Need to add a new user but have no idea where to start? Most people think if a new resource is hired then they just need to be added as a user. This is incorrect and involves setup on multiple forms. Follow along with the process of what to do in D365 when you hire a new user.
Adding Them as an Employee
1. Verify you are in the correct legal entity. Navigate to Human resources > Workers > Employees.
a. Click New
b. Add the First name, Last name, and Employment start date.
c. If a match is found, select Use match and this will link the new employee to the previous record found for them. This is most likely an existing vendor record.
d. Click Ok.
2. An employee can be made an employee of more than one legal entity. Select the employee record and on the Action pane select Work. Under the Work details header, click Employment history.
a. Click New and add the other desired legal entities.
Adding a Position for the Employee & Creating Position Hierarchy
1. Navigate to Human resources > Positions > All positions.
a. Click New.
b. Select a job. This can be a signing limit or simply just used for a job list.
c. Put in an activation date. Click Create position.
2. You should now be in the position record. On the General Fastab, clear out the existing description and put the description of the employee’s role, if using signing limits as the jobs.
a. Click New, in the Worker assignment Fasttab.
i. Add the Worker/Employee that was created above. Mark as Primary position unless the employee has multiple positions.
ii. Click Create worker assignment.
b. Click New, in the Reports to position Fasttab.
i. Select the Position of the employee they will report to in the Reports to field. It is best to duplicate the screen and navigate to All positions, to find the correct value.
ii. Select the Effective time. This might throw an error, if it does just make sure the effective time is after when the worker was assigned to this position.
iii. Click Create.
Adding the Employee as a User
1. Navigate to System administration > Users > Users.
2. Click New in the Action pane.
a. Note: If this user has a tenant email address domain click Import users in the action pane instead. You can then select the user from the list and click Import. Skip step 3. Users can also be batch imported. Selecting batch import in the action pane will import all users in the tenant's AD that are not in D365.
3. On the User details Fasttab, add the User ID, User name, Provider, and Email.
a. Note: On the Provider field, it is important to put the user’s email domain after the https://sts.windows.net/ which is prepopulated into the field.
4. Also, on the User details Fasttab, fill in the default company, Person, and Enabled.
a. Company field: This will only be their default landing page when logging into D365. This will not limit their access to just that entity, see below for that.
b. Person field: This will be the same employee record you created in the steps above.
5. In the User’s roles field add the correct security roles and assign organizations.
a. Click Assign roles.
b. Highlight the correct role and click Ok.
c. Highlight the role just given to the user and click Assign Organizations.
d. Select the “Grant access to specific organizations individually.
e. Highlight the correct legal entity.
i. Click Grant.
ii. Note: The legal entities granted will allow the person to only access those when navigating D365.
Workflow Notifications Setup
1. Stay on the User record that was created above. In the Action pane, click User options.
2. On the Account tab, select Exchange as the Email provider ID. Enter the email the user would like to receive workflow emails to in the Sender email.
3. On the Workflow tab, Toggle the “Send notifications in email” and “Send notifications to Action Center” to Yes.
a. Note: This is only used if workflows are active and this user will need alerts from actions they need to take.
Thanks for reading! Be on the lookout for a post on how to import this data to make mass employee adds an easier process.
Great post!