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Global address book secure by legal entity

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Posted on by Daxer Persson

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How is it possible to secure a global address book per legal entity, e.g. create one for USMF and another for USSI - and employees in USSI should not be able to see addresses from USMF.
Seems that there was some functionality on GAP parameters and granting access in AX2012, but how to do in D365FO?

Thanks.

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André Arnaud de Cal... 301,025 Super User 2025 Season 2 on at

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Hi Daxer,

The feature from AX2012 has not been implemented yet in Dynamics 365. You can read it on the next page: docs.microsoft.com/.../ax-2012-features-not-implemented-but-not-deprecated

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Marianw on at

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Hi Daxer,

Thank you for using Dynamics 365 Finance Communities.

There is a past thread that covers the same topic for your reference below.

community.dynamics.com/.../secure-global-address-book-by-legal-entity

The Global address book security feature has been postponed in D365.

There is currently no definite time frame as of today regarding the Global address book security.

You can also find out more information on this postponed feature through the article link below:

AX 2012 features that were postponed

docs.microsoft.com/.../ax-2012-features-not-implemented-but-not-deprecated

The suggestion is to create a customisation to do secure the global address book. My suggestion is to log a support ticket if your require guidance on the customisation.

There is also a product suggestion logged for this as well that you can vote for through the link below:

experience.dynamics.com/.../

Regards,

Marian Wrice

SR Support Engineer

Dynamics 365 Finance

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Daxer Persson 3,005 on at

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Hi

Thanks for confirming that the specific feature fromAX2012 has not yet been implemented.

But how to do now in D365 without modifications?

Seems that adding employees to Teams and then adding Teams to each Global address Book will work similarly in D365 (this was also available in AX2012).

So adding Mr. and Mrs. USMF to Team USMF and then adding addresses in USMF to global address book called USMF will ensure that employees in e.g. DEMF (that are not assign to the team USMF) will not be able to view those addresses from e.g. customers and vendors in USMF.

Can you confirm that this is the "standard way right now as of D365"?

Thanks.

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Marianw on at

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Hi Daxer,

There currently is no security/parameter in Global Address Book that will allow you to secure the information per legal entity. Both AX 2012 GAB parameter is not enabled in D365.

The only way to restrict by legal entity in D365 at this stage is through customisation.

The Parameter available in the standard D365 is the one below:

Private location security

More information on this can be found through the link below;

docs.microsoft.com/.../configure-global-address-book

I checked with our team as well and there was a private fix provided for some customers to add the feature through a private fix.

This however may impact performance.

For more information on the private fix, please log a support ticket through LCS link below:

https://lcs.dynamics.com/v2

Reference this LCS issue link:

fix.lcs.dynamics.com/.../Details

This fix is already included in D365 8 and above.

NOTE:

The fix does not add the security features as advised in the LCS link above but instead helps to ensure that the application includes the required directory model file changes for GAB security to enable secure by legal entity and/or secure by address book via a customisation/private fix.

Regards,

Marian

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Daxer Persson 3,005 on at

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Hi Marian

Yes, I understand that the "secure by legal entity" parameter/functionality does not exist in D365 :-).

But if one creates a Team (OA > Organizations > Teams) per legal entity and then assign employees into these as how these work in each legal entity, and create a GAB per legal entity (at OA > GAB > Address books) and then assign the team to each corresponding GAB, wouldn't this work also?

So Mr. and Mrs. USMF assigned to team USMF and the GAB called USMF will be assigned the team USMF. And likewise for people in DEMF add a team called DEMF and assign this to GAB called DEMF, then people in DEMF can't see addresses in USMF.

So teams/GABs per LE.

Wouldn't this work?

Thanks.

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Marianw on at

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Hi Daxer,

I have not used the Teams setup before to try to restrict the GAB by legal entity so I am not able to comment if this will work and restrict the GAB based on the legal entity.

Could you test and let us know if you're able to use this as a solution please? I checked the Global Address Book and did not find a setup there for setting up the team against the Global Address Book that I setup.. or am I missing something?

Would love to hear from the community as well if they were able to successfully use the Teams as a solution instead of the private fix.

Regards,

Marian

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André Arnaud de Cal... 301,025 Super User 2025 Season 2 on at

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Hi Daxer,

The teams assignment is now only information. The XDS policies are not enabled. Once they are enabled via an extension, it will can use the teams assignments to restrict access to certain address books. This is in fact the same as in AX 2012. Without enabled XDS policies, the setup is not filtering (securing) data.

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NaveenKumar S 3,475 on at

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Hello Marianw,

I have downloaded the fix, but when i try to upload to my asset library, it is giving

"Invalid - HotfixInstallationInfo.xml could not be found or is invalid"

kindly let us know if you have any solution

Regards,

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Marianw on at

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Hi Naveen,

You only need this fix if you're on 7.3. This fix is already in D365 8 and above. Please contact support if you need the private fix created to add the security feature in the GAB.

Regards,

Marian Wrice

SR Support Engineer

Dynamics 365 Finance

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NaveenKumar S 3,475 on at

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Hello Marian,

thank you for the reply, we are on

but the fix is not visible

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