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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / How can I temporarily ...
Microsoft Dynamics GP (Archived)

How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

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Posted on by Gillian Berry 210

I need to temporarily disable/inactivate certain users, preventing them from logging in during system maintenance procedures. However, I still have 5+ users that will need to be able to get into the system. Those 5+ users do not have special rights to the databases like an "sa" account would, therefore putting the databases into "Single User Mode" or "Restricted User Mode" won't work. I've checked the sy01400 table and don't see a field that represents status, which is typically the case with most apps. So I'm welcoming any other suggestions and thanks in advance to anyone who can provide help!! I'm hoping there's another table I can use that would help to accomplish this that perhaps I didn't think of :)

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  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Just set their "Status" to "Inactive" in the User Setup window (Microsoft Dynamics > Tools > Setup > System > User):

    Status.jpg

    Tested this and works great. Disables access to their account without requiring any changes to companies etc.

  • DanMoore Profile Picture
    DanMoore on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Hello Gillian,

    The easiest way I know (besides getting everyone out of the system or completing after hours) is to navigate to the User Access Setup window, as Jeganeedhi said in his post, howevever before unmarking the access to certain companies, click File > Print. This will print a list of users and the companies they are assigned to which you can save. You can then unmark the Access check box so the users cannot access the company/companies.

    When they need access again you can open the saved list and assign them back to the correct companies.

    Thanks and kind regards,

    Dan Moore

    Partner Online Technical Community

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  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    I knew there was a logical reason.  You don't happen to have an environment where users login to GP via terminal server or Citrix do you?  If so, you could kick everyone out of GP then lock down remote access and have the closing performed at the application server if GP is installed there.

  • MichaelJ2 Profile Picture
    MichaelJ2 265 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Depending on what version of SQL you are running this might not be an option but you could disable the logins in SMS:

    This will disable login mjohnson:

    ALTER LOGIN mjohnson DISABLE

    GO

    This will enable login mjohnson:

    ALTER LOGIN mjohnson ENABLE

    GO

    If this isn't an option for you, you could temporarily remove access to the DYNAMICS DB in SMS:

    This will remove user mjohnson  from DYNAMICS:

    USE DYNAMICS

    GO

    sp_dropuser 'mjohnson'

    GO

    This will add user mjohnson to DYNAMICS in the DYNGRP DB role:

    USE DYNAMICS

    GO

    sp_adduser 'mjohnson', 'mjohnson', 'DYNGRP'

    GO

  • Gillian Berry Profile Picture
    Gillian Berry 210 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Haha, not dumb, definitely valid. Unfortunately in the market I work in, healthcare, there are no "off hours" when everyone is out of the system. For example, hospitals never close, so you can imagine the difficulty in performing tasks that require locking the system down.

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Dumb question here - why not perform the closing steps after hours when everyone is out of he system?

  • Victoria Yudin Profile Picture
    Victoria Yudin 22,766 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    :-)  If you have some support incidents, it might not be a bad idea to ask.  

  • Gillian Berry Profile Picture
    Gillian Berry 210 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Lol...I too just tested this in our development environment and it appears to work without any after effects for me as well. Do you recommend I open a ticket with MS to ask if they can foresee any problematic issues arising?

  • Victoria Yudin Profile Picture
    Victoria Yudin 22,766 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    Gillian,

    Very interesting idea.  I just tested this quickly in GP 2010 and it seems to work with no issue.  Hard to say if it will break anything longer term...actually running any system maintenance while the user ids are altered could possibly cause an issue with security settings, but I don't know if anyone can answer this definitively without knowing exactly how this is coded in GP.    

  • Gillian Berry Profile Picture
    Gillian Berry 210 on at
    Re: How can I temporarily disable/inactivate specific users from Dynamics GP, preventing them from logging in?

    I think what also might work to ensure users cannot get into the system at all period is to alter their logins in the SY01400 table by adding an "*" in the front of each userID that shouldn't be in the system. Then after year end close is complete, removing it. Is there any reason this wouldn't be effective and safe???

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