Microsoft Dynamics AX (Archived)

What is the purpose of User Groups in AX 2012?

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Posted on by Divya Lakshmi

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Dear Team,

Kindly let me know that what is the actual purpose of User groups available in AX2012.

I want to know particularly that how can I relate this with security roles. Will user groups come into the picture of security roles in any of the case. Can anyone give me some examples?

In AX 2009 User groups played an important role in providing permissions, but in AX2012 we have Roles, then what is the purpose of User groups in AX2012.How it is related to Security?

Regards,

Divya Lakshmi.J

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Sohaib Cheema 49,438 User Group Leader on at

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You are right that these were being used in AX2009 as base for security configuration

in AX 2012 security is role based. Despite of that User groups are very handy in many cases yet in AX2012. following are few examples

1) you can configure Workflows configuration based on user groups in ax2012

2) you can set Posting restrictions in GL using user groups in AX 2012.

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Bashir Ahmad 5,248 on at

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To use some features and functionality in Microsoft Dynamics AX, you may have to create user groups. For example, if users who are outside the organization hierarchy for budget planning must work with budget plans, you can assign budget plans to user groups. You can also set up restrictions for journal posting that are based on user groups.

technet.microsoft.com/.../aa834422.aspx

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Divya Lakshmi 745 on at

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Hi Sohaib,

Could you please elaborate your 2 point with some example. Because this is my actual expectation.

Regards,

Divya Lakshmi.J

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Sohaib Cheema 49,438 User Group Leader on at

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Sure,

Kindly proceed to following path

General ledger/Setup/Journal Names

Now select any journal Name. Upside you will see a button named as “Posting restrictions”

Here you can setup security based on UserGroup or UserId

Any UserGroup which is added to list here, means that user or that UserGroup is under observation. That user or UserGroup is having restriction to post Journal, unless he/she is creator of that specific journal.

If the user or UserGroup which is added under that Observation List (Posting Restrictions), is the creator of journal he/she can post journal. Else they will get error like below on posting

"For journal name 'SomeJournalName', you can post only journals that you create. A user without posting restrictions must post this journal."

For more information kindly have a look at TechNet, with below URL

https://technet.microsoft.com/en-us/library/gg243236.aspx

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Divya Lakshmi 745 on at

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Sohaib & Bashir,

Thanks for your reply.

Those answers are quite good.

But what is the answer for my question that how can I relate usergroup with security roles. Will user groups come into the picture of security roles in any of the case.?

Say Yes or No?

I know that the answer will be No but i'm not sure about my thought .....So if it is YES tell me how?

Regards,

Divya Lakshmi.J

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Sohaib Cheema 49,438 User Group Leader on at

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we cannot remember all those scenarios where user groups are being used.

above few examples we do remember.

Next, if you are thinking about possibility of using UserGroup with security. I would say, yes it can be used , if you wan to use them. e.g. you can create a security policy, where query of that security policy may be based on UserGroups. and then at end I may assign that security policy to a specific Role, as we can use security policy in ContextString as well as for a specific Role.

In above example of security policy, where we used UserGroup, security is still Role Based. But we are restricting record(s) based on UserGroup.

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André Arnaud de Cal... 301,075 Super User 2025 Season 2 on at

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Hi Divya,

It would be possible to create automatic role assignment rules where the user groups will be included in a query. Then you can use it in relation with security.

E.g. you can create groups per function per legal entity or per group of legal entities. Per role you can define a rule where you can set a query with the user group list table and also assign legal entities.

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Karla Hernandez on at

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Hi Andre,

I have a requirement about multi legal entities approvals. This means that a regional manager could approve workflows in different legal entities (we are talking about 50 legal entities...) It would be possible to achieve this using user groups? Even when the employee is related with only one legal entity or Do I have to hire this employee in all the legal entities that he will be approving?

Many thanks for any advice

Karla Hernandez

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Sohaib Cheema 49,438 User Group Leader on at

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Hi Karla Hernandez,

Allow me to share some thoughts in absence of André.

I don’t think much role of UserGoups , in approvals expect the fact that you can setup a UserGoup on workflow approvals, which means any user belonging to that UserGoup would be able to approve that record.

Talking about actual workflow engine, it operates on per-record basis. Which means if user is authorized to approve a record and he/she has been delegated the duty of approval of workflow item, he/she will get the particular record for approval. At the same time, the approval authority should have access of that record, otherwise error message will come, with some message as “insufficient rights/permission to create work-item”

Your question/discussion giving me sense/thought, as you want to provide ability of approval across legal entities for your regional manager? If that is the point; I would add that, it depends upon Workflow Type. If workflow is being operated on a table which is set as SaveDataPerCompay=YES, this means a shared table and simply by providing access of that table your regional manager would be able to approve all records coming from any legal entity. If your table is not shared(SaveDataPerCompay=No); this means you have to provide access of each legal entity for that particular table to your regional manager and he/she has to switch each company to approve records in different companies. This sounds a hectic job, but I cannot see a way to display all records unless you change table properties(SaveDataPerCompay=YES)

Changing table property should be always be considered as last option, because it can affect surrounding areas/logic of code.

Further thoughts can be taken into consideration if we know which workflow we are talking about. Is that any existing standard workflow or a customized workflow by your organization?

Note that heading of thread is different than your discussion, so it can be much better if you can create a new thread and we can transfer this discussion/reply on new thread (that you may create)

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André Arnaud de Cal... 301,075 Super User 2025 Season 2 on at

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Absence, Sohaib? I only participated in the AXUG Summit EMEA last week, so was less responsive... ;)

But indeed a new thread would be better for this question, Karla.

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