Understanding Multiplexing in Power Platform & Dynamics 365

 Understanding Multiplexing in Power Platform & Dynamics 365

Definition of Multiplexing
Multiplexing, while sounding like a term from a superhero movie, holds significant implications in the context of Microsoft’s Power Platform and Dynamics 365. It refers to the situation where users access data or services indirectly through a shared connection or application, raising concerns regarding licensing requirements. Understanding what constitutes multiplexing is crucial to avoid potential compliance issues with Microsoft.

Examples of Multiplexing
A common scenario involves using Dataverse to create records that trigger email approvals. In this case, if users receiving the emails do not possess premium licenses, it does not constitute multiplexing. However, complications arise when data is automatically processed and moved to shared locations like SharePoint or CSV files. If such processes inadvertently lead to users benefiting from premium features without the appropriate licenses, it enters a gray area that necessitates careful consideration.

Licensing Implications
The primary takeaway from the discussion is that users who trigger events and derive value from the system must possess the requisite licenses. For instance, if users without premium licenses create records that are processed by a flow operating under a premium license, they may not require a premium license themselves. However, if those records result in emails sent to users who trigger events, those recipients must have a premium license due to their indirect benefit.

Contradictions in Documentation
The multiplexing guidelines can often appear contradictory. While certain documentation suggests that users inputting data into non-Dynamics applications may not need licenses, the multiplexing guide for Dynamics 365 indicates otherwise. This inconsistency underscores the need for organizations to be vigilant about compliance, especially when data from external applications feeds into Dynamics 365.

Enforcement of Licensing Rules
Microsoft actively enforces its licensing policies. Instances have been reported where companies faced audits and penalties for failing to adhere to multiplexing rules. Organizations must assess their risk tolerance when operating in gray areas. A prudent practice is to ensure that any user benefitting from premium features holds a corresponding premium license.

Sharing Dynamics 365 Tables
When it comes to sharing Dynamics 365 tables, users accessing only specific tables, such as opportunities and leads, do not necessarily require a full Dynamics 365 license. However, customizations must be handled carefully to avoid infringing on intellectual property, particularly when creating new applications based on existing Dynamics 365 functionalities.

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