How to: Manage Users and Permissions

To add users in Financials, 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.

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 Financials. A number of predefined permission sets are provided by default. You can use these permission sets as already defined, modify the default permission sets, or create additional permission sets.

You can add users to user groups. This makes it easier to assign the same permission sets to multiple users.

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.

Note

This functionality requires that your experience is set to Suite. For more information, see Customizing Your Financials Experience.

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. Choose a field to read a short description of the field or link to more information.

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. You can use a function to copy all permission sets from an existing user group to your new user group. User group members are not copied.

  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 Groups window, select an existing user group that you want to copy, and then choose the Copy User Group action.
  4. In the New User Group Code field, specify the name of the new user group, and then choose the OK button.

    As an alternative to copying, you can choose the New action to create a new line for an empty user group, which you then fill in manually.

  5. To add new or additional users, in the User Group window, choose the User Group Members action.
  6. In the User Group Members window, on a new line, fill in the fields as necessary by selecting from existing users.
  7. To add new or additional permission sets, in the User Group window, choose the User Group Permission Sets action.
  8. In the User Group Permission Sets window, on a new line, fill in the fields as necessary by selecting from existing permission sets.

To create or modify permission sets

If the default permission sets that are provided with Financials are not sufficient or not appropriate for your organization, you can create new permission sets. And if the individual object permissions that define a permission set are not adequate, you can modify a permission set. You can create a permission set manually, or you can use a recording function that records your actions as you navigate through a scenario and then generates the required permission set.

To create or modify permission sets manually

  1. Choose the Search for Page or Report icon, enter Users, and then choose the related link.
  2. In the Users window, choose the Permission Sets action.
  3. In the Permission Sets window, choose the New Action.
  4. On a new line, fill in the fields as necessary.
  5. Choose the Permissions action.
  6. In the Permissions window, fill in the fields on the header as necessary.
  7. On a new line, fill in the five fields for the different permission types as described in the following table.

    Option Description
    Blank Specifies that the permission type is not granted for the object.
    Yes Specifies that the permission type is granted with direct access to the object.
    Indirect Specifies that the permission type is granted with indirect access to the object.

    Indirect permission to a table means that you cannot open the table and read from it, but you can view the data in the table through another object, such as a page, that you have direct permission to access. For more information, see the “Example - Indirect Permission” section in this topic.

  8. In the Security Filter field, enter a filter that you want to apply to the permission by selecting the field on which you want to limit a user's access.

    For example, if you want to create a security filter so that a user can view only sales with a specific salesperson code, you choose the field number for the Salesperson Code field. Then, in the Field Filter field, you enter the value of the that you want to use to limit access. For example, to limit a user's access to only Annette Hill's sales, enter AH.

  9. Repeat steps 7 and 8 to add permissions for additional objects to the permission set.

To create or modify permission sets by recording your actions

  1. Choose the Search for Page or Report icon, enter Users, and then choose the related link.
  2. In the Users window, choose the Permission Sets action.
  3. In the Permission Sets window, choose the New Action.
  4. On a new line, fill in the fields as necessary.
  5. Choose the Permissions action.
  6. In the Permissions window, choose the Start action.

    A recording process starts to capture all your actions in the user interface.

  7. Go to the various windows and activities in Financials 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 window, 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. See step 7 in the "To create or modify permission sets manually" section.

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, Financials checks if the user has permission to modify the Sales 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 to 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 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.

  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
Setup and Administration in Dynamics 365 for Financials
Welcome to Financials
Working with Financials