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By default, you can only add users with a Dataverse or Power Apps license to activities in Dynamics 365 apps. Turn on the Activities for users without licenses feature in the Power Platform admin center to allow any user in your tenant with a Microsoft Entra ID to be added to activity recipient fields, such as the To, Cc, or Bcc fields of an email; Required Attendees, Optional attendees of appointment; Call From, or Call To of phone call. Learn more in Manage feature settings.
Prerequisites
You must have the following prerequisites to enable this feature:
- You need to be a Privileged Role Administrator in the Microsoft Entra admin center to grant users read access to the Microsoft Entra ID table.
- You need to be a Power Platform administrator to turn on the feature in Power Platform admin center.
Grant users read access to the Microsoft Entra ID table
Before you turn on the feature in the Power Platform admin center, you need to grant all users in the tenant read permission on the Microsoft Entra ID table. You can provide this access in either of the following ways:
- Update each existing security role assigned to users and add read permission for the Microsoft Entra ID table.
- Create a custom security role that grants read permission for the Microsoft Entra ID table, and then assign the role to all users.
Learn more in Configure Microsoft Entra role settings in Privileged Identity Management.
Turn on the feature in Power Platform admin center
Turn on this feature in the Power Platform admin center to allow users with a Microsoft Entra ID to be added to activity recipient fields without requiring a Dataverse or Power Apps license.
- Sign in to the Power Platform admin center.
- Select Manage in the navigation pane.
- In the Manage pane, select Environments. Then select an environment.
- Select Settings.
- Select Product, and then select Features.
- Go to Activities for users without licenses.
- Select the Add anyone with an Entra ID to an activity's recipients fields checkbox.
Add users without licenses to activity recipient fields
Users without licenses are people in your tenant who have an active Microsoft Entra ID account but don't have a Dataverse or Power Apps license. After you enable the Activities for users without licenses feature in the Power Platform admin center, the user lookup uses the Microsoft Entra ID table, a virtual Dataverse table that displays the current list of active Microsoft Entra ID users.
When you select a Microsoft Entra ID user for an activity, Dataverse creates a corresponding unlicensed-user record in the environment so that the user can be added to the activity's recipient fields. The user record is created with a disabled status. These users can be included as recipients, but they can't sign in to or run Dynamics 365 apps.
What happens when a user receives a license
When a user without a license is assigned a license, the user is automatically updated to a licensed user and can use the application based on their assigned security roles and permissions. Activities previously associated with the user remain associated with the same user record. No migration or conversion of the user or their existing activities is required.
See also
Create users without licenses Use the lookup column on a row