Work with Users

The module Authorization Management helps you to manage your users transparently and clearly. This way you easily can insert, modify, delete and authorize users.

This procedure will explain how to create a user.

Follow the steps below to create a user:

1. Open the window User Authorization by selecting Departments - Compliance - Security - Authorization Management - User Authorization.

2. Press Ctrl+N to create a new user.

3. Select the Login Type: This field indicates which type of user you are managing (Windows Login or Database Login). Modifying this field is only possible during insertion of the user.

4. User ID: Enter the ID of the user depending on type:

• Database Login: You can directly enter an ID.
• Windows Login: You can insert a user by selecting the lookup button of field User ID and selecting a user from the Active Directory of Windows.

5.Attention! Inserting a new Windows-user is only possible in Classic.The Active Directory table is not accessible in RTC.

6. Complete the other fields in the header. Only applicable for type Database Login:

• Name: The name of the user.
• Password: The password of the user.
• Expiry date: (Optional) the expiration date of the login.

Note! If Dynamics NAV is used in combination with Microsoft SQL-Server, a new database user should be added at the SQL-Server first.

In the sub window Organizational Roles (formerly User Profiles) you can link Organizational Roles to the user. The sub window Assigned Permission Sets (formerly user roles) shows the roles that are assigned to the user through the Organizational Roles and are just shown as information. Permission Sets that are assigned under water (by the Dynamics NAV Classic security menu Extra - Security) are shown in red. These roles are not assigned to the user by the module Authorization Management and are not linked with an Organizational Role.

Authorization is done by linking a Organizational Role to a user. Select in the left sub window the Organizational Roles that are assigned to the user.

1. Select the button arrow down button in the field Organizational Role to select the Organizational Role to link.

2. Complete (optional) for the Organizational Role the fields:

• Company(Group): Add a company name to set company specific security. If it is empty the security is for all companies.
• Starting Date: Used for starting the assignment of the Organizational Role at a specified date.
• Ending Date: Used for ending the assignment of the Organizational Role at a specified date.

3. Repeat this activity if more Organizational Roles should be linked to the user.To activate the authorization of an user, synchronize the user.

Membership of groups in Active Directory can be seen for the active user card. When the active card is a group, both account membership and membership of other groups can be shown. Use the buttons under Actions, Functions, Process.

This procedure explains how to manage a user with the module 2-Controleware Authorization Management.

Linked Organizational Roles (formerly user profiles) with Sync Status ‘To be Synchronized’ can be deleted with the standard Dynamics NAV method Ctrl+Del. After synchronizing a linked Organizational Role, this is no longer possible manually because the standard Dynamics NAV tables will not be updated correctly.Follow the instruction to delete the link.

1. Modify the field Sync Status of the regarding organizational role manually to ‘To be deleted’.

2. Synchronize the user. By synchronizing, the linked Organizational Role is deleted from the user and the standard Dynamics NAV security tables are updated correctly with the latest changes.

3. Alternatively, deletion might be scheduled in the field Ending date. The scheduling of the job then determines the moment of deletion. By default the entry with the user account is deleted after synchronization.To save the entry select ‘Save after Ending Date’.

To activate the authorization of an user, synchronize the user to update the security tables of standard Dynamics NAV.

1. Open the window User Authorization.
2. Synchronize users by selecting Actions, Functions, Synchronize User or by pressing F9.

TIP! With the option Synchronize All, all users will be synchronized.