Create Users According to Licences

The following describes how you as an administrator create users and define who can sign in to Business Central, and which fundamental rights different user types have according to the licences.

When users are created in Business Central, you can proceed to assign specific permissions to users through permission sets and to organise users in user groups for easy permission management. For more information, see Assign Permissions to Users and Groups.

Note

The process of managing users and licences varies depending on whether your solution is deployed online or on-premises. For example, in online deployments, you can only disable and enable a user once added to Business Central. In on-premises deployments, you can create, edit, and delete users.

Managing Users and Licences in Online Deployments

In Business Central online, the number of users is defined by the subscription and added to your tenant in the Microsoft Partner Centre, typically by your Microsoft partner. For more information, see Add a new customer and Create, suspend, or cancel customer subscriptions in the Microsoft Partner Centre help.

To define who can sign in to Business Central, the product licences must be assigned to users according to the roles that they will perform in Business Central. This can be done in the following ways:

For more information, see Administration of Business Central Online in the Developer and ITPro help.

When users with a Business Central licence are created in Office 365, they can be imported into the Users page in Business Central by using the Get New Users from Office 365 action.

To add a user in Business Central

To add users from the Microsoft 365 Admin Centre to Business Central online, you use a dedicated import function.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Users, and then choose the related link.
  2. Choose the Get New Users from Office 365 action.

Any new user that has been created for your Office 365 subscription will be added on the Users page. Users are assigned permission sets according to the licence assigned to the user in Office 365. You can then proceed to assign more detailed permissions to users and to organise them in user groups for easy permission management. For more information, see To assign permission sets to users.

Note

If you use an external accountant to manage your books and financial reporting, you can invite them to your Business Central so they can work with you on your fiscal data. For more information, see Inviting Your External Accountant to Your Business Central

To remove a user's access to the system

In online deployments, you can remove a user's access to the system by setting the State field to Disabled. All references to the user will be retained, but the user can no longer sign in to the system and active sessions for the user will be terminated.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Users, and then choose the related link.
  2. Open the User Card page for the relevant user, and then, in the State field, select Disabled.
  3. To give the user access again, set the State field to Enabled.

In addition to disabling a user, you can unassign the licence from a user in the Microsoft 365 Admin Centre. The user is then unable to sign in. For more information, see Unassign licences from users.

To change the assigned licence for a user

Sometimes you may need to change the licence that is assigned to a user. For example, if you decide to use the Service Management module and therefore need to upgrade all Essential licences to Premium. Or if a user’s responsibility has changed and you need to replace a Team Member licence to Essential.

  1. Change the licence in the Microsoft 365 Admin Centre. For more information, see Add users individually or in bulk to Office 365.
  2. Sign in to Business Central as an administrator.
  3. Choose the Lightbulb that opens the Tell Me feature icon, enter Users, and then choose the related link.
  4. On the Users page, choose the Refresh all User Groups action.

The users will be moved to a proper user group and the permission sets will be updated. For more information, see To manage permissions through user groups.

Note

All regular users in a solution must be assigned the same licence, Essential or Premium. For information about licensing, see Microsoft Dynamics 365 Business Central Licensing Guide.

Synchronisation with Office 365

When a licence is assigned to a user in Office 365, there are two ways to create the user in Business Central. The system will do it automatically when the user signs in for the first time, or the administrator can add the user by choosing the Get Users from Office 365 action on the Users page.

In both cases, a number of additional settings are made automatically. These are listed in the second and third columns in the table below.

If you change the user in Office 365 afterwards, and you need to synchronise the changes to Business Central, you can use different actions on the Users page depending on what exactly you want to synchronise. These are listed in the last three columns in the table below.

What happens when: First sign-in Get Users from Office 365 Update Users from Office 365 Restore User Default User Groups Refresh User Groups
Scope: Current user New users in Office 365 Multiple selected users Single selected user (except current) Multiple selected users
Create the new user and assign SUPER permission set.

Platform
X X
Update the user record based on actual information in Office 365: County, Full Name, Contact Email, Authentication Email.

Codeunit "Azure AD Graph User".UpdateUserFromAzureGraph
X X X X
Synchronise user plans (licences) with licences and roles assigned in Office 365.

Codeunit "Azure AD Graph User".UpdateUserPlans
X X X X
Add the user to user groups according to the current user plans. Revoke SUPER permission set. (At least one SUPER is needed. Do not revoke from administrators.)

Codeunit "Permission Manager". AddUserToDefaultUserGroups
X X X

Overwrite: Remove the user from other groups. Remove manually assigned permission sets.
X

Additive: Keep the current membership in the user group and assigned permission sets intact. Only add user to groups if needed.

Managing Users and Licences in On-premises Deployments

For on-premises deployments, a number of licensed users is specified in the licence file (.flf). When the administrator or Microsoft partner uploads the licence file, the administrator can specify which users can sign in to Business Central.

For on-premises deployments, the administrator creates, edits, and deletes users directly from the Users page.

To edit or delete a user on-premises

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Users, and then choose the related link.
  2. Select the user that you want to edit, and then choose the Edit action.
  3. On the User Card page, change the information as necessary.
  4. To delete a user, select the user that you want to delete, and then choose the delete action.

Note

For on-premises deployments of Business Central, the administrator can choose between different credential authorisation mechanisms for users. Then, when you create a user, you provide different information depending on the credential type that you are using in the specific Business Central Server instance.

For more information, see the Authentication and Credential Types in the Administration section of the developer and ITPro content for Business Central.

See Also

Assign Permissions to Users and Groups
Manage Profiles
Change Which Features are Displayed
Customising Business Central
Getting Ready for Doing Business
Administration
Add Users to Office 365 for business
Microsoft Dynamics 365 Business Central Licensing Guide
Security and Protection in Business Central in Developer and IT-pro Help