Record Permissions: How to create user permissions by recording permissions automatically in Microsoft Dynamics NAV 2016: Microsoft Dynamics Nav 2016 tutorial

Recording permissions automatically in Microsoft Dynamics NAV 2016

Hello everyone, I hope you are having a good day. My name is Christos Pittis, and I am a Microsoft Dynamics NAV Consultant. In this episode, I am going to show you how to create user permissions by recording permissions automatically in Microsoft Dynamics NAV 2016.

If the default permission sets that are provided with Microsoft Dynamics NAV are not sufficient or not appropriate for your organization, then you can create new permission sets.

Today I am presenting a new feature in nav 2016 which is a recording process. You can now access the different windows and activities in the Microsoft Dynamics NAV Windows client or the Microsoft Dynamics NAV Web client that you want users to this permission set to access. You must carry out the tasks that you want to record permissions for.

There are two approaches, on how to do it:

1) Delete all Permission Sets and create new ones based on User Jobs (processes)

1. Find the pre-build Permission Sets and match with the User Roles and Departments

Depending on the Project Management Methodology you are using (I recommend Microsoft Dynamics Sure Step) and supposedly you are in the Analysis phase, collaborate with the Key users and complete the following:

1. Job Instructions by department
2. User Permissions by Department

You can download the files I personally use to do this task. Feel free to adjust according to your needs.

In the following example, I am going to be presenting the first option, because I think you will find it more challenging.

Open your Microsoft Dynamics NAV 2016 Windows client and search for the Permission Sets page. Click on it.

Delete all the Permission Sets except the following:

1. FOUNDATION
2. SUPER
3. SUPER (DATA)
4. SUPER (NAVIPANE)

Create a new Permission Set based on the users' Job description. Click OK and then Refresh.

Click on the Permissions button at the top, go to the Actions tab and hit the Start button. The following warning will pop up:

“The recording partly depends on setup data that is being cached. To clear the cache and thus to record all table updates, you can reopen the company before starting the recorder.”

Do you want to start the recording now?”

As you can see, it is strongly suggested you reopen the company so to clear the cache. Click NO to reopen the company and come back to this stage again.

Click Yes to the permissions recording warning to start recording, and minimize the page.

Based on my scenario, go to the Financial Management menu, General Ledger and open the Chart of Accounts page.

By opening the Chart of Accounts, you gain the Read permission. Click on the New button at the top so to create a new G/L Account. Start typing so to gain the Insert permission, tab away and then edit a field so to gain the Modify permission and finally delete the record so to gain the Delete permission.

After completing this exercise, go back to the recording page and click on the Stop button. The following warning will pop up “Do you want to add the recorded permission?”. Click Yes.

 Another nice feature on the permission page is the ability to add read permissions to all related tables.

Now you need to assign the permission sets to users. Click on the Permissions Set by User button and simply check the permission sets that should be granted to the individual users. As simple as that.

In the next scenario, we would like to create Permission Sets for Salespersons so they can be in a position to create and post Sales Orders. As you can see, I have a group of 3 users, so I will now utilize the User by User Group feature. Click on to the User Group button at the top and create a line named SALESPERSONS. Click OK to save the value. Now visit the User by User Group page and connect those users with the SALESPERSONS GROUP.

Create a new permission set for the Create and Post Sales Orders job. Start the recording process and find the Sales Order page so to create, edit, delete (header and lines) and post it.

Finally, go to the User Permissions by User Group and connect the SALESPERSONS Permission Set with the SALESPERSONS User Group.

Thanks for reading this blog post and watching my YouTube video. You can connect with me on LinkedIn https://uk.linkedin.com/in/christospittis or 365 talent portal https://www.365talentportal.com/

Microsoft Dynamics Nav 2016 tutorial

Christos Pittis

Microsoft Dynamics NAV/Dynamics 365 Business Central Consultant