Your users need permissions to use Business Central. Controlling who can access which areas of the system via permissions is a crucial part of your Business Central security model.
Here’s a short guide
Permission Sets
A Permission Set in Business Central is a collection of user permissions mapped to various parts of the database.
Permissions define which areas of the system a user can access and edit. More specifically they define which database objects a user can read, add to, modify or delete.
All users must be assigned one or more Permission Sets before they can access Business Central.
How do I find permission sets in Business Central
To find Permission Sets, search (ALT+Q or click the search icon) for permission sets. You’ll see a list of pre-defined permissions.
You might find these Permission Sets are sufficient if you have a simple business operation with few users. However many people find they need to make custom permission sets
Creating new permission sets in Business Central
There are three ways to create new Permissions Sets:
- Start with an empty set of permissions
- Copy an existing permission set
- Record an action
For the first two methods you’ll need to understand your database objects and what levels of access you wish to give. For each object you’ll need to choose which of these permissions to assign
- Read
- Insert
- Modify
- Delete
The third method, recording an action, is more intuitive. You start recoding, then carry out a task and the system saves the permissions required for that task. You can repeat this for other tasks and build up permission sets for all the main tasks in your system. For an explanation of how to record a permission set – see this page on Microsoft Learn
It’s best to get a Business Central administrator to do this work; we can advise if you’re not sure
User Groups
User Groups are created to group multiple permission sets together. When a user is assigned a specific User Group, the underlying permission sets are assigned to them.
To see user groups, search (ALT+Q or click the search icon) for user groups
User groups often map to job roles within a company, for example
- Sales
- Opportunity management
- Finance
Create a new Business Central user group
- Click New and give the group a code and a name
- Click permissions
- Search for the permission set you want to assign to the user group and add it
- Repeat for as many permission sets as you like
Users
All users need one or more permission sets before they can access Business Central
To see users, search (ALT+Q or click search icon) for users
On the user card you’ll see a list of permission sets and user groups the user is a member of. You can add and remove them here.
When assigning a user to a Permission Set, make sure you set the company which you want the permission to apply. If you don’t specify a company, the user permission applies to all companies.
User permission errors in Business Central
If a user does not have the correct permissions to access an item, they will see this message “You don’t have the following permissions on TableData…”
Speak to your administrator and describe the steps you took to get to this message. We can help
