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The Ultimate Guide for Configuring Dynamics 365 Portals for a Public Facing Membership Application

As some of you may already know, Dynamics 365 Portals are websites that can be customized in order to offer a personalized experience to your customers, partners, or employees. Portals integrate directly with Dynamics 365 for Customer Engagement and can surface data from the system in a public-facing way. In this learning blog I will show you how to stand up a basic public facing Membership Application which leverages Dynamics 365 Portals as its back-end.

Provision Your Portal
  • Go to the Dynamics 365 Administration Center page, and then select the Applications
  • Select the application row titled Portal Add-On, and then select Manage
  • In the General Settings section, enter a Name for your portal. The Name will help to identify the portal and can be changed later.
  • The Type field represents the type of portal subscription (Trial or Production). This is a system field, so it cannot be changed by the user. The value changes based on whether it is trial subscription or paid subscription.
  • Optionally, in the Portal development status drop-down list, select one of the following development statuses for your portal:
    • Prototype
    • Development
    • Test
    • UAT
    • Live
  • In the Portal URL field, enter the subdomain name you want for your portal. You can only use alphanumeric characters or hyphens (-); other characters are not permitted.
  • In the Dynamics 365 Instance drop-down list, select the Dynamics 365 for Customer Engagement instance you want to link the portal to. This requires System Administrator or System Customizer role in the Dynamics 365 for Customer Engagement instance you pick to select it.
  • In the Select Portal Language drop-down list, select the default language for your portal. The available languages will depend on the languages that are installed in your Dynamics 365 for Customer Engagement instance.
  • In the Select Portal Administrator drop-down list, select the Dynamics 365 for Customer Engagement user who will configure, customize, and maintain the portal. All Dynamics 365 for Customer Engagement users who have the System Administrator role in the organization will appear as options.
  • In the Portal Audience section, choose the type of audience who will visit the new portal. This will determine what options of portals you will be given. You can choose:
    • Partner
      • Customer Self Service Portal
      • Custom Portal
      • Partner Portal
      • Partner Project Service (Optional, requires solutions installed)
      • Partner Field Service (Optional, requires solutions installed)
      • Community Portal
    • Customer
      • Customer Self Service Portal
      • Custom Portal
      • Community Portal
    • Employee
      • Employee Self Service Portal
  • In the Select portal to be deployed section, choose what type of portal you want to create. The options you see are based on the audience you selected.
  • Select submit, and accept the Terms of Service.

After you accept the Terms of Service, the portal will begin provisioning. Provisioning usually takes 30 minutes but can take a few hours depending on the system load. The Name of the portal on the Application tab will change to Name-Configuring while it is provisioning. Navigate back to the portal management page to check whether provisioning has succeeded. 

Create Your Custom “Membership” Entity 

Within your Solution or from Customizations, create a basic membership entity. 

Name and set your basic entity parameters, then save.  

Create the Fields for New Membership Entity 

For this example we will build a basic membership entity with the following 5 attributes: 

  1. First Name
  2. Last Name
  3. Company
  4. Email Address

Membership Type 

  • Option Set with values
    • Monthly
    • Quarterly
    • Annual

Most of you should be familiar with creating fields so I will show creating the Membership Type Field only.  

Create the Form for New Membership Entity 

Now that we have our fields, we need to create a form which we will surface in our Portal for customers to fill out. Here’s an example using our 5 attributes we’re interested in for this exercise.  

Login to your Portal as an Administrator 

  1. Find the link to your Portal 

2. Click on “Azure HD

Update the Sitemap 

  1. Click on Edit Primary Navigation 

2. Remove any links you don’t need to simplify your membership portal experience 

3. Click the green (+) to add a new link to the Sitemap 

4. Name your link and click Save 

5. Save the primary navigation bar 

6. Confirm it looks correct now

Create an entity form 

  1. Go to the Dynamics 365 Portals PowerApp 

2. Go Content > Entity Forms and click “New” 

3. Create your entity form 

Create an entity form 

  1. Go to Content > Webpage and click “New” 

2. Fill it out with the required information similar to as follows: 

Create an entity permission 

  1. Go to Security > Entity Permissions and click “New” 

2. Fill out the form and save 

3. Scroll down the page and add an existing web role 

4. From the lookup, add Administrators, Anonymous Users, and Authenticated Users and click Save. The web roles grid for this entity permission will look like this now: 

Update your Sitemap again 

  1. Edit the “Membership” (or whatever your entity link is called) and update the page parameter to the Webpage you created in an earlier step.  

Your Portal is Ready for Use to Create Memberships. Now It’s time to test it out.  

For this test we will not go through signing in and creating a login/contact profile in CRM. We will test out the portal as an anonymous web user. Their experience would be the same once they create a membership record on the portal. 

  1. Logout of the portal  
  2. Go to the homepage of the portal by clicking the House icon 
  3. Click on the new portal link you created to your Membership entity 

4. Fill out the form and submit 

5. You receive a confirmation message 

6. The record is now in CRM in the Active View

We hope you enjoyed learning the step-by-step process for configuring Dynamics 365 Portals for a Public Facing Membership Application. This guide is meant to assist and guide you through the process for a basic public facing Membership Applicationwhich leverages Dynamics 365 Portals as its back-end. 

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