onboarding new users & offboarding 

 

This document can be used as a guide for onboarding new users and giving access to the akoyaGO CRM. This will be useful for administrators adding new employees to their respective organizations. Instructions for offboarding current users will also be covered toward the end of this document.

 

(Important to Note: Before the following steps are made by the Foundation's Admin, users must be added to your tenant. This guide is intended for Foundation Admins specifically)

Working in Microsoft’s Admin Center

 

If you need additional licenses, please reach out to support.

 

To access the Admin Center, click the "waffle" in the upper left-hand corner, and select the Admin logo.

 

 

• Select "Active Users" under the "Users" drop-down in the navigation pane.
• Select the User needing setup.
• Select the "Licenses and Apps" tab

Important: Users must have a Power Apps license to use akoyaGO. This can be seen as a "Power Apps per User" license or "Power Apps Premium" license.

 

 

The circled licenses above (Microsoft Fabric and Microsoft Power Automate) are free for your foundation, and can be assigned to any user. These are helpful for using Power BI, Power Automate Flows, and more.

 

Foundations may have different types of licenses, such as "Microsoft 365 Business Basic" or "Nonprofit Portal." These licenses often need to be assigned, depending on your MS Dynamic 365 setup. Consult your administrator or IT consultant for more information.

 

If a user needs to have Business Central permissions, please see the following guide: Adding Permissions in Business Central

 

MANAGING ROLES WITHIN akoyaGO

 

Users will need to have a Roles assigned to them within akoyaGO which will determine which permissions the User has. To help you determine if you should set your new user up as an Admin or Team user, reference the following guide CRM Standard Roles

 

Admin Users will need the following roles assigned: 

• akoyaGO Administrator (no accounting) or akoyaGO with Accounting Administrator, depending on which app your organization uses.
• System Customizer

 

Team Users will need: 

• akoyaGO Team User (no accounting) or akoyaGO with Accounting Team User, depending on which app your organization uses.

 

Read Only Users will need:

• akoyaGO Read Only access or akoyaGO with Accounting Read Only Access, depending on which app your organization uses. 

 

All Users will need: 

• Dynamics 365 App for Outlook User for email integration
• Any custom roles that have been set up for your organization
  *Please consider if you have any read only users and assign them a custom role with additional permissions, the user will obtain those permissions.

 

GOapply Administrators will need: 

• GOapply Administrator 
• If this new user should have access to building/editing GOapply Phases, they need to be added to the GOmanager group. Reference the following guide for steps: GOmanager Permissions

 

 

Step 1: Navigate to the User’s Security profile card

 

To reach the User’s profile card, you will need to navigate to the Security settings.

 

 

Once the new Advanced Settings tab loads:

 

• Click on the dropdown arrow next to Settings
• Select the Security section
• Click on the Users area

 

 

Once you open the Users section:

 

• Scroll down until you find the User
• Enter the User’s profile card
• Click the “Manage Roles” button in the top tab bar

 

 

Once you have clicked on the “Manage Roles” button:

 

• Scroll down and select one of the akoyaGO user permissions (this will vary from user to user depending on the workplaces the new user will need access to. In general, the Administrator permission sets are only used by administrators or “heads” of departments within the organization.) Note: Users must be assigned one of these roles to work within akoyaGO.
• Continue to scroll and select the Dynamics 365 App for Outlook User role to ensure the User will have synchronization between akoyaGO and their Outlook.
• Add additional Roles as needed- There can be roles custom to your organization, ex, "foundation custom entities," which should be assigned.

 

 

ENABLING NEW USER’S OUTLOOK INTEGRATION

 

For a new user to have full functionality between work done in the akoyaGO CRM and their new outlook account, the User’s email profile needs to be tested and enabled. (Note: These steps can be completed once the user has confirmed their email from the previous steps in the admin center.

 

Navigate to the Advanced Settings from your akoyaGO CRM:

 

 

Once the new Advanced Settings tab loads:

• Click on the dropdown arrow next to “Settings
• Select “Email Server Profiles” 
• Click “Microsoft Exchange Online” 

 

 

 

Once the Microsoft Exchange Online window pops-up:

• Click on Mailboxes on the right-hand side 
• On the next pop-up window, scroll until you find the new user
• Open the User card by clicking on their Name

 

 

 

• Click the Approve Email button in the top right
• Click on Test & Enable Mailboxes

 

 

Note: The Test & Enable Mailboxes process can take several minutes, and a page refresh (Ctrl+F5) may be needed to check if the run was successful.

 

Once the Test & Enable Mailboxes process has completed, the top two fields (incoming emails & outgoing email) should show “Success.” Depending on your Server, the "Appointments, Contacts, etc" field may or may not be successful. 

 

 

Final connection for User to Outlook

 

After the mailbox has been successfully enabled in the akoyaGO settings, you’ll need to finish adding the Dynamics Outlook App to the user.

 

Click on the environment link in the top left corner (akoyaGO or akoyaGO with Accounting) then select the Dynamics 365 App for Outlook tile.

 

 

Once the following screen pops up:

• Search for the user and check the box next to their name
• Click the Add App to Outlook button
• Wait until the Status shows “Added to Outlook” (You may need to back out of this window, then back in if the status hasn’t changed in a couple minutes)
• Click the Save button

 

 

Tip: It can be helpful to click the expand window button in the top right corner in order to get a better view of the list of users)

 

 

 

Once all of the proper Microsoft Licenses have been added to the User’s profile and the mailbox is approved & enabled, the new user should be ready to fully utilize and navigate the akoyaGO CRM (and Business Central if corresponding license is assigned.)

 

SECTION FOUR: ADDING USERS TO SHAREPOINT

 

For users to access Sharepoint files, site permissions need to be shared.

 

Step 1: Navigate to Sharepoint & Select the akoyaGO Site

 

From any page in the akoyaGO CRM, click the “waffle” in the upper left-hand corner and select Sharepoint.

 

 

 

Select the akoyaGO site within Sharepoint

 

 

 

 

 

 

 

Step 2: Share site permissions

 

Click on the settings gear in the upper right-hand corner and select the Site permissions

 

 

 

 

Click on the Share site button. Type in the User’s name (as you’re typing, the User’s contact card should come up.) Select the User and click on the Add button.

 

 

offboarding a user:

 

Step 1: Navigate to the Microsoft admin center and find the User that needs to be offboarded

 

Follow the steps at the beginning of this document to access the admin center and find the user in question.

 

 

 

 

 

Step 2: Remove applied Licenses and block future sign-ins

 

Once the User profile pops-up:

 

• Remove all licenses that had been assigned to the user by un-checking the boxes beside them

 

• Click the “Block sign-in” button

 

• Finish by clicking on the “Save Changes” button

 

 

Once these steps have been taken, you can choose to leave the User’s profile in your organization’s admin center as an inactive user or select the user from the list and select the “Delete User” button.

 

We generally recommend keeping the User as an inactive user for historic reference purposes.