Administer system features overview

Applies to: Dynamics 365

This article provides an overview of the administer system features business process area within the administer to operate end-to-end scenario in Dynamics 365 apps. Learn how to effectively manage, configure, and optimize essential system capabilities to streamline operations, automate processes, and integrate with Microsoft tools and external systems.

Feature management is a powerful tool that allows organizations to manage and configure features in their Dynamics 365 environment. For finance and operations apps such as Finance or Supply Chain Management, use the Feature management workspace. This tool provides a centralized location for administrators to enable or disable features, ensuring that the system is tailored to meet the specific needs of the organization. Staying up to date with Microsoft release notes is crucial, as it helps organizations stay informed about new features, updates, and improvements. The feature management workspace allows administrators to easily configure and roll out new functionalities, providing better control and oversight. It also provides insights into feature usage and adoption, enabling organizations to make data-driven decisions about which features to implement and prioritize. By using the Feature management workspace, organizations can enhance their operational efficiency, improve user experience, and ensure that their Dynamics 365 environment is optimized for success.

The importance of this business process area lies in its ability to support system-wide functionality, ensuring that the right features, configurations, and tools are in place for both internal users and external stakeholders. From workflow automation to mobile app management, the processes outlined help drive operational efficiency, reduce manual intervention, and improve the user experience. Properly managing these features ensures that the organization can use the full power of Dynamics 365 and other connected technologies.

Define this business process area early in the overall implementation of Dynamics 365, such as during the planning and design phases. Defining this area early ensures that system features are configured appropriately from the start, avoiding costly adjustments later in the implementation process. It's especially critical when organizations aim to integrate multiple tools or optimize for specific workflows across various departments, such as finance, sales, and customer service.

In this article, we explore the business processes within this area. We look at workflow configuration, file storage management, mobile app integration, IoT device handling, and more. Each process is discussed in detail, providing insights into how they contribute to the overall system functionality and business success.

Stakeholders

Effective administration of system features in Dynamics 365 requires collaboration from key stakeholders to ensure proper configuration, management, and alignment with organizational goals. These stakeholders play a vital role in optimizing system capabilities for business efficiency and security.

1. Executive Leadership (CEOs, CFOs, CIOs): Executive leadership provides strategic oversight for the administration of system features, ensuring that the features align with broader organizational objectives. They guide resource allocation and ensure that system configurations support business continuity, security, and resilience.
2. IT Management (CIOs, IT Directors, IT Managers): IT management is essential in the practical implementation and maintenance of system features. They handle the integration of IT resources, including cloud-based services, mobile apps, and security configurations, to ensure seamless operation and system performance. Their role is crucial in aligning technical features with the overall IT strategy.
3. System Administrators: System administrators play a key role in configuring and managing the various features within Dynamics 365. They ensure workflows, mobile apps, reporting tools, and other features are set up correctly. They also monitor and maintain system performance, addressing any technical issues as they arise.
4. Solution Architects: Solution architects design the system architecture and make sure that it aligns with the organization's business processes. They configure features based on the business needs of different departments, ensuring the system functions cohesively and meets long-term objectives.
5. Business Process Owners/Functional Leads: Business process owners and functional leads define the business requirements for system features. They ensure that workflows, reporting tools, and other features align with the specific needs of their departments and drive operational efficiency.
6. Data Protection Officers (DPOs)/Privacy Officers: These stakeholders ensure that data privacy and protection measures are in place, with compliance with relevant privacy laws. They oversee data protection strategies and collaborate with legal and compliance teams to ensure the system features meet regulatory standards.
7. Security Officers/Information Security Managers: Information security managers and security officers are responsible for overseeing the protection of system features from potential security threats. They work on developing security policies, conducting risk assessments, and ensuring that the system features are secure from unauthorized access or vulnerabilities.
8. Quality Assurance (QA) and Testing Team: The QA and testing team plays a crucial role in validating the performance and security of system features. They rigorously test features, including workflows and reporting tools, to ensure that all functionalities meet quality standards and regulatory compliance requirements.
9. Internal Auditors/Audit Committee: Internal auditors and audit committee members assess the effectiveness of system configurations and ensure that security measures and other system features comply with governance and risk management practices. They provide an independent review and suggest improvements to ensure ongoing compliance and performance.

When the implementation project involves these stakeholders, it's more likely that system features in Dynamics 365 are configured, secured, and managed effectively, driving productivity while maintaining compliance with legal and organizational requirements.

Administer system features process flow

Explore the administer system features process flow in the following diagram to understand key steps for configuring and managing system capabilities.

The following steps are shown in the administer business process flow diagram:

1. Start

2. Administer to operate

3. Administer system features

   1. Configure and administer workflows

      Start by configuring and setting up workflows as the core of automated business processes in Dynamics 365.

   2. Configure, monitor, and send emails

      Once workflows are in place, set up email notifications, alerts, and communication strategies triggered by the workflows.

   3. Manage file storage

      Manage the storage and organization of files that can be linked to workflows, emails, and documents.

   4. Configure and monitor system-generated numbers

      Establish the numbering system for document generation, such as invoice numbers, order IDs, etc.

   5. Configure and maintain cloud-based printing

   6. Configure and maintain electronically generated documents

      Configure document generation processes like invoices, contracts, or reports that can be tied to workflows or emails.

   7. Configure and manage offline mode for apps

   8. Configure and manage mobile apps and devices

      Manage the setup of mobile apps and devices for end users, ensuring accessibility to system features on the go.

   9. Configure and manage Office apps and add-ins

   10. Configure and manage reporting and analytics

   11. Configure and manage search

   12. Configure and manage portals

   13. Manage organizational structure

       Configure organizational units and structures to ensure that system features, like workflows and reports, are aligned with the organizational hierarchy.

   14. Configure and manage surveys

   15. Configure and manage IoT devices

   16. Configure and manage Copilot capabilities

   17. Configure and manage Microsoft Teams integrations

   18. Configure and manage geofencing and geolocation settings

4. End

The process flow starts with setting up workflows as the core automation, followed by setting up email and document generation. Next, manage system resources by organizing file storage and system-generated numbers. For user access and mobility, set up cloud printing, offline mode, and mobile apps. Then, configure user interfaces, including Office apps and portals, and establish data analytics and search capabilities. Align the organization by managing its structure and setting up surveys. Finally, implement advanced features like IoT devices, Copilot, Teams integrations, and geofencing.

Administer system features benefits

Discover the key benefits of implementing technology to support the administer system features process area. These benefits help organizations monitor and measure success effectively.

Improved operational efficiency

By automating processes and reducing manual intervention, it helps streamline operations, enhancing the overall efficiency of the organization.

Enhanced user experience

Proper configuration and management of system features ensure a seamless user experience for both internal users and external stakeholders, improving adoption and satisfaction.

Optimized system performance

Effective management of system features and configurations ensures that the system operates efficiently, maximizing the value derived from Dynamics 365 and other integrated tools.

Integration with other tools

The business process enables smooth integration with other Microsoft tools and external systems, enhancing organizational performance and ensuring all tools work together effectively.

Cost savings

Defining and configuring this area early in the implementation process helps avoid costly adjustments later, ensuring the system is set up properly from the start.

Support for business growth

It ensures that system features are aligned with organizational needs, enabling growth across different departments, such as finance, sales, and customer service.

Scalability

The process supports the scaling of operations, ensuring the system can adapt as the organization grows or as new features and tools are integrated.

Next steps

If you want to implement Dynamics 365 solutions to assist with your administer system features business processes, you can use the following resources and steps to learn more. (Links are added when the articles are ready.)

1. Implement solutions overview

2. Define business continuity plan

3. Manage licensing and entitlements

4. Administer system features (the article you're currently reading.)

   1. Configure and administer workflows
   2. Configure, monitor, and send emails
   3. Manage file storage
   4. Configure and monitor system generated numbers
   5. Configure and maintain cloud-based printing
   6. Configure and maintain electronically generated documents
   7. Configure and manage offline mode for apps
   8. Configure and manage mobile apps and devices
   9. Configure and management office apps and add-ins
   10. Configure and manage reporting and analytics
   11. Configure and manage search
   12. Configure and manage portals
   13. Manage organizational structure
   14. Configure and manage surveys
   15. Configure and manage IoT devices
   16. Configure and manage copilot capabilities
   17. Configure and manage Microsoft Teams integrations
   18. Configure and manage geofencing and geolocation settings

5. Manage system access and security

6. Train users and increase adoption

7. Monitor systems, environments, and capacity

8. Manage background jobs

9. Manage notifications alerts

10. Uptake software releases

11. Manage data

12. Manage system compliance

13. Support systems

Related resources

You can use the following resources to learn more about the administer system features process in Dynamics 365.

Finance and operations apps:

• Workflow system overview
• Number Sequences overview
• Enable Copilot capabilities in finance and operations apps
• Electronic Reporting

Business Central:

• Enabling upcoming features ahead of time
• Overview of tasks to set up Business Central

Contributors

This article is maintained by Microsoft. It was originally written by the following contributors.

Principal author:

• Khalid Mohammed | Technology Leader – Ernst and Young

Other contributors:

• Sam Basirmand | Senior Consultant, Industry Strategy and Delivery - Microsoft