ONBOARDING

• Assigning Licenses in the Microsoft Admin Center
• Managing Security Roles
• Enabling Outlook Integration.
• Adding to SharePoint
• Training

OFFBOARDING

• Reassignment
• Removing Licenses

 

ONBOARDING

  Assigning Licenses in the Microsoft Admin Center

Accessing the Microsoft Admin Center

To access the Admin Center, click the App Launcher ("waffle" icon) in the upper left-hand corner and select Admin.

 

Assigning Licenses in the Microsoft Admin Center

Select "Active Users" under the "Users" drop-down in the navigation pane.

Select the User needing setup

 

Select the "Licenses and Apps" tab

 

Assign the necessary licenses:

• For access to akoyaGO, assign Power Apps per User or Power Apps Premium
• For access to Business Central, assign one of the Dynamics 365 Business Central Licenses. If a user needs to have Business Central permissions, please see the following guide: Adding Permissions in Business Central
• You may also assign additional licenses, such as "Microsoft 365 Business Basic" or "Nonprofit Portal." These licenses often need to be assigned, depending on your MS Dynamics 365 setup. Consult your administrator or IT consultant for more information. 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.
  
  

 

  Managing Security Roles

When a user is assigned multiple Security Roles, they receive the combined permissions of all assigned roles, with the system granting the highest available access. For example, a Team User who also has the GOapply Administrator Security Role assigned will be granted the additional permissions assigned by the GOapply Administrator Security Role. If you assign any custom roles, ensure the user has access to all permissions included in those roles.

All Users need the following roles assigned: 

• Dynamics 365 App for Outlook User for email integration

• A basic akoyaGO role to grant access to the basic tables of akoyaGO (either Administrator, Team User, or Read Only). For more information, please reference CRM Standard Roles

• Any custom Security Roles that have been set up for your organization

• Any supplemental roles, such as System Customizer, GOapply Administrator, or Send to Accounting

If the new user should be able to launch GOmanager, they need to be added to the GOmanager Group. This is not a Security Role, but is another important permission to consider at this step. This allows the new user to impersonate a GOapply/GOfund User and build/edit GOapply Phases and custom GOfund Grant Recommendation forms. For more information, reference the following guide: GOmanager Permissions

  

  

 

Accessing Users in the Power Platform Admin Center

 

To access the Power Platform Admin Center, click the App Launcher ("waffle" icon) in the upper left-hand corner and select Power Apps. Alternatively, you can navigate directly to admin.powerplatform.microsoft.com

 

 

Click on Power Platform 

 

Click on Power Platform Admin Center

 

Click Manage and select your production environment

 

 

 

Click "See all" under Users

 

 

 

Assigning Security Roles in the Power Platform Admin Center

 

Select the user

 

 

Click Manage Roles

 

 

 

 

Choose the Security Roles that the new user should be assigned.

 

Remember, your new user should have:

• Dynamics 365 App for Outlook User for email integration
• A basic akoyaGO role to grant access to the basic tables of akoyaGO (either Administrator, Team User, or Read Only). For more information, please reference CRM Standard Roles
• Any custom Security Roles that have been set up for your organization
• Any supplemental roles, such as System Customizer, GOapply Administrator, or Send to Accounting

  Enabling Outlook Integration

Begin by opening your production environment in the Power Platform Admin Center (see the steps above). Click on Settings.

 

Click Email

 

Click Mailboxes

 

By default, you will likely see the My Active Mailboxes System View. Switch your view to All Mailboxes if needed.

 

Select the user from the view and Approve Email. Then choose Test & Enable Mailbox.

Click OK

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 is complete, the top two fields (Incoming Emails and Outgoing Emails) should show “Success.” Depending on your Server, the "Appointments, Contacts, etc." field may or may not be successful. Here is an example of an email address that has been successfully tested and enabled, and an email address that failed: 

 

 

If you need to Approve and Test & Enable multiple new users, you can select them from the Approve Mailboxes view and Test & Enable them in bulk.

 

Once the proper Microsoft Licenses have been added to the User’s profile and their mailbox is approved & enabled, the new user is ready to access akoyaGO CRM (and Business Central if a corresponding license is assigned and Business Central permissions have been set.)

  Adding to SharePoint

For users to access SharePoint files, site permissions must be granted. This is necessary for the new user to see "Documents" saved to records in akoyaGO.

 

Accessing SharePoint

To access the SharePoint, click the App Launcher ("waffle" icon) in the upper left-hand corner and select SharePoint.

 

 

 

Select the akoyaGO site within SharePoint:

 

 

 

 

 

Grant 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 the User’s name (as you type, the User’s contact card should appear). Select the User, then click the Add button.

 

 

 

 

 

  Training

Training is important for familiarizing your new user with the basics of the software, customizations, and role expectations.

Internal training is important so your new staff member is aware of your specific processes and the responsibilities delegated within your team. As you are training your new user internally, we recommend you: 

• Provide your new user access to any existing training materials, such as video recordings of your foundation’s implementation-specific videos.
• Create a list of relevant videos and knowledge articles from the GOsupport specific to the new user's role within the foundation for training purposes.
• Provide times for New Users to check in and ask questions about their experience.
• Introduce the new user to GOsupport 

Standard training sessions can also be offered by the akoyaGO team as billable new work. Scheduling options will be provided to the Administrator upon the Foundation's approval of the estimate. For an overview of standard training sessions currently offered by akoyaGO, please see our Training Menu.

 

OFFBOARDING

  Reassignment

When a user is preparing to leave the organization, it is important to ensure that their active work and owned system assets are properly transferred. Following the steps below helps maintain continuity for teams, prevents delays in operational processes, and ensures no critical records become inaccessible. Many records, workflows, and personal assets in the system are owned by individual users. If these items are not reassigned before the user departs, other team members may lose visibility into or the ability to act on them. Reassigning ownership ensures business processes continue without interruption.

Reassign Active Records
 If your organization uses the owner field to delegate work or assign records to a specific staff member, review all active records with the departing user listed as the owner and update to an existing user to reassign work. For inactive records, the departing staff member can remain the owner for historic data. The owner of any active Activities should be reviewed and reassigned as needed. 

If the departing user is listed within any other lookup user fields, a remaining staff member should be listed.

This includes fields such as:

• GOapply Settings – Foundation Contact
• GOfund Settings – Foundation User
• GOdonate Settings – Foundation User
• GOapply Opportunity – Internal Phase
• Contact
• Fund – Foundation Staff Contact
• Custom fields like Program Officer,
• Grants Manager, Development Staff

Update Hard-Coded References in Templates
If the departing user's information is hard-coded into any Letter Templates, Email Templates, Document Templates, or workflow processes, make sure to update this hard-coded reference. 

Reassign Personal Views and Personal Dashboards
If a departing user has Personal Views or Personal Dashboards that are valuable to the team, they should reassign them so ownership transfers to an active user. Although shared personal views and dashboards remain visible to others while the owner’s account is still enabled, that access is lost once the departing user is disabled. After deactivation, ownership is removed, and any shared personal items will no longer be available to the team.

 

  Removing Licenses

 

 

Once the User profile pops up:

• Remove all licenses that had been assigned to the user by un-checking the boxes 
• Click the “Block sign-in” button
• Click “Save Changes” 

 

 

 

Once these steps are complete, we recommend keeping the user’s profile Inactive in your organization’s admin center for historical reference. Retaining an inactive user—rather than deleting the account—helps preserve important system history. Records, activities, workflows, and audit trails previously owned by the user remain associated with a valid user record, ensuring data integrity and clear historical context. This approach helps prevent gaps in reporting, avoids orphaned ownership fields, and maintains accurate visibility into past actions and interactions.

Alternatively, you may select the user from the list and choose Delete User. Please note that deleting a user can remove or make more difficult to interpret historical associations, which may complicate audits, reporting, and long‑term data tracking.