Managing user access and licensing in Dynamics 365 often becomes increasingly complex as organizations grow. Over time, roles accumulate, users change responsibilities, and licenses remain assigned even when they are no longer needed. Without clear visibility into actual system usage, this leads to unnecessary costs and elevated security risks.
Euro Mechanical, a leading provider of integrated facilities management and engineering services in the UAE, faced this exact challenge. With a large and evolving user base, the company needed a reliable way to understand how Dynamics 365 was really being used and where inefficiencies existed.
Instead of relying on manual reviews or assumptions, Euro Mechanical took a data-driven approach using XPLUS Discovery and User Security Governance (USG). The first step was gaining visibility. With Discovery, the team was able to analyze real user activity in the system and clearly see which roles, permissions, and licenses were actually in use. This made it possible to quickly identify redundant access and inactive users that had previously gone unnoticed.
Building on these insights, USG enabled a structured cleanup and optimization of access. Unnecessary user assignments were removed, roles were aligned with real business usage, and the overall access model became significantly more controlled and transparent. Importantly, this was achieved with minimal internal effort, without the need for time-consuming manual analysis.
The results were both immediate and measurable.
“Using Discovery / User Security Governance by XPLUS, we were able to quickly analyze real user activity in D365 and clean up unused access across the system. This strengthened security and delivered roughly a 28% license cost reduction by removing inactive or unnecessary user assignments with minimal internal effort.”
— Euro Mechanical
Beyond the 28% reduction in license costs, Euro Mechanical also strengthened its security posture and gained full confidence in how access is managed across the system. What was previously unclear and difficult to control became transparent and optimized.
This case highlights a common pattern seen across many Dynamics 365 environments. The issue is rarely a lack of tools, but rather a lack of visibility into real usage. Once organizations understand how their system is actually being used, optimizing access and reducing costs becomes significantly easier.
Euro Mechanical started with visibility and quickly turned it into tangible business value. The same approach can be applied in any organization looking to reduce licensing costs and improve security in Dynamics 365.
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