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MICROSOFT DYNAMICS 365 INSTANCES TYPES AND PROPERTIES

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Dynamics 365 Instances

An instance is a Dynamics 365 database

Large organisations might use separate instances for different departments or for testing

Data for each instance is stored in its own SQL Server database.

Hierarchy

                                                          Tenant
                                                              |
   —-|—————————————-|————————————|
        Office 365 subscription            Dynamics 365 Subscription
                                                           |
                                                           |
                                           |                          |
                   Production Instance             Training Instance

Instance Types

_ An instance can be for

 – Production purposes
 – Non-production purposes, referred to as a Sandbox instance.

Sandbox Instances
_ Non- Production purposes include:
  – Training
  – Development
  – Testing of third -party add-ons
 –  Upgrade testing

Purchasing Instances
_ Production and Sandbox instances are purchased as add- ons for a subscription
– Add-ons cannot be purchased for trials

Instances Properties
NAME : The name of the instance which is shown in the application
URL : The URL name is used to form the sign in URL, the name must be unique across all instances
PURPOSE: For references, the purpose is only shown in the Office 365 admin portal
INSTANCE TYPE : Whether this is a production or sandbox instance
SECURITY GROUP : Determine which users have access to the instance. if a group is not specified then all users  who have a Dynamics 365 license are added to the instance.
Edit properties of an instance
– In the Office 365 admin center navigate to Admin > Dynamics 365
– This opens the Dynamics 365 Administration Center where a list of instances is shown
– Select the instance to change and then click Edit.
Administer Instances
– Actions that can be performed on instances:
 – Switch
 – Reset
 – Delete
– Copy
Switch an instance
– The ability to change instance type depends on available licenses
– An instance can be switched from:
 – Production to sandbox, or sandbox to production
 – Make changes in the Office 365 portal, under Admin > Dynamics 365
– In the Dynamics 365 Administration Center,select the instance and then click Edit  and change the type
Reset a Sandbox Instance
– Sandbox instance can be reset
– This deletes the instance and creates a new one(effectively deleting all data)
– In the Dynamics 365 Administration Center, select the instance and the click Reset
– Production instance can not be reset.
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MICROSOFT DYNAMICS 365 FREE UP STORAGE SPACE ON PRODUCTION OR INSTANCE LEVEL

uk365guy

Manage storage

– Each subscription has a storage limit that applies across all instances (production and sandbox)

– Notifications are sent when the limit is reached and at a threshold(currently  80%)

– If the storage limit is reached new records cannot be created until data is removed or additional storage is purchased.

In order to free up space in Dynamics 365 follow below rules:

1) Method 1: Delete bulk email and workflow instances using a bulk deletion job
2)   Method 2: Evaluate and delete suspended workflows.
3) Method 3: Remove email attachments using Advanced Find
4) Method 4: Remove email messages with attachments using a bulk deletion job
5) Method 5: Remove notes with attachments using Advanced Find
6) Method 6: Remove notes with attachments using a bulk deletion job
7) Method 7: Remove bulk duplicate detection jobs and associated copies of duplicate records
8) Method 8: Delete bulk import instances using a bulk deletion job
9) Method 9: Delete bulk deletion job instances using a bulk deletion job
10) Method 10: Delete audit logs.

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MICROSOFT DYNAMICS 365 ONLINE SERVICE ADMINISTRATOR ROLES

uk365guy

Microsoft Online Service administrator roles

-Online Service administrator roles apply to management of subscriptions and not Dynamics 365


Adminstrative roles include:

– Global administrator

– Customized administrator:

 – Billing administrator
 – Exchange administrator
 – Password administrator
 – Skype for Business administrator
 – Service administrator
 – Sharepoint administrator
 – User management administrator

Administrative Access

– Office 365 Global administrators and Service administrators are added to Dynamics 365 for
   administrative access with the System Administrator role.

– A Dynamics 365 license is not used or required.

– Administrative access gives access to the Settings area but no access to records in Sales,
  Marketing or Service.

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MICROSOFT DYNAMICS 365 MANAGING USERS

uk365guy

Non – interactive users

–  A user record can be marked as non-interactive
– This means that it can be used for programmatic access to 
  Dynamics 365 only such as integration with an ERP system.

– Non -interactive users do not require a license
– Five non-interactive users can be created for an instance

User account Synchronization

-Users of Dynamics 365 must have accounts created in the office 365 admin portal

-These are different from accounts used on the company network.
-To reduce account administration, consider the following options:

    -Synchronize active directory with office 365

    -Use Active Directory Federation Services

Synchronize Active Directory with Office 365

– User logs on to their on-premise environment with their Active Directory account (Domainusername)
– For Office 365 (Including Dynamics 365 ) services, user logs in again with work               account(username@domain.com)
-Synchronization keeps the user name the same for both environments.

Use Active Directory Federation Services

– A single account(AD) is used for the on-premise network and Dynamics 365 
  providing a single sign – on (SSO) experience.

– User logs on to their on-premise environment with their AD 
  account(Domainusername)

– For Office 365 (Including Dynamics 365) services, the user is logged in automatically or logs      in with their AD account.

Configure user account synchronization

– Setting up synchronization and  SSO are both detailed processes.
– For more information on setting up account synchronization refer to 
  https://support.office.com

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