Security Overview

Dynamics comes with useful standard roles.  Each Role has a set of tasks usually performed by this role.  For example, the AP Clerk Role would include tasks such as Payables Transaction Entry, Payables Distribution Entry, and Payables Batch Entry.  The Accounting Manager Role payables tasks would include Payables Batch Entry and Posting Permissions as well as GL tasks such as Financial Transaction Entry and GL Trial Balance Reports.  In some businesses, a role may include both AP Clerk and Accounting Manager Roles.

In the Security Hierarchy, a User is first assigned access to a Company and then to one or more User Roles within the Company.

In this Illustration, Joe performs Accounting Manager tasks in the ABC Company and AP and AR Clerk tasks in the Nitro Company.

Create a New User

  1. In the Administration Page, go to User
  2. You will be prompted for a System Administrator password
  3. Enter a User ID and the User Name
  4. Enter and confirm a password
  5. Click OK

*** You can have the user change their password when they first launch GP by going to Microsoft Dynamics GP ->User Preferences -> Password

Add/Modify User Access to Company

  1. In the Administration Page, go to User Access
  2. You will be prompted for a System Administrator password
  3. Highlight a user in the left panel, then the Company Name(s) will be displayed
  4. Click the box for the company to be accessed
  5. Click OK

Add/Modify Roles Assigned to a User

  1. In the Administration Page, go to User Security
  2. You will be prompted for a System Administrator password
  3. Select a User and Company
  4. Mark the Security Role IDs to be assigned
  5. Click the Display Selected Roles to easily confirm the roles that have been assigned
  6. Select DEFAULTUSER for the Alternate/Modified Forms and Reports
  7. Click Save

Add/Modify Security Tasks Assigned to Roles

  1. In the Administration Page, go to Security Roles
  2. You will be prompted for a System Administrator password
  3. Select the Role ID to be Modified
  4. Mark to select additional Security Tasks to a Security role
  5. Unmark to remove a Security Task from a Security role
  6. Use the Display pulldown to select a series to review by Dynamics Series
  7. Mark the Display Selected Tasks checkbox to review changes
  8. Click Save

** Note that the built-in tasks have a naming convention that easily identifies types of tasks, such as CARD_ tasks are related to maintenance, INQ_ tasks are related to inquiries, TRX_ tasks are related to transactions, and RPT_ tasks are related to reports