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Setting Up a Microsoft Dynamics CRM Full Read Account

The Coveo Dynamics CRM connector needs to connect to the Microsoft Dynamics CRM system using an account that has read access to all the Microsoft Dynamics CRM content that you want to index.

The Coveo connector only reads and does not modify Microsoft Dynamics CRM content. Consequently, you could create and use a dedicated account for the Coveo connector. This account would have full read (but not write) access to the Microsoft Dynamics CRM content that you want to index and would be used only by the Coveo connector. The following procedure describes how to create such an account in Microsoft Dynamics CRM 2013 On-Premises.

Creating a dedicated user account with full read rights (Dynamics 2013 On-Premises)

  1. Using a network administrator account or asking your network administrator, create a Windows account for a dedicated Microsoft Dynamics CRM crawling user.

    Important: Microsoft Dynamics requires that the account has a first name and a last name. These parameters must not be empty.

  2. Log in to the Microsoft Dynamics CRM 2013 with an account that has the System Administrator role, and then perform the following steps.

  3. Copy the System Administrator security role:

    1. On the nav bar, click Microsoft Dynamics CRM > Settings.

    2. Still on the nav bar, click Settings > Administration.

    3. In the Administration page, click Security Roles. 

    4. In the Security Roles page, select the System Administrator security role.

    5. In the Security Role: System Administrator window, on the menu, click Actions, and then click Copy Role.

    6. In the Copy Security Role dialog box, in the New Role Name box, type a new role name of your choice such as Read-Only Administrator.

    7. Select the Open a new security role when copying is complete check box.

    8. Click OK.

  4. In the Security Role window that appears for the new role:

    1. Select the Core Records tab.

    2. Set all rights to None Selected except for those in the Read column.

      Note: Only select the Read right for the entities you want to index.

      Tip: Click the label of a column to change the rights of all column items at once.

    3. Set similar rights for all the other tabs.

    4. On the bar at the top of the window, click Save and Close.

  5. Create a new user using the user created in step 1:

    1. On the nav bar, click Settings > Administration.

    2. In the Administration page, click Users. 

    3. In the options above Enabled Users, click New.

    4. In the New User page, in the Summary section:

      1. In the User Name box, enter the user created in step 1 in the form username@domain.

      2. In the Full Name box, enter any First Name and Last Name.

    5. In the options above Enabled Users, click Save.

  6. Assign the role you just created to this user:

    1. In the page for the new user, in the options at the top, click more commands button, and then click Manage Roles.

    2. In the Manage User Roles dialog box:

      1. Select the check box for the role that you created in step 4 (Read-Only Administrator in the example) and clear all other check boxes.

      2. Click OK.

    3. In the Confirm Security Role Assignment dialog box:

      1. Select the check box for the role that you created in step 4 (Read-Only Administrator in the example) and clear all other check boxes.

      2. Click OK.

What's Next?

Generate the necessary configuration files (see Using the Microsoft Dynamics CRM Connector Configuration Generator Tool).

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