Manage 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 window by using the Get Users from Office 365 action. Users are assigned permission sets depending on the plan assigned to the user in Office 365.

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. A number of predefined permission sets are provided by default.

Administrators can use the User Setup window 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 assign permissions to a user

  1. Choose the Search for Page or Report 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 window.
  4. On the User Permission Sets FastTab, on a new line, fill in the fields as necessary. Hover over a field to read a short description.

To group users in user groups

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

  1. Choose the Search for Page or Report icon, enter User Groups, and then choose the related link.
  2. Alternatively, in the Users window, choose the User Groups action.
  3. In the User Group window, choose the User Group Members action.
  4. In the User Group Members window, choose the Add Users action.
  5. To add new or additional permission sets, in the User Groups window, choose the User Group Permission Sets action.
  6. In the User Group Permission Sets window, on a new line, fill in the fields as necessary by selecting from existing permission sets.

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 Search for Page or Report 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 window. 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 Search for Page or Report icon, enter User Setup, and then choose the related link.
  2. In the User Setup window 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.

See Also

Getting Ready for Doing Business
Administration
Getting Started
Working with Business Central