How does navision assign a new User to User setup? Is it by manually key in or automatic once add in when User ID created?

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Posted on by joshtechsolutions

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Hi Community,

May I ask find out how does Navision assign a new User to User setup? Is it by manually key in or automatic once add in when User ID created?

Say, I have created a new user ID and password for Rachel, then when I ask her to login. She couldn't.

Then I realize that at the User Set up, it was not yet configured. I had to manually insert her user ID in all the companies she is allocated.

How come this was not assigned automatically?

Thank you!

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IB-29041624-0 1,187 Moderator on at

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You have to do it manually. In the user setup table you have a lookup into the user table so you can pick the user from there.

I think the reason for not creating a user setup automatically for new users is simply because not all users necessarily needs to be configured in user setup.

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joshtechsolutions 5,081 on at

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Hi Inge,

Thanks for your reply.

May I ask when do we need to set up user in "User Setup" and when we don't need?

I know that if user wants to post something, they need to be in User Setup.

Thank you!

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IB-29041624-0 1,187 Moderator on at

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What i normally use it most for is to allow individual users to post on a date span that is outside of the allowed posting date span that you have in the General ledger setup. What is in the user setup will overrule the G/L Setup.

You can also assign a sales / purchaser code to the user so it will default to that value on sales orders and purchase orders.

You can also register individual e-mail and phone no. in the user setup in case you want that printed on a document or used in an e-mail generated from the system.

There is also a few other functions in the user setup, but the ones i listed here is thee ones i have used most often.

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Dallefeld 233 User Group Leader on at

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Please be clear Josh, a User Setup record is NOT required to post entries.

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joshtechsolutions 5,081 on at

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Hi Kim,

Thanks for your clarification.

May I ask if you can be kind to direct me to any documentation, that clearly listed out when is User setup required and when it doesn't?

Thank you!

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IB-29041624-0 1,187 Moderator on at

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I am not sure that documentation really exists, at least i have never seen it.

I can only think of two 3 scenarios where it really is required. And that is if you use the time sheet in BC - because then you need to assign a time sheet manger, if you use responsibility centers and if you use the BC approval workflow.

The user setup can be used for a lot more as i have described - but in those scenarios it will be required to use it in some form.

And Kim pointed out something important that i missed. It is not required for doing postings in the system.

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YUN ZHU 101,202 Super User 2026 Season 1 on at

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Hi, just adding some info.

https://docs.microsoft.com/en-us/dynamics-nav/how-to--create-microsoft-dynamics-nav-users

https://haldengroup.com/adding-new-nav-users-permissions/#:~:text=Navigate%20to%20the%20User%20Setup,to%20modify%20existing%20User%20Setups.

Hope this helps as well.

Thanks.

ZHU

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