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Manage users

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Applies To: Dynamics CRM 2013

How you manage users depends on the version of Microsoft Dynamics CRM that you have.

Manage users with subscriptions at Microsoft online services environment

To do this, see Create users and assign Microsoft Dynamics CRM Online security roles

Manage users in Microsoft Dynamics CRM 2013 (on-premises)

With Microsoft Dynamics CRM 2013 (on-premises), you can add users to your organization one at a time, or you can add multiple users at the same time by using the Add Users wizard.

Add a user

  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM.  

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. Follow the steps for the app you’re using.

    If using the CRM web application

    1. On the nav bar, click or tap Microsoft Dynamics CRM > Settings.

      Settings appears on the nav bar.

    2. Click or tap Settings > Administration > Users.

    3. On the toolbar, click or tap New.

    If using CRM for Outlook

    1. In the Navigation Pane, expand your organization if necessary, and then click or tap Settings > System > Administration > Users.

    2. On the ribbon bar, on the Users tab, click or tap New.

  3. On the New User page, in the Account Information section, specify the User Name for the user.

  4. In the User Information section, specify the Full Name for the user.

  5. In the Organization Information section, verify the Business Unit for the user.

  6. Follow the step for the task you’re doing:

    • To save the information for the new user, click or tap Save.

    • To save the information for the user and add another user, click or tap Save & New.

    • To add another user without saving the information you entered for the user, click or tap New, and then in the Message from webpage dialog box, click or tap OK.

    Next, you’ll need to assign a security role to the newly added user. See “Assign a security role to a user” later in this topic.

Add multiple users

You can add multiple user records for the same set of security roles by using the Add Users wizard. Any users you add must be in the Active Directory directory service.

  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM.  

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. Follow the steps for the app you’re using.

    If using the CRM web application

    1. On the nav bar, click or tap Microsoft Dynamics CRM > Settings.

      Settings appears on the nav bar.

    2. Click or tap Settings > Administration > Users.

    3. On the toolbar, click or tap New Multiple Users.

      The Add Users wizard opens.

    If using CRM for Outlook

    1. In the Navigation Pane, expand your organization if necessary, and then click or tap Settings > System > Administration > Users.

    2. On the ribbon bar, on the Users tab, click or tap New Multiple Users.

      The Add Users wizard opens.

  3. On the Select Security Roles page, select one or more security roles, and then click or tap Next.

  4. On the Select Access and License Type page, under Access Type, select the appropriate access type for this set of users.

  5. Under License Type, specify the license type for this set of users.

  6. Under Email Access Configuration, specify how this set of users will access incoming and outgoing email messages, and then click or tap Next.

  7. On the Select Domain or Group page, specify to select users from all trusted domains and groups or users from a particular domain or group, and then click or tap Next.

  8. On the Select Users page, type a part of the name of user you want to add to Microsoft Dynamics CRM 2013. Use semi-colons between names.

    Note

    You can also use Look Up to select users. More information: How Inline Lookup Works

  9. Click or tap Create New Users.

  10. On the Summary page, review the information about the user additions, and then follow the step for the task you are performing:

    • To close the Add Users wizard, click or tap Close.

    • If you need to add more users, for example with a different set of security roles, click Add More Users to begin the wizard again.

    Note

    To edit a specific user record, close the wizard, and then open the user record from the list.

Assign a security role to a user

After you create users, you must assign a security role for them to use Microsoft Dynamics CRM. Even if a user is a member of a team with its own security privileges, the user won’t be able to see some data and may experience other problems when trying to use the system.

  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM. 

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. Follow the steps for the app you’re using.

    If using the CRM web application

    1. On the nav bar, click or tap Microsoft Dynamics CRM > Settings.

      Settings appears on the nav bar.

    2. Click or tap Settings > Administration > Users.

    If using CRM for Outlook

    1. In the Navigation Pane, expand your organization if necessary, and then click or tap Settings > System > Administration, and then click or tap Users.

  3. In the list, select the user or users that you want to assign a security role to.

  4. Click or tap More Commands (More commands icon) > Manage Roles.

    Only the security roles available for that user's business unit are displayed.

  5. In the Manage User Roles dialog box, select the security role or roles you want for the user or users, and then click OK.

Enable or disable users

Enable a user

  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM.

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. Follow the steps for the app you’re using.

    If using the CRM web application

    1. On the nav bar, click or tap Microsoft Dynamics CRM > Settings. 

      Settings appears on the nav bar.

    2. Click or tap Settings > Administration > Users.

    If using CRM for Outlook

    1. In the navigation pane, expand your organization if necessary, and then select Settings > System Administration > Users.

  3. In the Users view, select Disabled Users and click or tap the user records that you want to enable.

  4. On the Actions toolbar, click or tap Enable.

  5. In the Confirm User Activation message, click or tap Activate.

Disable a user

  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM.

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. Follow the steps for the app you’re using.

    If using the CRM web application

    1. On the nav bar, click or tap Microsoft Dynamics CRM > Settings. 

      Settings appears on the nav bar.

    2. Click or tap Settings > Administration > Users.

    If using CRM for Outlook

    1. In the navigation pane, expand your organization if necessary, and then select Settings > System Administration > Users.

  3. In the Users view, select Enabled Users and click or tap the user records that you want to disable.

  4. On the Actions toolbar, click or tap Disable.

  5. In the Confirm User Record Deactivation message, click or tap Deactivate.

CRM user record fields populated from Active Directory

When you create a new user or update an existing user in Microsoft Dynamics CRM 2013 (on-premises), some fields in the CRM user records, such as the name and phone number, are populated with the information obtained from Active Directory Domain Services (AD DS). The synchronization between Active Directory user accounts and the CRM user records is not automatic. If you change user fields in Active Directory, the information isn’t propagated to CRM until you refresh the user records in CRM.

The following table shows the fields that are populated on the CRM user form (user record) from Active Directory user account:

CRM User form

Active Directory User

Active Directory object tab

User name

User logon name

Account

First name

First name

General

Last name

Last name

General

Main Phone

Telephone number

General

Primary Email

Email

General

*Address

City

Address

*Address

State/province

Address

Home phone

Home

Telephones

* The CRM Address field is comprised of the values from the City and State/province fields in Active Directory.

See Also

Control data access
Manage security, users and teams
Manage teams

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