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Is it possible to give temporary access to a user for a specific purchase invoice

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Posted on by Frank Pellerin

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I have a user with a "Team" license.
I don't want him to have access to see all of the purchase invoices.
I would like to give him access only while he approves the invoice. How should I proceed?

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Yi Yong 2,602 Super User 2025 Season 2 on at

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Hello,

There is no direct solution, you might need to do some trick to achieve the result.

1. You will need to have a unique field and value on Purchase Header. It could be 'Responsibility Centre' or 'Dimensions Value' etc, meant for this 'Team licence' approver.

2. You will need to add 'Security Filter' to Tabledata 38 Purchase Header so that he can only sees the filtered purchases.

If you have multi-level approval then this 'Team licence' approver will be able to view them as well because the 'Status' is under 'Pending Approval'.

PS: If the 'Team licence' can see all purchases that are 'Pending Approval' then you can ignore the #1-unique field.

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Stafa365 11 on at

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I agree with Yi that there is no direct solution.

Type of licence isn't solution for managing user's permissions, but you will be able to achieve that for sure with security filters.

Also, you are speaking about user with team member licence and purchase invoices/orders. I just want to add that you must be aware that user with team member licence can only see core documents, while some actions user with team member licence can be done only on the quotes. Workflows should be working with a core documents related to user quotes.

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Valentin Castravet 31,586 Super User 2025 Season 2 on at

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Is there a specific business reason why users should be able to see the invoice temporarily only?

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Frank Pellerin 176 on at

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@Valentin Castravet
We have around 50 differents buyers divided into 12 divisions.

We want to give them access to purchase orders, purchase invoices and associated incoming documents based on their division.

@Yi Yong

The "responsibility center" looks good for purchase order and invoices. On the other hand, incoming document still available for every users.

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Valentin Castravet 31,586 Super User 2025 Season 2 on at

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Oh, okay. In that case, I also think responsibility centers are your best option. What is your process for buyers or other users to review incoming documents? Can they only access purchase/sales documents that use the responsibility center functionality? Perhaps only admin users or something like that deal with the incoming documents. Alternatively, you can customize incoming documents to use responsibility centers.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Frank Pellerin 176 on at

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Buyer don't really need to access the "incoming document" itself, but they do need to see the image or pdf associated with it.

If I restrict access to the "incoming document", users cannot access purchase invoices: Access to incoming document is required.

If I grant access, they have access to all incoming documents.

But I like the idea of customize incoming documents to use responsibility centers

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Valentin Castravet 31,586 Super User 2025 Season 2 on at

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If you're referring to the incoming documents attachments factbox in sales/purchase documents then you can simply use responsibility centers. I was thinking of the incoming documents page and functions in there.

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YUN ZHU 96,048 Super User 2025 Season 2 on at

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Your needs are somewhat special. I personally recommend a simple customization. For example, first, add a new field in the default purchase invoice, such as "Is Team Visable", and then add a new purchase invoice page, which only displays the details where "Is Team Visable" is true.

Hope this can give you some hints.

Thanks.

ZHU

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