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User Entity - Synchronize Users from Azure Active Directory without Licenses

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Posted on by 9,273

Hi everyone,

 

We have customers with needs to have Users down in Dataverse without the requirement for that User to have any roles assigned or have access to the application in any way.  We needed the users down in Dataverse to link them in records etc.  Example, set them as a Business Stakeholder in a specific entity that might be setup. 

 

In the past we have always been able to add users to a Dataverse environment in a couple of different ways.

  1. Assign them to a security group in Azure AD and then assign that security group to the environment.  This would synchronize the user down to Dataverse even if the user did not have a specific license. 
  2. Another option would be to manually add them to the environment through the Users in the admin.powerplatform.com.  

It looks like Microsoft is now restricting the ability to manually add users to the Environment (option 2 above) if they do not have a license and I am concerned they will start doing this with option 1 above as well.  

 

Does anyone know more about this change?  Is this functionality being changed with a focus on using the new AAD User table instead?

 

I don't think the User table populated with the AAD user (synchronization) breaks any licensing rules if the user doesn't have any roles or access to the application so trying to figure out why this is being restricted.

 

I do see the following post from March where it identifies a license required to add user manually to the environment:  https://docs.microsoft.com/en-us/power-platform/admin/create-users#requirements-for-successfully-adding-users-in-dataverse 


Does anyone know if this has changed recently?  This is different than what I have seen in the past.

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  • RakeshPower Profile Picture
    RakeshPower 14 on at
    Re: User Entity - Synchronize Users from Azure Active Directory without Licenses

    Hi Chris, We also have model driven app where we assign projects linkage with users. Since not all users are available in User Table, we opted to use AAD User table newly introduced. However, the issue is performance , the lookup loading takes significant time in drop down and unsuitable for user experience. we have 100K users in the Tenant.

     

    Is there any other alternative as you have mentioned, "Assign them to a security group in Azure AD and then assign that security group to the environment. " can we assign all Tenant users to security group? only issue will be house keeping activity? when new user created in tenant how it will be synced to this AD group. Let me know your expert advice.

     

    Thanks

  • EricRegnier Profile Picture
    EricRegnier 8,714 on at
    Re: User Entity - Synchronize Users from Azure Active Directory without Licenses

    Agree with @ChrisPiasecki, I would use the new AAD user virtual table. More info: https://powerapps.microsoft.com/en-us/blog/announcing-the-aad-user-virtual-table-find-and-add-any-aad-user-to-your-records/

  • ChrisPiasecki Profile Picture
    ChrisPiasecki 6,389 on at
    Re: User Entity - Synchronize Users from Azure Active Directory without Licenses

    Hey Drew, 

     

    I think the AAD Users virtual table is probably the go-forward option for user lookups of non-Dataverse users. That said, I think there is probably still some rough edges to be worked out on that table as others have been reporting issues with in tenants with a very large number of users.

     

    @NHelgren might have more input here.

     

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  • Mira Ghaly Profile Picture
    Mira Ghaly 11,409 on at
    Re: User Entity - Synchronize Users from Azure Active Directory without Licenses

    @dpoggemann 

    I am not sure about this change but have you tried to assign the powerapps base license and since they will not be able really accessing the Apps so it will not affect the power apps license capacity .

     

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