Important Changes to Dynamics 365 Team Member Licences

In its October 2018 licensing guide, Microsoft announced some important changes to Dynamics 365 Team Member licences.

These immediately apply to customers activating new Dynamics 365 Team Member agreements after 1st October 2018. 

Existing customers will not immediately be affected and will be able to renew Team Member licensing agreements  without these changes for a limited time (see below).

Compared to the existing Team Member use rights, the headline changes are:

Create, update or delete records for a maximum of 15 custom entities (previously unlimited)

Team Member licences support collaboration across an organisation by enabling employees to read data, gain insights and access basic level capabilities.

These licence types are designed for light usage needs enabling businesses to extensively deploy Dynamics 365 throughout their organisation at a low monthly rate.

While Team Member users are able to read any data, subject to user security permissions, there has always been restrictions on the create, update and delete rights across standard Dynamics entities. For example, to write changes to a Lead or Opportunity a full app or Plan licence would be needed.

For custom entities, Team Member licensing has given users unlimited access to create, read, update and delete these record types.

Within the last 12 months, Microsoft has re-engineered the platform on which the product sits as the Common Data Service for Apps and it has introduced a new Powerapps P2 licence to handle custom app development for building on top of Dynamics 365.

PowerApps P2 gives users full create and run capabilities across data sources including the ability to model business data in the Common Data Service using unrestricted entities.  For user requirements that are purely focused on a custom app and custom entities rather than the standard Dynamics 365 sales and service modules, PowerApps P2 enables licensing with unrestricted use of custom entities.

PowerApps P2 is now the go-to development licence for creating and using model-driven apps that extend Dynamics 365 enabling users to access unlimited custom entities. As a result, the Team Member licence is changing to better reflect 'light usage' requirements.

With the new usage rights in force, Team Member licenses can only write records against 15 custom entities. If users require more customisation, either a PowerApps or a full Dynamics 365 license will be required. Both offer unlimited use rights across custom entities with full licenses including function capabilities across individual standard role-based apps (as well including PowerApps with Microsoft Flow).

Microsoft say that the 15 custom entities will be counted based on the number across each Dynamics 365 app.

In terms of reading data across custom entities, there remains no change to use rights on a Team Members agreement. 

Removing create, update and delete rights from Account records

With the new agreement in force, entitlements to create, edit or delete Accounts will no longer be covered Team Member licences. Entitlements for Contacts remain unchanged. 

For use rights that require functionality to be able to write changes to Dynamics 365 Account records, users will need to be equipped with a full licence of one of the Sales, Customer Service, Project Service or Field Service apps, or the Customer Engagement Plan. PowerApps P2 will also be another licensing option as the Account entity in the Common Data Service is not restricted.

Removing create, update and delete right from Knowledge records

Managing and publishing knowledge articles will require a full app licence, or a Customer Engagement Plan licence depending on any wider use requirements.

When do these changes impact existing customers?

While these Team Member licensing changes will immediately impact all new Dynamics 365 Team Member licensing agreements activated after, 1 October 2018, there is no immediate change for existing customers that have acquired Team licences prior to 1 October.

Customers with Team Members licenses acquired before 1st October 2018, can still use these licenses unchanged throughout the duration of their agreement. Annual licensing agreements can continue to be renewed on the same basis prior to 1st July 2020.

As a result, CSP and Web Direct customers with annual Team Member licensing agrements will only be impacted by these changes upon renewing Team Member licences from July 2020.

Upcoming Team Member Changes

To date, there hasn’t been a specific experience or app for Team Members licence use rights as users have just accessed the full app with restricted rights.

To better reflect it's light-weight usage capability, Microsoft has signalled that Team Member will be delivered as a distinct app module tied to the base experience.

This process begins with the October 2018 licensing change and be followed with technical updates during 2019 that are expected to deliver dedicated Team apps.

Once these Team Members applications are available, users with a Team license only will no longer be able to access the full Dynamics 365 apps. Read-only access across all data remains a core part of Team Members license access but write access will be limited to specified or ‘white-listed’ entities / scenarios tied to each individual application. 

As a result, get ready for a Team Members app for Dynamics 365 for Sales and Team Members app for Dynamics 365 for Customer Service...

If you have any questions about these changes please get in touch and we'll aim to answer your licensing questions.


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