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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / smartlist security
Microsoft Dynamics GP (Archived)

smartlist security

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Posted on by Community Member

I recently moved my GP to a new server and copied over the company data.  I am trying to set the security

on the basic smartlists,  but I can't find them in security.  I am able to see smartlist builder lists but not the

standard smartlists, these are the ones I need to change access to.  Has anyone run into this before?

It there something I need to change since I moved to a new instance on a new server?

Any help would be appreciated.  I have GP2015 and 2012 SQL on a  2012 standard server.  Thanks 

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  • babubaskaran@outlook.com Profile Picture
    babubaskaran@outloo... 12 on at

    Hi Larry,

    when you say copied over the company data how did you do the same.  Is this new server is a new instance of GP.  If you have copied existing DB into this new, have you run the  GP utilities.

  • Community Member Profile Picture
    Community Member on at

    Hi Babu,

    We were running GP2013. On new server we installed new SQL and set up and copied in company database, utilities were run.  We then upgraded to GP2015 with updates, again ran utilities.  Every appears to be working but I am unable to access the security rights for basic smartlist.  Not sure if there is some security part in SQL that is not setup.

  • babubaskaran@outlook.com Profile Picture
    babubaskaran@outloo... 12 on at

    Are you able see SL when you login as SA.

  • Community Member Profile Picture
    Community Member on at

    Yes, I can see all SL and SL builder lists.  If I go into security tasks and choose smartlist object, etc. I can get to where to grant access or not, I do not show any standard SL only SLB lists.

  • Redbeard Profile Picture
    Redbeard 12,931 on at

    Larry,

    I wrote a blog post about this last year - you may want to have a look at it.

    redbeardblogging.blogspot.com/.../smartlist-security-setup.html

  • Community Member Profile Picture
    Community Member on at

    Harry, thanks for your input.  I did what you said except I created a smartlist objects task for limited access and only granted rights to customers, item quantities, and paint inventory.  Next I created a test role and granted access only to the new smartlist object with limited access along with some other security tasks.  I assigned only this new role to a user.

    If I login as this user and go to smartlist it show many lists.  My main concern is what you referred to as SOX.  This user has access to Financial>Account Transactions all the smartlists listed under this category.

    Obviously, the permission is be granted to these lists from somewhere else.  The question is where or how do I find out where.

  • Suggested answer
    Redbeard Profile Picture
    Redbeard 12,931 on at

    Larry,

    It sounds like you're on the right track, Having a single Security Task for all SmartList objects, is a gross oversimplification, born out of the necessity for brevity in a blog post.  I would recommend creating several SmartList objects Security Tasks (i.e. Finance, Sales, Purchasing, etc.), and assigning them only as necessary.

    SmartLists can see into a lot of related data from one easy vantage point, which is what makes it such a cool tool. It is also pretty neat you can click through records to various transaction inquiry and master record maintenance screens by double clicking on a record in the results or other navigational cues.

    That beings said, as a SOX veteran, I can say we traditionally don't spend a ton of time on SmartList security. Since, the goal of SOX is to create a framework, which prevents financial fraud by implementing internal controls, and SmartLists themselves do not allow users to edit data in Dynamics GP, SOX concerns for SmartLists are minimal.  Any links from SmartLists to GP windows will check to see if the user has access to the form before opening it. If security has been properly implemented in GP, only authorized users will be able to open screens from SmartLists, which enable them to edit data.

    My comments above are not intended to be flippant about security considerations of SmartLists. It is a good idea to offer access and training in SmartLists to only skilled and trusted personnel - it would take approximately 60 seconds for a skilled person to export your Customer List, Purchase History, etc. to Excel using SmartLists. It is also possible for novice users to create inaccurate reports, without proper training and testing.

    As of this writing, a user who has access to a SmartList folder (i.e. Financial) has the ability to use all SmartLists objects in this folder. There is no lower level in the Security Task setup to control access to Accounts, Account Transactions, etc.

    Thanks for the follow up question - I hope this helps.

  • Suggested answer
    soma Profile Picture
    soma 24,410 on at

    I think if you grant access to this "Financial-->Account Transactions" smartlist object, users can see all the categories (Current Financial Journal, Current Inventory Journal, etc.,) under this section. Because, all these categories are favorites. We can not set user wise security for standard favorites. If you create a new favorites you can set the security.

    User Task Security window used to set security privilege for smartlist objects not favorites.

    Hope this helps!!!

  • Verified answer
    Derek Albaugh Profile Picture
    Derek Albaugh Microsoft Employee on at

    Hello Larry,

    As others have mentioned, you're on the right track with creating a custom security task and custom security role for these SmartList security access.

    For the SmartList reports themselves, in the Security Task Setup window, you'll want to select the following:

    Product: SmartList

    Type: SmartList Object

    Series: SmartList Objects

    In the 'Access List' section, you'll see all of the SmartList reports, by default they will be un-marked. Mark the reports you want the user(s) that you give access to this security task and security role to be able to be able to browse, then save changes.

    Thanks,

  • Community Member Profile Picture
    Community Member on at

    Thanks to all of you I have been able to resolve my problem.  It is awesome that everyone can assist someone in need.

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