Portal Licensing

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Posted on by Matthu

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Hi All,

I am provisioning a new self service portal to support my CRM and I want both internal and external users to access it.

Our admin staff use the dynamics 365 customer service app.

I fully understand that I can buy a 100 individual logins pack for external (authenticated) users and that multiple logins by the same user in any 24 hour period counts as one login etc.

But...

What I am trying to understand is this, If I have internal users (of which I have around 50) that I want to access the portal once a week for simple reading and writing of existing forms and data that has been input by the external users can I license them outside of that initial pack with a power apps per app license?

Here is a link to the page that I think explains this but to my mind its a little ambiguous - I would like someone to help explain. And I have added the main points I read in the photos below. Does it make sense to anyone else.

https://docs.microsoft.com/en-us/power-platform/admin/powerapps-flow-licensing-faq#portals

Portal Licensing.png Portal Licensing 2.png

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Power Apps portals

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hello @matthu,

Yes, your internal users can be licensed using Power Apps Per App licenses.
Having the per-app plan allows your users to access 1 custom portal (per per-app license, you could buy multiple ones per users if you have more apps/portals):
You may find the Licensing Guide helpful: https://go.microsoft.com/fwlink/?linkid=2085130
Just to be sure: Internal users with most Dynamics 365 licenses will not need additional licenses when the Portal is deployed in the D365 environment:

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Matthu 289 on at

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Hi Joe,

Thank you so much for your swift response I really appreciate it. Can you confirm if a 'custom' portal is a 'portal from blank'? even if I expose certain tables/entities from the customer service hub app on the portal?

Many thanks

Matt

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hello @matthu,

Yes, if you are not using one of the existing portals but create one from blank that would be a 'custom' portal.
On the portal side, using the per app licenses would be enough for users without an appropriate Dynamics 365 license.
However, if these users are indirectly (through your custom portal) accessing Dynamics 365, it is my understanding that they require Dynamics 365 licenses due to multiplexing: https://go.microsoft.com/fwlink/?LinkId=866544&clcid=0x409

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Matthu 289 on at

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Thanks Joe!

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ragavanrajan 7,044 Most Valuable Professional on at

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Hi @matthu

Just a additional note. Any portal type that is utilising dataverse require licensing. It can be per app or per user. Both license will cover portal.

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Matthu 289 on at

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Hi Ragavanrajan,

Thanks for you reply and thanks to Joe too. I am struggling to understand at what point an internal user who is licensed via a power apps per app license would require the vastly more expensive dynamics license.

I have 50 users so you can see that £7.50 for a power apps per app licence is a big difference if they will become £37 each. It would be impossible.

The users who would access the portal with a power apps per app license (ie internal users) would fill in custom forms and upload some files.

This data would appear in my administrators customer service app (they are fully licensed with the dynamics 365 customer service pro) and I have enterprise licenses. As a company we have over 100 e3 licenses, multiple e5, and security licenses as well as power BI, Visio etc.. so we are good customers of Microsoft but given the internal users who will be entering info into custom forms and uploading word docs on the portal could need to be licensed as though they were using an entire d365 app just is far too expensive. Its cost prohibitive.

It may not be the case although for example the contact field that exists in the customer service hub will be displayed on the portal so for internal users to see and interact with that would cost a full d365 licence?

Sorry for the confusion and I am sure I haven't made myself clear but licensing is very hard to understand when you are planning a project.

Thanks for your input both!

Matt

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joe_hannes_col 1,843 Super User 2024 Season 1 on at

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Hi @matthu,

Unfortunately, licensing is a complex topic and often also subject to interpretation. I can only give you my interpretation as a non-Microsoft employee. My answer might be incorrect, so you may want to check this with your Microsoft representative.

My understanding is this: As long as you are building your portal on Dataverse entities outside of the D365 standard scope, your users would not need D365 licenses.
As soon as you are interacting with data from D365, this would be multiplexing and your users would have to be adequately licensed in D365. The cheapest way to do this would be through Team Member licenses if possible. For the scenario you described (accessing contact info from D365 in your portal), a Team Member license would be sufficient:
I *think* that if you're adding data into the contact entity outside of D365 and your users would read them in the portal, they would not need D365 licenses. If the information was entered and processed through D365, licenses would be required.

I hope this helps - sorry I cannot give you a legally waterproof answer on this 😉

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Matthu 289 on at

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Thanks Joe for taking the time to respond in such detail. I wonder if the team member license will be my saviour in this situation.

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Matthu 289 on at

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Hi All,

So to clarify having spoken to Microsoft, an internal user authenticated by Azure with a relevant license pertaining to the data they need to view or edit will not use one of the 100 monthly logins that are bought in a pack. The other replies above are also accurate with only that minor detail to add so I hope that helps future license explorers!

Thanks everyone. 🙂

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