Dynamics 365 Team Member License Changes
Here is some insight for those looking to understand more about the changes to the Dynamics 365 team member licensing.
What is a Dynamics 365 team member license?
- It is the original XRM license option, designed primarily for light use.
- Essentially they grant users “read only” access to core entity data.
- It does allow users to create contact, activities, notes, and up to 15 customer entities.
- It does not allow team member users to create or edit accounts.
What are the current problems?
Traditionally, Microsoft has not enforced the limitations, however, now these limitations have changed and Microsoft will begin to enforce them in team member licenses as a part of the new release one wave updates that are coming in April.
You may have already received the email below from Microsoft stating that Team Member licensing was changing.
For new users of the Dynamics CRM platform, these enforcements have already begun to take effect and for existing users, these changes will be in place, June 20th of 2020. Take a look the summary of important timelines and milestones you should be aware of.
At a high level, Microsoft isn’t changing the restrictions yet on what Team members can access but they are changing the way Team Members can access the Dynamics 365 platform. They will also be enforcing a limit of how many entities (both Core and Custom) a user with a Dynamics 365 Team Member license can manipulate. Today, users can access any application/module with their license. In the future (April 1st 2020 for new customers, September 30th 2020 for existing customers), Team Members will only be able to access via 1 of 3 new Apps.
Here is a diagram for a depiction of main use scenarios for Dynamics 365 Team Members:
Microsoft has introduced technical enforcements in which it will turn on after June 30th 2020.
- Customer Service Team Member
- Sales Team Member
- Project Resource Hub
Details of this enforcement include:
- 3 Apps (aka app modules) (2 new) have been created
- Customizable security roles for each app to help with conformance
- A subset of Dynamics 365 entities, aligned with use rights, included as part of these apps
- Each app module can be customized with 15 additional entities (CDS core entities and/or Custom entities)
- During Early Access, customers can use these apps with other existing apps (no business disruption)
- After Enforcement starts, only the 3 designated applications will be accessible by users, with Team Members license
- Report for guidance now available in Power Platform Admin center
Today, when a user who has a team member license goes to home.dynamics.com they will see all apps that their user has access to via their security roles.
Below is an example screenshot of the Customer Service Team Member Hub, Sales Team Member Hub, and Project Resource Hub you may see in your instance today.
The Sales Team Member Hub will come installed in your instance automatically. The Project Resource Hub will come installed if you leverage Dynamics 365 Project Service Automation (PSA). You will need to install the Customer Service Team Member Hub buy installing it from the D365 Admin Center.
If you don’t see the Sales Team Member Hub, make sure your Sales Applications is up to date.
This means, that Admins will need to customize these new Team Apps to include their custom entities, processes, forms, etc. You can find more information on customization Apps here. This is done through the App Designer. The 15 additional entities can include core Common Data Service entities that are not part of the original app module, published by Microsoft, or custom entities.
Users with Team Member licenses may see the following runtime error when if they are trying to access an app outside the 3 mentioned in this document.
Admins may see design time errors for example when trying to include more than the allotted 15 entities in the app customization experience.
Along with these new Apps, 2 new security roles are installed in your organization that the User’s with team member licenses will need to be assigned.
Sales Team Member
Customer Service Team Member
These security roles must be associated to user’s with Team Licenses and this is what governs access to the 3 new Team member apps.
Here, we can see the Team Member Sales Hub is tied to the Team Member Security Role:
These restrictions are in line with use rights of Dynamics 365 Team Members license, as defined in the Dynamics 365 Licensing Guide.
In this document, on pages 34-36 where it explains the team license, Team Member licenses within a D365 environment have full Read access on both OOB and Custom entities and can edit up to 15 custom entities.
On the next page, it shows Team members can read and access the entire system even Create, Update, Delete activities, contacts, notes, and views.
Fellow Dynamics MVP’s have blogged about the topic. Please check out these articles for additional information:
- Dynamics 365 & Power Platform licensing FAQ, February 2020 – Similar overview as above but also talks about changes to PowerApps licensing
- Get ready for licensing enforcement in Dynamics 365 – Talks about the underlying mechanism that was introduced recently to enforce these restrictions