The use of Dynamics 365 Business Central or NAV is characterized by the assignment and definition of users, roles and their rights. Following on from our last Newsletter issue in February, in which we introduced you to the importance of these, we describe how you can manage the profiles and their users in a role center.
At least one role is assigned to each user. Based on the roles to which the user belongs, the user has rights and access authorizations that can generally be extended.
A role center consists of a collection of users, which are referred to as "profiles". It can be seen as a "homepage" for all users of a profile. The role center is configured according to the tasks and assigned processes and priorities of users in the profile.
Profiles are therefore used to link users to predefined role centers.
In general, it can be said that a role center displays information that users need to carry out their daily work. The customization is done by an administrator to define the requirements of a specific role in your role center. For example, there is a role center for "order processing". This reflects the requirements and processes of order processing in the company for all users who perform these tasks.
In Dynamics NAV, profiles are already available as standard, each of which corresponds to a role center and is linked to it. The administrator can create new profiles or change existing ones.
Below you will find step-by-step instructions on how to create, change or copy a profile for users in the "Order processing" area in Dynamics NAV. By copying an existing profile, you benefit from considerable time savings, as only a few settings need to be changed.
Creation of a profile:
- Enter in the search function "Profiles" and select the corresponding link.
- Select the action "New" You can open the window "New profile card" open.
- In the field "ProfiI ID", enter a name that describes the role of the user.
- Enter the description of the profile ID in the corresponding field "Description", such as "order processing".
- The ID for the role center is defined in the corresponding field that is to be assigned to the profile.
- The role center is set as the default for this profile in which the checkbox "Standard roll center" is activated.
- Confirm this process with the "Ok".
To change an existing profile, follow the same steps. Instead of the "New" select a "Existing profile" in the profile page.
Copying a profile:
- Open the profile to be copied and select the "Copy profile" from.
- Enter a name for the profile to be copied in the "New profile ID".
- The field "New profile area" is set to one of the following areas:
- System - the new profile is available for all tenant databases
- Tenant - the new profile is only available to the current tenant database
- Confirm this process with the "Ok".
You can also save even more time by exporting and importing profiles as XML files from and to a Dynamics NAV database. The user interface is configured here. Instead of reconfiguring a profile, you use an existing profile configuration.
Please note that the import is not possible if the profile already exists in the database. This also applies if the XML file has a different name or different content. The existing profile must first be deleted in order to import the new profile.
A profile that has already been configured in a NAV database can be reused in another database by exporting the profile to an XML file. It is then possible to import the XML profile file into another database.
Export of a profile:
- Open the page "Export profiles".
- Select the profile from the list and use the "Export" to continue.
- Save the XML file to a location on your computer.
Import of a profile:
- Open the page "Import profiles".
- Selection of the XML profile file.
- Confirm this process with the "Ok".
Would you like to use Dynamics 365 Business Central in your company in the future or are you already using Dynamics NAV?
Would you like to find out more about the role and user concept and set up corresponding role centers?
Get in touch with us! Our consultants will be happy to support you or answer any initial questions you may have.
