• Variation in costs (Real-time integration may cost more based on trigger interval because of polling)

Evaluation of the Costs

• There is a lot of cost variation. The price ranges from $100 per month to $20,000.
• Trigger, Actions, Connector, Retry, and Data Retention and Storage are all factors that influence the cost.
• Example

1. Data is available. Scenario

• Obtain a total of ten records for each poll.
• There are 5 acts.
• It repeats every 5 minutes.
• 10 * 5 * 12 * 24 = 14,688/day Calculation Actions: 10 * 5 * 12 * 24 = 14,688/day
• Standard Connector: 8,640 /day = 10 * 3 * 12 * 24

2. Scenario with No Records

• Every 5 minutes, the example flow executes.
• Actions : 1 * 12 * 24 = 8640 execution/day
• Connector : 1 * 12 * 24 = 8640 execution/day
• Any integration that runs every 2 seconds may cost $200/month even no data

3. Data retention: $0.12 GB/month

4. Pricing Details

1. Actions $0.000025
2. Standard Connector $0.000125
3. Enterprise Connector $0.001