How-to Gain Control of Dynamics 365 Customer Engagement Team member licensing … the Team Member that lost it’s Super Power.

It never lost its super power, Microsoft just detailed what was the intent for the Team member in their

SuperPower

License guide, and most crucial for admins and most properly why you read this, Microsoft will start to enforce team member restrictions at a point in time in near future. Below I will go through how to check if you are within use rights of your existing Team member licensing and if not then I will try to explain what options you have.

But first for people that do not know the team member license for Dynamics, this is a cheap license that grants a user access to participate in a limited specific set of functionalities with read only to all data.

How to Checkup if your Team members are license compliant.

Do you have Dynamics 365 Team Member license in use? New report helps you stay within use rights entitlement, as admin, go to: https://admin.powerplatform.microsoft.com/analytics/d365ce/ -> Push Download->select “non-Conformant usage by users with Team members”

This report will tell you if you are on the wrong side of license entitlement, my own pocket guide would be…if you cannot stay within a maximum of 15 additional entities (custom entities or “out-of-the-box”) in the team member app, look at a PowerApps license…. if Team members are writing to entities that are not allowed and are on the list of restricted entities for PowerApps… a Full Dynamics license is needed… read below to figure out why

Replacing Team member license with PowerApps user license

Taking this option you must build you own apps and cannot use Dynamics 365 first party apps, for most this would be a small task but your should evaluate the cost before taking the option of replacing Team member licensing with a PowerApps license.

Right now per. 10 sep. 2020 the Dynamics license guide says that it is no OK for a PowerApps users to read restricted entitys but good news is that the restricted entity list is now longer out of date and ahve been updated. Only a few essential Dynamics entities are left restricted so a lot of use cases can be handled by switching the Team member license to a Power Apps license.

An interesting read on the topic of restricted entities would be by getting hint of insight on future of restricted entities off a chat with https://stevemordue.com/steve-has-a-third-chat-with-charles-lamanna/

Team member upgrade to Full Customer Engagement Dynamics license

This is the safe but more expensive option and needed if Team members are writing to entities that are not allowed and are on the list of restricted entities for PowerApps.

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The latest Powerapps  licensing guide

Keep using Dynamics 365 Team Members licensing – Know what is allowed

Below are a snapshot of the Licensing guide April 2020 and may be changed by Microsoft, so please check The latest Dynamics 365 licensing guide for the latest details on Team member use rights when you are up for a renewal or are a first time buyer.

Microsoft have released a set of “team-member-apps-for-dynamics-365” which showcase what is within Team member license entitlement to get a closer look at them visit Jukka Niiranen’s  excellent blog in the topic.

and visit Microsoft Team member FAQ at https://docs.microsoft.com/en-us/dynamics365/get-started/team-members-license

Team Members use rights

as of April 2020 you are allowed with a Dynamics 365 team member license to access Dynamics 365 Mobile Client Application & Microsoft Dynamics 365 for iPad &
Windows & Dynamics 365 for Outlook and Dynamics 365 App for Outlook & Microsoft Dynamics 365 Web application

but no Offline capabilities.

but no access to Field service client

Customization limitation of 15 per app Additional entities (custom entities or “out-of-the-box” Common Data Service entities)

Team Members application module may be customized with maximum 15 additional entities (custom entities or “out-of-the-box”)

Dynamics 365 App for Outlook can be customized, however usage must comply with use rights for users’ corresponding license and preapproved application scenarios

Preapproved application scenarios

Read

  • All Dynamics 365 application data and Custom Entity data

Use

  • Search and advanced find
  • relationships & connections between records

Create, update and delete:

  • Contacts
  • Announcements
  • Activities
  • Notes
  • Calendar: share
  • Personal Views
  • Saved Views
  • Word Templates

For Customer Service with Access via Team Members app module

  • Create, update and delete own Case and read Knowledge Articles

For Project Service Automation

Approve:

    • Time
    • Expense
    • Invoices

Submit

    • Time
    • Expense

Update

    • own Resource Competencies

In Dynamics 365 – Gamification, as an Spectator View, see results on leaderboards (web, mobile, and TV screens), and chats with participants. As a Fan, Draft personal Fantasy Teams, earn points, badges, and trophies on team results.

There is no use rights for Microsoft PowerApps or Forms Pro with a Team member license.

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5 thoughts on “How-to Gain Control of Dynamics 365 Customer Engagement Team member licensing … the Team Member that lost it’s Super Power.

  1. Hello, thank you very much for your great article. I have one question. Let’s say a user wants to work with Contacts, Activities and Opportunities. No custom entities needed. Would Team Member license be valid for this user (as Opportunities is not a restricted entity)?

    1. Opportunity Entity is read only for Dynamics 365 Team member License… But are currently not restricted for Powerapps license hence a powerapps user can create and update opportunities. Read the steve modue chat with Charles lamanna go get some hints of futire changes with restricted entities for powerapps users

    2. also be aware that the restriced entity list currently have a Microsoft disclaimer https://docs.microsoft.com/en-us/powerapps/maker/common-data-service/data-platform-restricted-entities: “This topic is out-of-date and will be updated soon to reflect the latest licensing changes that are applicable starting October 1, 2019. For the latest information on licensing requirements for entities, see the Power Apps licensing guide” and the licensing guide then point back to restriced entity list… i guess you just need to be sure to have the restricted entity list details and added in final contract with Microsoft

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