Creating a New CRM Instance in Dynamics 365

Applies to: Dynamics 365, Work 365
Audience: System Administrators, IT Teams

Overview

Establishing a new Customer Relationship Management (CRM) environment in Dynamics 365 is essential for organizations looking to effectively manage customer interactions. This guide provides a step-by-step process to create a new CRM instance, whether for sandbox (testing) or production purposes.

Prerequisites

✔ Administrative access to the Power Platform Admin Center.
✔ Appropriate licensing for Dynamics 365 environments.

Steps to Create a New CRM Instance

1. Access the Power Platform Admin Center

✅ Navigate to admin.powerplatform.microsoft.com.
✅ Sign in with your administrative credentials.

2. Initiate a New Environment

✅ Click on the "+ New" button to start the creation process.
✅ It is advisable to create a new environment rather than using the default one to maintain a clean separation of data and configurations.

3. Configure Environment Settings

✅ Name: Enter a descriptive name for your environment (e.g., "Contoso CRM Sandbox").
✅ Type: Choose between:
✔ Sandbox → Ideal for testing and development purposes.
✔ Production → For live operational use.
✅ Region: Select the appropriate region based on your organization’s location.
✅ Purpose (Optional): Provide a brief description of the environment’s intended use.

4. Set Language and Currency Preferences

✅ Language: Select the primary language for the environment.
✅ Currency: Choose the default currency.

Note: If you plan to test Work 365 in different languages or currencies, configure these settings accordingly during this step.

5. Add a Dataverse Database

✅ Choose to add a Dataverse database to your environment.
✅ Enable Dynamics 365 apps: Select "Yes" if you plan to use Dynamics 365 applications within this environment.
✅ Security Group: Assign a security group to control access, or select "None" for open access.

6. Review and Create

✅ After configuring all settings, click on "Save" to initiate the environment creation process.
✅ Microsoft will begin provisioning the new environment.

7. Monitor Provisioning Status

✅ Return to the main environments list in the admin center.
✅ Use the "Refresh" button periodically to check the status.
✅ Once the environment status changes to "Ready", it is fully provisioned.

8. Customize Environment URL (Optional)

✅ Click on the newly created environment to access its details.
✅ Select the "Edit" button to modify settings.
✅ URL: Update the environment URL to a preferred format for easier access (e.g., "contoso-sandbox.crm.dynamics.com").
✅ Save the changes and wait for the update to complete.

9. Assign Security Roles to Users

✅ Open the environment and navigate to the "Settings" area.
✅ Assign appropriate security roles to users to control access and permissions.

For detailed guidance on security roles, refer to:
✔ Security Roles in Dynamics 365 Customer Engagement (on-premises)
✔ Work 365 Security Roles Documentation

10. Set Up Work 365 in the New Environment

✅ Follow the specific steps outlined in the Work 365 documentation to integrate and configure Work 365 within your new CRM environment.

Additional Considerations

Environment Types: Utilize Sandbox environments for development and testing to prevent disruptions in your Production environment.

Data Management: Regularly back up your environments and monitor storage usage to maintain optimal performance.

User Training: Ensure that users are trained on the new environment and understand any customizations or configurations implemented.

Conclusion

By following these steps, you can successfully create and configure a new CRM instance in Dynamics 365, tailored to your organization’s specific requirements.