How to Manage User Roles in Bulk for Dynamics 365

Satyvir Jasra, 23 May 2018

Recently for a project, I was required to manage security roles of several teams and users. Managing roles for each user and/or team can be time consuming and it is easy to make a mistake. Upon doing some research I realized that we can use a tool to manage roles of users and/or teams in bulk. In this blog I walk through the steps to use that tool.

1. Download  XRMToolBox and open it.
2. Connect to your organisation. Once connected, search for User Roles Manager tool, and then click on it.
   
   
3. Click on Load Roles, Users and Teams.
   
   
4. In my case I wanted to assign Salesperson and Scheduler roles to Caleb Lockwood and Tony Stark. To achieve this I selected Salesperson, and while holding Control key I selected Scheduler from the table on left. Then I selected Users as record type on the right-hand table. From the list of users, I selected Caleb Lockwood and again while holding Control key I selected Tony Stark.
   
   
5. Once I selected the combination of security roles and users, I clicked on Actions button followed by Add selected roles to selected users or teams.
   
   

In Dynamics 365, I opened record of users Tony Stark and when I checked the roles for that user, Salesperson and Schedulers security roles were assigned to this user.