User Onboarding
Applies to: Version 6.4 and later
Last updated: 25 August 2022
The following procedure explains how on-board new users to the Whānau Tahi Navigator system.
There are 6 main tasks to be completed in the on-boarding process:
Infrastructure / Azure AD Tasks
- Create user account in Azure AD (or Microsoft 365)
- Apply required Microsoft licenses to users
- Add users to required Azure Active Directory security groups
Application Tasks
- Assign users to a business unit
- Apply security roles
- Add users to required teams
- Configure default ownership teams
- Provide users with connection details (URLs or Office Navigation Paths)
- Verify that users can login, and that they have the correct timezone and date format selected
Infrastructure / Azure AD
Configure User in Azure Active Directory
The following steps should be carried out within your Azure Active Directory
- Create user accounts in Azure AD.
- Please refer to your internal process or to Microsoft documentation for this procedure.
- Apply licenses to the user.
- The following licenses should be applied. Choose either Minimal or Full licensing models as outlined below. Some users can be minimal and some can be full. The license model chosen does not affect functionality in the Navigator system. The main impact of this choice is on cost and ability to use other Dynamics applications. Costs for these licenses are set by Microsoft. The minimal license model restricts the use of additional Dynamics features. The full model provides access to a wider range of Dynamics App features, and can be extended to include additional Dynamics apps at a later stage:
EITHER [Minimal Dynamics 365 Option]
Dynamics 365 Team Members
and one of the following:
Power Platform Per App Plan or Power Platform Per User Plan
and one of the following:
Power BI Pro or Power BI Premium Per User or Power BI Premium Per Capacity
OR [Full Dynamics 365 Option]
one of the following:
Dynamics 365 Sales Enterprise Dynamics 365 Customer Service
and one of the following:
Power BI Pro or Power BI Premium Per User or No Power BI license (only when BI Premium Per Capacity is used - see Note)
- The following licenses should be applied. Choose either Minimal or Full licensing models as outlined below. Some users can be minimal and some can be full. The license model chosen does not affect functionality in the Navigator system. The main impact of this choice is on cost and ability to use other Dynamics applications. Costs for these licenses are set by Microsoft. The minimal license model restricts the use of additional Dynamics features. The full model provides access to a wider range of Dynamics App features, and can be extended to include additional Dynamics apps at a later stage:
Licensing Notes
a. If the Contract Performance dashboard is to be used, then all users that manage or access this Dashboard must use the Full Dynamics 365 Option licenses above. This is because the Contract Performance dashboard uses Dynamics 365 features that require the Sales or Customer Service licenses.
b. This note only applies if Power BI Premium Per Capacity is used: Under the premium capacity model, regular users do not require a Power BI License. However, anyone that publishes content to Power BI does require a Power BI Pro or Power BI Premium license (and this includes the Whanau Tahi Service Operations user account).
- Add users to security groups that enable access to specific Whānau Tahi Navigator environments.
- Each environment has a corresponding AAD security group. Only members of the environment security group will be able to access the environment.
- Standard environments include:
- Production [All users should belong to this]
- Pre-Production [Only users involved in sign-off for upgrades should belong to this]
- Training [All users should belong to this]
- Test [Only users involved in UAT should belong to this group]
- Optional environments include:
- Custom [Only those involved in configuring new components should belong to this]
- CustomTest [Only those involved in configuring new components should belong to this]
Application Tasks
Configure user in Power Platform environments
The steps outlined below need to be done in each environment that the user is given access to (by virtue of their membership in one or more of the environment access security groups)
- Open the Power Platform admin portal: https://admin.powerplatform.microsoft.com
- Select Environments on the navigation bar to the left of the window
- Select the target environment you are setting up (i.e., Production, Pre-Production, Training, or Test)
- Choose Settings from the toolbar at the top of the window
- Under the heading Users + permissions select Users
- Locate the new user in the list of users, and select that user
- On the User toolbar, select Change business unit and assign them to the appropriate business unit.
- On the user toolbar, select Manage security roles and assign them to the appropriate security role
- On the user toolbar, select Manage Teams and assign them to the special MRO team, and to any other teams that the user should belong to.
Configure the user in the Whānau Tahi Navigator application
- Open the target environment, e.g. https://myprod.crm.dynamics.com
- Open the Whānau Tahi Backoffice app
- Select Configuration > System : User Team Roles
- Create two records here, by using the + New button on the toolbar:
- For the first record, choose the user name, choose the MRO team, and select Individual Team Owner as the team role.
- For the second record, choose the user name, choose the MRO team, and select Organization team owner as the team role.
- The user is now set up and can logon to the system. Provide details on how to login, and verify that they can do so. Also have them check that their date format and timezone settings are set correctly in their application personal settings.
Adding users to Team Views
- Open the target environment, e.g. https://myprod.crm.dynamics.com
- Open the Whānau Tahi Back Office app
- Select Configuration > User Configurations
- Click + New to add a User Configuration record
- Select the User
- Click the Save button
- On the new Contract Service section that has appeared, click Add Existing Contract Service
- Click the magnifying glass to look for Contract Service records or simply start typing the name of the Contract Service
- Select the Service
- Click Add
- Click Save & Close
Configuring a User as a Supervisor and assigning Students to them
- Open the target environment, e.g. https://myprod.crm.dynamics.com
- Open the Whānau Tahi Back Office app
- Select Configuration > User Configurations
- Click + New to add a User Configuration record
- Select the User
- Select Supervisor under Role Category dropdown
- Click the Save button
- On the new Students section that has appeared, click Add Existing User to assign a Student to the Supervisor
- Click the magnifying glass to look for User records or simply start typing the name of the Student
Important
Reminder new users to check their personal settings and ensure that (1) they have the correct formatting style, and (2) they have the correct time zone.
Timezone Format
Please follow the instructions below to change Navigator to your local timezone.
- Click on the Settings icon on the top right of the screen that looks like a cog.
- Click on Personalization Settings.
- In the General tab, locate the Time Zone section. Select your local timezone.
- Click on the Formats Tab. Select your local format then click OK