Breaking Down the Latest Changes in Business Central Permissions
You now see big changes in Business Central Permissions. The 2024 Wave 2 update took away user groups. It put in security groups instead. You can use composable permission sets to control access better. The update changed how you handle users and permissions. Many companies saw user groups turn into authorization sets. The system did most of the migration by itself. This meant you had little trouble.
Key Takeaways
The 2024 Wave 2 update swaps user groups for security groups. This change makes it easier to manage permissions. It also helps keep things more organized.
Composable permission sets let you make custom access for different jobs. This makes it flexible for many users. You can reuse these sets for other people.
User groups move to authorization sets automatically. This makes the switch simple. Your team does not need to do much work.
Check and update permission sets often. This helps users get the right access. It also keeps data safe.
Use the permission recorder tool to make permission sets quickly. It tracks what you do and suggests needed permissions.
Changes in Business Central Permissions
2024 Wave 2 Update Overview
The 2024 Wave 2 update brings big changes. It changes how you manage access in dynamics 365 business central. User groups are gone now. Security groups are here instead. You use composable permission sets to control what users do. These changes help you manage access in a flexible way.
Most changes happen in the background. You do not lose your old user groups. The system changes them for you. You get new ways to give out permission sets. You can make permission sets that fit your needs. This helps keep your system safe and neat.
Note: The 2024 Wave 2 update in microsoft dynamics 365 business central makes permission management easier and safer.
Here is a table with the main features from the update:
User Groups Removal
Before, you used user groups to manage permission for many users. The update removes user groups from dynamics 365 business central. You do not see user groups in your permission setup now. The system moves your user groups to new authorization sets. You do not need to do this yourself. Now you use permission sets and security groups instead.
When user groups are gone, you get more control. You can give permission sets to users or security groups. This makes it easy to see who has what permission. You also get new ways to organize permissions. The update lets you make new permission sets or give permission to users. This helps keep your system clean and simple.
Security Groups Introduction
Security groups are a new way to manage permission in dynamics 365 business central. You use security groups to give permission to many users at once. Security groups make it easy to manage access for different companies. You can control permission for users in one place. This change helps you save time and avoid mistakes.
Security groups have many benefits over user groups. You get easier management, more control, and better support for audits. You can also grow your permission setup as your company grows. Here is a table with the main benefits of security groups:
Composable permission sets are important in these changes. You can make permission sets for different jobs. You can use these sets for many users. This makes your permission setup flexible and easy to change. Here is a table that shows how composable permission sets help you:
Tip: Use composable permission sets to save time and make fewer mistakes when you update permission for your team.
You now have a better way to manage permission in dynamics 365 business central. These changes give you more control and power. You can keep your data safe and make sure users only see what they need. Security groups and composable permission sets help your company now and later.
Permission Structure in Dynamics 365 Business Central
Hierarchical and Composable Permission Sets
Business Central now uses a new way to set permissions. The 2024 update brings hierarchical permission sets. You can build sets that include or leave out other sets. This gives you more control over who can do what. You can organize access so it is clear and easy. Composable permission sets let you mix permissions for each job. You can use these sets again for other users or groups.
Here is a table that shows the biggest changes in permissions:
Tip: Composable permission sets help keep your permissions simple and easy to manage.
System vs. Custom Permission Sets
You can pick system permission sets or custom permission sets. System permission sets come with Business Central. They cover common jobs but sometimes give too much access. Custom permission sets let you choose what each user can do. You can change these sets to fit your company.
If an extension changes a permission set, check it. Make sure it still works for your needs.
Flat Copy of Permission Sets
Sometimes you need to make a flat copy of a permission set. This helps when you want to stop updates from changing your permissions. A flat copy gives you full control. You see every permission and can change them. The original set stays the same.
Make a flat copy to keep your permissions safe from updates.
Review and change permissions in your flat copy without risk.
Use this method to avoid surprises from a permission set changed by an extension.
Note: Flat copies help you manage your permissions with confidence.
Managing Permission Sets
Managing permissions in Business Central helps you control access. You must give permissions to users and groups with care. This keeps your data safe. It also helps your team work well. Below are easy steps and tips for handling permission sets.
Permission Set Assigned to User
You need a permission set assigned to user when someone joins or changes jobs. Here are the steps to do this:
Go to the Users section with the Search icon.
Choose the user who needs new permissions.
Check the Permission Sets FactBox to see their current sets.
Click Edit to open the User Card page.
In User Permission Sets, add the permission set assigned to user for their job.
Before you give permissions, look at their job duties. Use built-in roles if they work for you. If not, make a user-defined permission set added for special tasks. Always test new permission sets in a sandbox first. This helps you avoid mistakes in your main system.
Tip: Write down every permission set assigned to user. Note why you gave it and what it lets them do. This helps with audits and future changes.
You can use a permission set link added to connect users to the right permissions. This makes user management easier and keeps things neat.
Permission Set Removed from User
Sometimes, you need a permission set removed from user. This happens when someone leaves or changes jobs. Removing permissions keeps your data safe. Here is how you do it:
Go to the Users section.
Find the user who needs a permission set removed from user.
Open their User Card.
In User Permission Sets, pick the permission set removed from user.
Click Remove to take it away.
Be careful when you remove permissions. If you remove a permission set removed from user too fast, the user may get errors. They might not have enough access for their job. Fixing one permission at a time can cause problems. Always check what each permission set assigned to user does before you remove it.
Note: Keep a list of every permission set removed from user. This helps you track changes and fix problems faster.
If you use a permission set link removed, update all related records. This stops gaps in access.
Permission Set Assigned to User Group
Before, you used user groups for many people. Now, you use security groups, but you may still see a permission set assigned to user group. Here is how you handle this:
Check each permission set assigned to user group to see if it fits your needs.
If you need a new user-defined permission set added, make sure it matches the group’s job.
Use a permission set link added to connect the group to the right permissions.
If you need a permission set removed from user group, check if anyone still needs it before you remove it.
Tip: Always write down changes to any permission set assigned to user group. This helps you stay compliant and avoid mix-ups.
If you need to update a user-defined permission set removed, check all users in the group. Removing a permission set removed from user group can affect many people.
Assigning to Security Groups
Security groups now replace user groups for most companies. Giving permission sets to security groups helps you manage access for many users. Here is a simple guide:
Make lean permission sets that only give needed access.
Map permission sets to security groups with a matrix. List permission sets in rows and security groups in columns. Use checkmarks to show which group gets which set.
List all users and put them in the right security groups in another matrix.
Use the Microsoft 365 Admin Center to manage security groups. You can see active groups and add new members.
In Business Central, go to Security Groups and click New to connect a group.
Give the right permission set assigned to user to each security group.
Note: Always write down security group names, their purpose, and which permission sets they have. This helps with audits and keeps things clear.
When you give permissions to users and groups through security groups, you save time and make fewer mistakes. Use a permission set link added to connect permission sets to security groups. If you need to update, use a permission set link removed to take away old permissions.
Best Practices and Common Scenarios
Always balance security and ease of use. Give users only the access they need.
Check permission sets often. Remove any permission set removed from user or permission set removed from user group that is not needed.
Use custom permission sets for special jobs. Add a user-defined permission set added when needed, and remove a user-defined permission set removed if it is not used.
Test all changes in a sandbox before you go live.
Log and watch all changes to permission sets. This helps you spot problems early.
Remember: Good user management keeps your data safe and your business running well.
Permission Tools and Telemetry
Permission Recorder Status
The permission recorder tool helps you make permission sets fast. It watches what you do in Business Central. The tool writes down each action you take. You get a list of permissions from your actions. You can pick Read, Insert, Modify, or Delete for each table. The recorder makes it easy to set up permission sets. You do not have to guess what access is needed.
Here is how you use the permission recorder:
Record your steps to make permission sets.
Choose access levels for each table.
Save all changes during your recording.
You must be careful when you set permissions. Too many permissions can give users extra access. Some security filter modes may slow things down. Always check your permission sets after you finish recording.
Permission Changes Telemetry
Permission changes telemetry lets you watch permission changes. You can see who made changes and when they did it. You get a clear list of all updates to permissions. This helps you check your system and keep it safe.
You can use this table to find mistakes or problems. You can fix things before they get worse.
Alerts and Notifications
Business Central gives you alerts when permission sets change. You see these alerts at the top of your page. You can close the alerts or do something about them. Some alerts let you go right to the page you need.
You get emails if someone changes important data fields. These alerts help you keep your data safe and find problems early. You can stop mistakes before they happen.
Tip: Use alerts and notifications to know about changes in your system. You can act quickly and keep your business safe.
Troubleshooting and Best Practices
Resolving Permission Conflicts
Sometimes users cannot get to the data they need. They might see errors on their screen. This happens when users have too many or too few permissions. You should look at error messages closely. Each message can tell you what permission is missing. Go to the Effective Permissions page to check user permissions. This helps you find extra or missing permissions.
Administrators should always follow best practices. This keeps your system safe and easy to use.
Tip: Check permissions often. This helps you avoid problems and keeps your team working well.
Indirect Permissions
Indirect permissions can make things confusing. In Business Central, users sometimes see data through objects they already have permission for. For example, a page may show data from many tables. Users need permission for all those tables. If they do not have direct permission, indirect permission lets them see the data anyway. You should check which tables each page or report uses. Make sure users have the right permissions for everything they need.
Note: Indirect permissions help users do their jobs. You must watch them so users do not get too much access.
Permission Project Tools
It can be hard to manage permissions for many users. You can use special tools to help:
Effective Permissions for All Users: This extension gives you one report with all user permissions. You can see who has access to what.
Comprehensive Reporting: The tool makes detailed reports about user access. This helps with audits and rules.
Streamlined Permission Management: You can change permissions easily, even for big teams.
Real-Time Data Access: People can see project status and performance right away.
Integrated Financial Management: You can keep spending in line with budgets.
Automated Reporting: Business Central makes reports automatically. Managers get updates and custom KPIs.
Resource Management: You can manage resources well and stop project delays.
Budget Control: The system helps you stay on budget and stop overspending.
Enhanced Collaboration: Team members can talk and share information easily. This lowers mistakes.
Use these tools to check permission changes. This helps you track updates and makes permission projects work better.
Tip: Use permission project tools to save time and keep your data safe.
You can now control Business Central permissions better. You also have more ways to use them. New roles, like Dynamics 365 Business Central Administrator, let you give detailed access to users.
Keep learning by checking the Feature Management page and free eLearning tools. Always look for new updates and use support to keep your system safe and working well.
FAQ
What happened to my old user groups after the update?
Your old user groups changed into authorization sets. Business Central did this for you during the update. You now use security groups and permission sets to manage access.
How do I assign permissions to a security group?
Go to the Security Groups page. Pick the group you want. Add the needed permission sets. All users in that group get those permissions right away.
Why should I use composable permission sets?
Composable permission sets let you build custom access for each job. You can reuse these sets for different users or groups. This makes your permission setup flexible and easy to manage.
Is the permission recorder still useful?
Yes, the permission recorder helps you create new permission sets. It tracks your actions and suggests the right permissions. You save time and avoid missing important access.
What should I do if a user cannot access something?
Check the user’s effective permissions. Look for missing permission sets. Add the needed set or update their group. Test the changes to make sure the user can work without errors.