Managing Users and Permissions

To add users in Business Central, 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.

Once users are created in Office 365, they can be imported into the Users page in Business Central. Users are assigned permission sets depending on the plan assigned to the user in Office 365. For detailed information about licensing, see Microsoft Dynamics 365 Business Central Licensing Guide.

You can then proceed to assign permission sets to the users to define which database objects, and thereby which UI elements, they have access to, and in which companies. You can add users to user groups. This makes it easier to assign the same permission sets to multiple users.

A permission set is a collection of permissions for specific objects in the database. All users must be assigned one or more permission sets before they can access Business Central.

From the User Card page, you can open the Effective Permissions page to see which permissions the user has and through which permission sets they are granted. Here you can also change permission details for permission sets of type User-Defined. For more information, see the "To view or edit a user's permissions" section.

Administrators can use the User Setup page to define periods of time during which specified users are able to post, and also specify if the system logs the amount of time users are logged on.

Another system that defines what users can access is the Experience setting. For more information, see Changing Which Features are Displayed.

To add a user in Business Central

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

Any new user that has been created for your Office 365 subscription will be added on the Users page.

To group users in a user group

You can set up users groups to help you manage permission sets for groups of users in your company.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter User Groups, and then choose the related link.
  2. Alternatively, on the Users page, choose the User Groups action.
  3. On the User Group page, choose the User Group Members action.
  4. On the User Group Members page, choose the Add Users action.

When users or user groups are created, you must assign permission sets to each to define which object a user can access. First, you must organize the relevant permissions in permission sets. For more information, see the "To create or edit a permission set" section.

To copy a user group and all its permission sets

To quickly define a new user group, you can copy all permission sets from an existing user group to your new user group.

The user group members are not copied to the new user group. You must add them manually afterwards.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter User Groups, and then choose the related link.
  2. Select the user group that you want to copy, and then choose the Copy User Group action.
  3. In the New User Group Code field, enter a name for the group, and then choose the OK button.

The new user group is added to the User Groups page. Proceed to add users. For more information, see the "To group users in user groups" section.

To set up user time constraints

Administrators can define periods of time during which specified users are able to post, and also specify if the system logs the amount of time users are logged on. Administrators can also assign responsibility centers to users. For more information, see Work with Responsibility Centers.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter User Setup, and then choose the related link.
  2. On the User Setup page opens, choose the New action.
  3. In the User ID field, enter the ID of a user, or choose the field to see all current Windows users in the system.
  4. Fill in the fields as necessary.

To create or modify a permission set

Permission sets function as containers of permissions, so that you can easily manage multiple permissions in one record. When you have created a permission set, you must add the actual permissions. For more information, see the "To create or edit permissions" section.

Note

A Business Central solution typically contains a number of predefined permission sets that are added by Microsoft or by your software provider. These permission sets are of type System or Extension. You cannot create or edit these types of permission sets or the permissions within them. However, you can copy them to define your own permission sets and permissions.

Permission sets that users create, from new or as copies, are of type User-Defined and can be edited.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Permission Sets, and then choose the related link.
  2. To create a new permission set, choose the New action.
  3. On the new line, fill in the fields as necessary. Hover over a field to read a short description.

To copy a permission set

When you create new permission sets, you can use a copy function to quickly carry all the permissions of another permission set to a new permission set.

Note

If a System permission set that you have copied is changed, you will be notified (depending on your selection), so that you can consider if the changes are relevant to copy or write into your user-defined permission set.

  1. On the Permission Sets page, select the line for a permission set that you want to copy, and then choose the Copy Permission Set action.
  2. On the Copy Permission Set page, specify the name of the new permission set, and then choose the OK button.
  3. Select the Notify on Changed Permission Set check box if you want to maintain a link between the original and the copied permission sets. The link is then used to notify you if the name or content of the original permission set changes in a future version that the solution is upgraded to later.

The new permission set, containing all the permissions of the copied permission set, is added as a new line on the Permission Sets page. Note that the lines are sorted alphabetically within each type.

To create or modify permissions manually

This procedure explains how to add or edit permissions manually. You can also have a permission sets generated automatically from your actions in the UI. For more information, see the "To create or modify permission sets by recording your actions" section.

  1. On the Permission Sets page, select the line for a permission set, and then choose the Permissions action.
  2. On the Permissions page, create a new line or edit the fields on an existing line.

In each of the five access type fields, Read Permission, Insert Permission, Modify Permission, Delete Permission, and Execute Permission, you can select one of the following three permission options:

Option Description Ranking
Yes The user can perform the action on the object in question. Highest
Indirect The user can perform the action on the object in question but only through another related object that the user has full access to. Second highest
Blank The user cannot perform the action on the object in question. Lowest

Example - Indirect Permission

You can assign an indirect permission to use an object only through another object. For example, a user can have permission to run codeunit 80, Sales-Post. The Sales-Post codeunit performs many tasks, including modifying table 37, Sales Line. When the user posts a sales document, the Sales-Post codeunit, Business Central checks if the user has permission to modify theSales Line table. If not, the codeunit cannot complete its tasks, and the user receives an error message. If so, the codeunit runs successfully.

However, the user does not need to have full access to the Sales Line table to run the codeunit. If the user has indirect permission for the Sales Line table, then the Sales-Post codeunit runs successfully. When a user has indirect permission, that user can only modify the Sales Line table by running the Sales-Post codeunit or another object that has permission to modify the Sales Line table. The user can only modify the Sales Line table when doing so from supported application areas. The user cannot run the feature inadvertently or maliciously by other methods.

To create or modify permission sets by recording your actions

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Permission Sets, and then choose the related link.

  2. Alternatively, on the Users page, choose the Permission Sets action.

  3. On the Permission Sets page, choose the New Action.

  4. On a new line, fill in the fields as necessary.

  5. Choose the Permissions action.

  6. On the Permissions page, choose the Record Permissions action, and then choose the Start action.

    This starts a recording process that captures all your action in the user interface.

  7. Go to the various pages and activities in Business Central that you want users with this permission set to access. You must carry out the tasks that you want to record permissions for.

  8. When you want to finish the recording, return to the Permissions page, and then choose the Stop action.

  9. Choose the Yes button to add the recorded permissions to the new permission set.

  10. For each object in the recorded list, specify if users are able to insert, modify, or delete records in the recorded tables.

Note

When you edit a permission and thereby the related permission set, the changes will also apply to other users that have the permission set assigned.

To assign permission sets to users or user groups

You can assign permissions to users in two ways:

  • Define permission sets on a user's user card.
  • Select the check box for a user, on a column, for a related permission set, on a row, on the Permission Set by User page. With this method, you can also assign permissions sets to user groups.

To assign a permission set on a user card

  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 assign permission to. Any permission sets that are already assigned to the user are displayed in the Permission Sets FactBox.
  3. Choose the Edit action to open the User Card page.
  4. On the User Permission Sets FastTab, on a new line, fill in the fields as necessary. For more information, see the "To create or edit a permission set" section.

To assign a permission set on the Permission Set by User page

The following procedure explains how to assign permission sets to a user on the Permission Set by User page. The steps are similar on the Permission Set by User Group page.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Users, and then choose the related link.
  2. On the Users page, select the relevant user, and then choose the Permission Set by User action.
  3. On the Permission Set by User page, select the [user name] check box on a line for the relevant permission set to assign the set to the user.
  4. Select the All Users check box to assign the permission set to all users.

To get an overview of a user's permissions

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Users, and then choose the related link.

  2. Open the card of the relevant user.

  3. Choose the Effective Permissions action.

    The Permissions part lists all the database objects that the user has access to. You cannot edit this section.

    The By Permission Set part shows the assigned permission sets through which the permissions are granted to the user, the source and type of the permission set, and to which extend the different access types are permitted.

    For each row that you select in the Permissions section, the By Permission Set section shows which permission set or sets that the permission is granted through. In this section, you can edit the value in each of the five access type fields, Read Permission, Insert Permission, Modify Permission, Delete Permission, Execute Permission.

    Note

    Only permission sets of type User-Defined can be edited.

    Rows of source Entitlement originate from the subscription plan. The permission values of the entitlement overrule values in other permission sets if they have a higher ranking. A value in a non-entitlement permission set that has a higher ranking than the related value in the entitlement will be surrounded by brackets to indicate that it is not effective as it is overruled by the entitlement. For an explanation of ranking, see the "To create or edit permissions" section.

  4. To edit a permission set, in the By Permission Set part, on the line for a relevant permission set of type User-Defined, choose one of the five access type fields and select a different value.

  5. To edit individual permissions within the permission set, choose the value in the Permission Set field to open the Permissions page. Follow the steps described in the "To create or edit permissions" section.

Note

When you edit a permission set, the changes will also apply to other users that have the permission set assigned.

See Also

Understanding Users, Profiles, and Role Centers
Getting Ready for Doing Business
Changing Which Features are Displayed
Administration
Add Users to Office 365 for business
Microsoft Dynamics 365 Business Central Licensing Guide