NOTE: The instructions in this article can only be carried out by your organisation's System Administrator.
Full step-by-step instructions on how to set up new users in Mercury
Ensure the Microsoft 365 User account in Azure AD has been created. Please note that sometimes the user account can take some time to appear in the Dynamics user section > https://admin.microsoft.com/
Ensure the user account has been added to the correct Security group (found on Power Platform in the environment details) as this allows access to the Mercury Application / Dataverse.
Assign PowerApps per app baseline access to the user account.
Step A - Assign Roles, Business Units, Teams and Manager
Option 1 - Assign roles through Power Platform admin center
1. Navigate to the Power Platform admin center > https://admin.powerplatform.microsoft.com/ and choose the environment to which you want to add the new user. If you are live then it will be the production environment - see image below:
2. Locate user – Once you have selected the environment you want to add the user to, on the right there will be an access box with Users listed > select See all - this will show a list of all the current users in that environment:
3. Adding a new user – To add a new user to this environment, select Add user and a section to add in the new user’s name will appear - see screenshot below. Enter the user’s name and select Add - this will then add them to the chosen environment:
4. Manage/ assign roles – Search the new user’s name and select the box next to their name. Once selected, tabs at the top will appear. Select Manage security roles - this will allow you to assign the security roles for the new user you are setting up:
5. Assign team, manager and business unit – To do this, select the tabs Change manager, Manage teams and Change Business unit, and in each, enter the required information, as shown in the example image below:
Option 2 - Assign roles through the CRM system
1. On CRM Admin, go to Advanced settings by selecting the cog icon at the top right of the screen:
2. Select the arrow next to Settings, and under System select Security:
3. Select Users:
4. Ensure your view is set to Enabled Users and search for the user’s name in the search bar on the right:
5. Select the user’s name - this will open up their user record where you can enter in their account information, eg. Teams, Manager, Business Unit, Security roles, Advert posting credentials:
6. Assign security roles – click Manage Roles and then select the required security roles, then click OK to save the changes:
The following security roles are mandatory roles - ensure that these as assigned to every user:
[Mercury bolt on role] – Mercury Assist
[Mercury bolt on role] WalkMe – you only see this role if Walk Me is installed
Activity Feeds
Dynamics 365 App for Outlook User
Mercury – Can edit Compliance Evidence
Mercury – Hide Daxtra Search (if not using Daxtra Search)
Mercury LinkedIn Recruiter - you only see this role if LinkedIn is installed
Mercury 2.0
Mercury – UCI App User
Mercury Preview
Mercury Recruiter
Advert Posting integration - enter the Username and Password in the fields below to allow Consultants to post adverts (Broadbean or Logic melon):
Step B – Configure and Sync mailboxes
This can only be carried out using an account that has Exchange admin rights
1. Select Settings at the top of the page, click the arrow next to Settings, then go to Email Configuration:
2. Select Mailboxes:
3. Ensure your view is set to Active Mailboxes and search for the user’s name in the search bar on the right.
4. Select the box next to the user’s name - this will make the tabs appear at the top. You will then need to Approve Email then Test & Enable Mailbox – keep refreshing the page until the Incoming Email and Outgoing Email Status displays as Success:
Step C – Daxtra Capture screenout file
1. Log into Daxtra Capture.
2. Select Admin on the top menu bar, then select Skills and screenout files in the Processing column.
3. Select Download on the screenout file option - this will download the screenout file with all users listed.
4. Open the downloaded file and add the new user’s name at the bottom of the list of existing users. When done, save the file.
5. Go back to the open Daxtra Capture screen, and select Choose file - select the screenout file that the user’s name was added to and click Choose.
6. Once the file has been chosen, select Upload and wait until the message The list was successfully installed appears, to complete this step:
Step D – Personalisation Settings
Users can set their personal settings by selecting Settings via the Cog icon at the top right of the screen, then selecting Personalization Settings.
The main personal settings to amend are listed below:
General
Records per page should be set to 250.
Time Zone.
Currency.
Allow other Microsoft Dynamics 365 users to send emails on your behalf.
Select the preferred Email Tracking option:
All email messages - Tracks all email messages related to Customer Engagement email messages. If you select this option, Dynamics 365 apps will track junk mail as well as business conversations, so choose this option carefully.
Email messages in response to Dynamics 365 email - Only 'replies to' or 'forwards of' email messages that have already been tracked will be saved as email activities. This is the most common option.
Email messages from Dynamics 365 Leads, Contacts and Accounts - Tracks email messages only if they originate from someone with a 'Dynamics 365 for Customer Engagement' Lead, Contact or Account record.
Email messages from Dynamics 365 records that are email enabled - Tracks email messages from all record types (including custom record types) that contain an email address field.
No email messages.
3. Ensure the option for Automatically create records in Microsoft Dynamics 365 is left unticked.
Once all of the above steps have been completed, the user will have the required access to the Mercury system.