Security Overview for Microsoft Dynamics GP

Security Overview for Microsoft Dynamics GP Paul Johnson Prophet Business Group

Transition to Role Based Security • Roles and Tasks introduced in GP 10.0 • Some companies “converted” existing security from GP 9.0 to GP 10.0 • Some rebuilt security by assigning Roles to each user • Lots of confusion around Roles and Tasks

Role-Based SecuritySecurity Components • User • Joe • Roles • AP Clerk • Bookkeeper • Tasks • View Vendors • PayablesTransactions • GL Reports • Operations • Vendor Inquiry • Payable Trx Entry • Apply Payments • Trial Balance

Security Setup Best Practices • Does an existing job role meet your needs? If Yes, assign existing roles to your users (note: most built in roles do not include posting) If No, build new job roles • Do not modify the built-in job roles, copy and rename

Security Setup Best Practices • Begin custom role/task names with a number or a special character (.) to bring it to the top of the list • Add the tasks you need to your new job role. Most of the time the built in tasks are sufficient

Role-Based SecuritySetup Enhancements “Default User” task gives enough access to log into Dynamics GP “Power User” role automatically gives a user access to ALL operations in the application Alternate/Modified Forms and Reports

Role-Based Security demo

Role-Based SecurityTips and Tricks • CustomerSource article KB 951229: Frequently asked questions about role-based security in Microsoft Dynamics GP 10.0 and Microsoft Dynamics GP 2010 • Use ‘Copy’ feature to create your own Security Tasks and Roles • Avoid altering the default roles\tasks • Tasks are grouped by type: Inquiry (INQ), Transactions (TRX), Reports (RPT), Admin (ADMIN) • Simplify Dynamics security by transitioning converted security to standard roles when time permits

And the Answer is… • What are the three main components of role based security? • Larry, Curly, and Moe • Marvin, Ron, and Blair • Users, Roles, and Tasks

Security Overview for Microsoft Dynamics GP