CRM 2011 – New User Licensing explain

I saw this blog post today with the title Microsoft CRM 2011 User Licensing Explained

it explains the licensing changes which have been brought into CRM 2011.  I saw another blog post talk about this before and it was called Microsoft CRM 2011 licensing change explained and you can read that here and it is very useful particularly because it was the first blog I have seen mention any licensing changes and definitely the first one which explained it in a clear and sensible manner.

I blog a little bit about it myself here where I basically highlight the fact the licensing changes will encourage companies to create simple portals which could save the user 90 percent of licensing costs and very useful for users who don’t need the full rich CRM 2011 functionality but just need to see accounts, contact and order information, a simple webpage should suffice their needs.

The new article explains some of the new licensing very well

Microsoft CRM 2011 User Licensing Explained

In addition to a server licence for each server installation of Microsoft Dynamics CRM 2011 a separate Client Access Licence (CAL) is needed for each user who accesses the system.In this post we’ve outlined the different CAL options available with the on-premise edition of Dynamics CRM 2011.

Firstly, there are two CALs with the following usage distinctions:

User CAL – enabling each licensed user to access the CRM Server from any device.

Device CAL – this assigns the CAL to a device so it can be shared by non-concurrent users making this an ideal option for shift workers who share the same device or hot-desk staff in a call centre.

CAL Functionality

The functionality for an on-premise installation of Microsoft Dynamics CRM is controlled by 3 types of CAL:

Dynamics CRM CAL (Full Access)

A full CAL provides complete read-write access to all capabilities within Microsoft Dynamics CRM 2011.

With a standard CAL users can view, manipulate, input, query or customise CRM data. Only a full CAL licence includes permissions via CRM clients to access including:

  • Customising dashboards
  • Database administration
  • Managing sales opportunities
  • Workflow automation through CRM processes and dialog scripts
  • Managing marketing campaigns

Limited CAL

In Dynamics CRM v4 a Limited CAL was restricted to read-only access but in Dynamics CRM 2011 the Limited CAL has been expanded to include additional permissions.

For starters, Limited CAL users can now create and amend many of the standard entity records including accounts and leads. This includes permissions to:

  • Create: Accounts, Contacts, Cases, Leads and Activities (including custom activities) using Microsoft Dynamics CRM web, Outlook and mobile clients.
  • Update: Accounts, Contacts, Cases, Leads and Activities created by any CRM user using Microsoft Dynamics CRM clients. Limited CALs also enable the above record type to be associated (or appended) to another so for example, a Limited CAL enables capability to link an activity with a case or to link a contact to an activity.
  • Assign, share & delete: Accounts, Contacts, Cases, Leads and CRM Activities that are created by the same user using Microsoft Dynamics CRM clients.

Further controls is available through an Application Programming Interface to Microsoft Dynamics CRM functionality that can be accessed via any application/graphical user interface (GUI) other than the Dynamics CRM client.
These includes permission to:

  • Create: custom entity records
  • Update: custom entity records that were created by any CRM user
  • Append / Associate: custom entity records with other entities (excluding custom activity records) created by any CRM user.
  • Assign, share and delete: custom entity records created by the same user

These 4 permissions are only available with a Limited CAL through API access.

Not included with a Limited CAL

The Limited CAL doesn’t provide any permission to assign, share or delete records that are created by other CRM users.

Finally, all other entities and CRM functionality have read only access including opportunities, quotes, mail merge, workflows, reports and dashboards. A full CAL is needed to have unrestricted access to all of these functions and entities.

Limited CALs in Summary

Limited CALs are an attractive lower cost option (around 30% of the full CAL price) for light users including analysts or data-entry users in service and telemarketing teams who only need basic access to standard entities including cases, leads, accounts and contacts.

If requirements change a Limited Use CAL can be upgraded to a full CAL for complete CRM functionality by purchasing a Full Use Additive CAL.

Employee Self-Service CAL (ESS)

Dynamics CRM 2011 introduces a new type of CAL that enables internal users to connect with CRM through an Application Programming Interface / GUI without using the standard CRM web or Outlook client interfaces.

The Employee Self-Service CAL is ideal for enabling CRM users to connect to CRM from external applications like Sharepoint, web portals as well as custom applications.

As we’ve listed below, an ESS CAL access is more restricted than a Limited CAL. However, at less than 10% of the cost of a full CAL it’s a cost effective option for sharing access to users in external applications.

As a result, this creates greater opportunity to integrate Microsoft Dynamics CRM with internal applications which previously may have proved cost prohibitive in CRM v4 as this demanded the purchase of full CALs.

An ESS CAL includes permission via API for:

  • Read-only access: to Accounts, Contacts, Cases, Leads, Activities, and Custom entity records.
  • Create: Accounts, Contacts, Cases, Leads, Activities and Custom entities
  • Update & Associate: Accounts, Contacts, Cases, Leads, Activities and Custom entities records created by any CRM user.

The ESS CAL doesn’t include permissions to delete, share or assign records. However, the delete function can be replicated by ‘deactivating’ CRM lead, contacts and other accessible records where required.

ESS CALs can be upgraded to a Limited Use CAL for full read-write access and limited write-access by purchasing a Limited Use Additive CAL.

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