Creating new users in Mercury - New Starter guide

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

1. 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/

2. 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. 

3. 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. Select Environment - Go to the Power Platform Admin Center and select Manage from the side-bar menu. Select the environment in which to add new user(s). If you are live, then it will be the production environment - see image below:

2. Locate user – From the Access section select Users - See all. This shows a list of all the current users in that environment:

3. Adding a new user – Select Add user from the navigation bar. This will open a side window. Type at least two characters to bring back user results. Only one user can be selected at a time. 

4. Manage/ assign roles – Select the tick-box beside a user's name then select Manage security roles. 

5. Assign team, manager and business unit – Select the tick-box beside a user's name then select the tabs Change manager, Manage teams and Change Business unit and enter the required information.

Option 2 - Assign roles through the CRM system

1. Go to Advanced Settings > Security > Users

2. Ensure your view is set to Enabled Users and then search for the user’s name in the search bar:

3. Locate the user and click Manage security roles:

4. Select the required security roles, then click Save. 

The following security roles are mandatory roles - ensure that these as assigned to every user:

For information about Advert Posting integration see How to add Broadbean / LogicMelon credentials.
 

Step B – Configure and Sync mailboxes

1. Navigate to Advanced settings:

2. Select Email Configuration from the Site Map > Mailboxes

3. Ensure your view is set to Active Mailboxes and navigate to the user. The user's mailbox may appear as Not Run or Failure:

4. To configure:

1. Select the blue tick-box of the user(s).

2. Select Approve Email

3. Then select Test & Enable Mailboxes

NOTE: It can sometimes take around 5 minutes for the status to update.

5. Statuses will then update to Success:

Step C – Daxtra Capture screenout file

Select Admin on the top menu bar > Skills and screenout files 

Download the Screenout file - this will download all listed users. 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.

Back in Daxtra Capture, select Choose file and select the updates Screenout file. Once the file name shows, click Upload. 

NOTE: 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 > Personalization Settings. Once all of the following steps have been completed, the user will have the required access to the Mercury system.

General tab

1. Records per page should be set to 250

2. Time Zone

3. Currency

Email

1. Allow other Microsoft Dynamics 365 users to send emails on your behalf.

2. Select the preferred Email Tracking option:

3. Ensure the option for Automatically create records in Microsoft Dynamics 365 is left unticked. 

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