Understanding Users, Profiles, and Role Centers

In Business Central, users are added by an administrator who also gives users access to the areas of Business Central that they need in their work.

Access to functionality is managed through user groups and profiles. As an administrator, you can add and remove users as part of your Business Central subscription, and you can assign users permissions through user groups.

Adding Users

To add users in Business Central online, your company's Office 365 administrator must first create the users in the Office 365 Admin Center. For more information, see Add Users to Office 365 for business.

Then, the administrator can assign permissions to each user and groups of users. For more information, see Managing Users and Permissions.

The most powerful permissions that a user can have is the SUPER permission set. Each company must have at least one user with this permission set, but it is a best practice to give each user permissions that match their work needs in Business Central and not more than that. This helps ensure that users only have access to data that is relevant to their work, for example.

Tip

It's a best practice to make sure that the Office 365 administrator also has the SUPER permission set in Business Central because that makes many administrative tasks easier, including setting up integration with other apps.

Users of on-premises deployments

For on-premises deployments of Business Central, the administrator can choose between different credential authorization 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.

Profiles

The people in your company who have access to Business Central are all assigned a profile that gives them access to a Role Center.

Profiles are collections of Business Central users who share the same Role Center. A Role Center is the entry point and home page for Business Central that gives you quick access to your most important tasks and displays various insights and key performance indicators (KPIs) about your work.

Note

In the current version of Business Central online, you cannot add, edit, or delete profiles.

Create a profile

  1. Choose the Search for Page or Report icon, enter Profile List, and then choose the related link.

  2. On the Profile List page, choose the New action to open the New Profile Card page.

  3. In the Profile ID field, enter a name that describes the intended role of the users.

  4. In the Description field, enter a description of the Profile ID, for example, Order Processor.

  5. Set the Role Center ID field to the Role Center that you want to assign to the profile.

The procedure for modifying an existing profile is the same, except you select an existing profile on the Profile List page instead of choosing the New action.

Copy a profile

Copying a profile can save you time if you want to use similar settings on a profile and you only want to change a few settings.

  1. Open the profile that you want to copy, and then choose the Copy Profile action.

  2. In New Profile ID field, enter a name for the profile that you want to copy.

  3. Set the New Profile Scope field to one of the following:

    • System to make the new profile available to all tenant databases that use the application.
    • Tenant to make the new profile available to just the current tenant database.
  4. Choose the OK button when done.

Export and import profiles

You can export and import profiles as XML files to and from the a Business Central database. Exporting and importing a profile can save you time when configuring the user interface because you reuse an existing profile configuration instead of having to configure a profile from scratch. If you have a profile that is configured in a Business Central database and you would like to reuse all or some of the same profile configurations in another database, you can export the profile to an XML file. Then, you can import the profile XML file into the other database.

  • To export a profile, you can either choose the Export Profiles action from the Profile List or Profile Card page or you can search for and open the Export Profiles page. Save the XML file to a location on your computer or network.

  • To import a profile, you can either choose the Import Profile action from the Profile List page, or you can search for and open the Import Profiles page.

    Note

    You cannot import a profile that already exists in the database, even though the XML file is named differently or has different content. You must delete the existing profile before you can import the new profile.

Configuration and Personalization

Users personalize the user interface of their personal version by customizing the user interface under their own user logon. This personalization can be deleted by the administrator. For more information, see Personalizing Your Workspace.

See Also

Managing Users and Permissions
Managing Personalization as an Administrator
Personalizing Your Workspace