Create Users According to Licenses

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 licenses.

When users are created in Business Central, you can proceed to assign specific permissions to users through permission sets and to organize 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 licenses 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 Licenses 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 Center, typically by your Microsoft partner. For more information, see Add a new customer and Create, suspend, or cancel customer subscriptions in the Microsoft Partner Center help.

To define who can sign in to Business Central, the product licenses 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 license 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 Center 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 license assigned to the user in Office 365. You can then proceed to assign more detailed permissions to users and to organize 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 license from a user in the Microsoft 365 Admin Center. The user is then unable to sign in. For more information, see Unassign licenses from users.

To change the assigned license for a user

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

  1. Change the license in the Microsoft 365 Admin Center. 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 license, Essential or Premium. For information about licensing, see Microsoft Dynamics 365 Business Central Licensing Guide.

Synchronization with Office 365

When a license 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 synchronize the changes to Business Central, you can use different actions on the Users page depending on what exactly you want to synchronize. 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: State, Full Name, Contact Email, Authentication Email.

Codeunit "Azure AD Graph User".UpdateUserFromAzureGraph
X X X X
Synchronize user plans (licenses) with licenses 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.

The Device License

With the Dynamics 365 Business Central Device license, multiple users can use a device that is licensed with the Device license to operate a point of sale device, shop floor device, or warehouse device. For more information, see Microsoft Dynamics 365 Business Central Licensing Guide.

The Device license is implemented as a concurrent-user model. When you have purchased X number of device licenses, up to X number of users from the designated group called Dynamics 365 Business Central Device Users can log in concurrently.

Your company's Office 365 administrator or Microsoft partner should create the designated device group and add device users as members of that group. They can do this in the Microsoft 365 Admin Center or on the Azure Portal.

Device User Limitations

Users with the Device license cannot perform the following tasks in Business Central:

  • Set up jobs to run as scheduled tasks in the job queue. Device users are concurrent users and, therefore, we cannot ensure that the involved user is present in the system when a task is executed, which is required.

  • A device user cannot be the first user to log in. A user of type Administrator, Full User, or External Accountant must be the first to log in so they can set Business Central up. For more information, see Administrators.

To create a Dynamics 365 Business Central Device Users group

  1. In the Microsoft 365 Admin Center, go to the Groups page.

  2. Choose the Add a group action.

  3. On the Choose a group type page, choose the Security action, and then choose the Add action.

  4. On the Basics page, type Dynamics 365 Business Central Device Users as the name of the group.

    Note

    The name of the group must be spelled exactly as above, also in a non-English setup.

  5. Choose the Close button.

Note

You can also create a group of type Office 365. For more information, see Compare Groups

To add members to the group

  1. In the Microsoft 365 Admin Center, refresh the Groups page so your new group appears.
  2. Select the Dynamics 365 Business Central Device Users group, and then choose the View all and manage members action.
  3. Choose the Add members action.
  4. Select the users that you want to add, and then choose the Save button.
  5. Choose the Close button three times.

You can add as many users to the Dynamics 365 Business Central Device Users group as you need. The number of devices that users can log in to simultaneously is defined by the number of purchased device licenses.

Note

You do not need to assign a Business Central license to users that are members of the Dynamics 365 Business Central Device Users group.

Managing Users and Licenses in On-premises Deployments

For on-premises deployments, a number of licensed users is specified in the license file (.flf). When the administrator or Microsoft partner uploads the license 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 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.

See Also

Assign Permissions to Users and Groups
Manage Profiles
Change Which Features are Displayed
Customizing 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