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Microsoft Dynamics GP (Archived)

Managing security for new GP features on new versions

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Posted on by Rob Klaproth 1,730

With new features comes new security.  From what I can tell, the "built in" roles in GP such as Accounting Manager do not get updated when new features come across.

One example, 2015R2 - The Payables All In One document view, the AP Clerk and Accounting Manager roles do not appear to have access to this window.

Another example, when 2013R2 came out - the copy paste validation report was not aded to the roles that have access to create a journal entry, so when someone had a problem with their copy/paste they would get an access denied error.

Another one is the FA Calendar changes in GP2015 (or was it 2013R2) - there is a lookup window for the calendar ID's that is a new window, and the user who has access to the FA module gets access denied.

Does anyone know if this is a fluke or if this is by design that they do not put the new features into the existing built in security roles?

Does anyone have a list of all the windows that are new in the new GP versions?  I need to go back and update security for several of my clients so this is going to be a chore. :)

*This post is locked for comments

  • Suggested answer
    coquisalsa Profile Picture
    coquisalsa 2,725 on at
    RE: Managing security for new GP features on new versions

    Leslie and Béat are absolutely right, as general rule security roles and task shouldn't change in a GP update neither in a GP upgrade.

    But there are exceptions when you want GP to create and/or update security roles and tasks for the new resources, it will be nice to have the choice.

    The 'Microsoft Dynamics GP 2013 Upgrade Guide' http://www.microsoft.com/en-us/download/details.aspx?id=34658 and 'Microsoft Dynamics GP 2015 R2 Upgrade Instructions' https://mbs.microsoft.com/Files/customer/GP/Downloads/ProductReleases/Upgrade.pdf have a list of new resources and its suggested Task IDs for Microsoft Dynamics GP 2013 SP2 and Dynamics GP 2013 R2. Unfortunately the GP 2015 Upgrade Instructions does not have a list of new resources for GP 2015.

    I have been faced with similar challenges than you few times, where the customer wanted the new GP security created into the upgrade.

    Here is what I did: I took the new security roles, tasks and assign tasks from the security tables of a clean install of Dynamics GP 2015 R2 and copy them into the test environment security tables and after testing it and user acceptance, I copied them into production GP tables.

  • Rosemary Profile Picture
    Rosemary 2 on at
    RE: Managing security for new GP features on new versions

    Downloaded the manual, some pertinent info....

  • Rosemary Profile Picture
    Rosemary 2 on at
    RE: Managing security for new GP features on new versions

    Just a little thought I may add, I don't have as much experience as you all regarding GP, but I also agree that Security should not be touched.

    When I started using GP I used the existing roles and tasks as a guide, because we did have users with specific requirements, therefore all of our current roles are tailored.

    Having to make changes with upgrades is a chore I have had to go through that already but it has helped me understand the changes better as well as tighten the current roles.

  • David Musgrave MVP GPUG All Star Legend Moderator Profile Picture
    David Musgrave MVP ... 13,928 Most Valuable Professional on at
    RE: Managing security for new GP features on new versions

    FYI: GP Power Tools released on the 4th August.

    winthropdc.wordpress.com/.../gppt-gp-power-tools-build-20-released

  • Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: Managing security for new GP features on new versions

    I fully agree with Leslie's comment... If Microsoft would reset / update the security roles / tasks after each upgrade, it would become a real nightmare to manage and control your environment...

    In order to help you 'fix' the additions for new resources, I strongly suggest you look for the SDT with the Security Profiler to track the missing access permissions and add them to your exising security schema. The new version will be released soon with an updated set of functions Under the name 'GP Power Tools' by David Musgrave.

  • Suggested answer
    L Vail Profile Picture
    L Vail 65,271 on at
    RE: Managing security for new GP features on new versions

    Hi Rob,

    It is working as designed. Microsoft does not modify security roles after installation. Case in point is the fact that the Accounting Clerk had access to Paycheck history. On a new installation it was fixed, but on an update, security was not touched. Personally, I don't want them to mess with security on an update. Maybe I don't want the person to have access to the new windows. If MS would change existing security it might be a nightmare to manage. They shouldn't be deciding how my security should be set. Also, folks have modified the Microsoft Roles to fit their specific needs, or even created new Roles. This behavior (not having access) is the result of the new security model that denies access until granted.

    You can print/export a list of window names from the Windows Description window inside of the Resources menu selection. Not an ideal answer, but I do not know where there is a published list of new windows. Check Mark Polino's site. He comes up with the Excel spreadsheet of all of the table names, perhaps he has done the same for windows.

    Kind regards,

    Leslie

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