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Creating New User

This guide covers how to add and manage users in Microsoft Dynamics NAV, including user creation, role assignment, and permission configuration.

Overview​

User management in Microsoft Dynamics NAV involves:

  • Creating User Accounts - Setting up new users in the system
  • Assigning Roles - Granting appropriate permissions
  • Configuring Permissions - Fine-tuning access levels
  • Managing Security - Ensuring proper access control

Prerequisites​

Before adding users, ensure you have:

  • ✅ Administrative access to Microsoft Dynamics NAV
  • ✅ User role with user management permissions
  • ✅ Required user information (name, email, etc.)
  • ✅ Understanding of role requirements
  • ✅ Access to Windows User Management (if using Windows authentication)

User Creation Methods​

Method 1: Windows Authentication​

Microsoft Dynamics NAV can use Windows authentication for user management.

  1. Create Windows User

    • Create user in Windows Active Directory
    • Set up Windows user account
    • Configure Windows permissions

  2. Add to NAV

    • Open NAV User Setup
    • Add Windows user
    • Assign NAV roles

Method 2: NAV User Account​

Create users directly in Microsoft Dynamics NAV.

  1. Navigate to User Setup

    • Go to Administration → Application Setup → Users
    • Select Users from the menu

  2. Create New User

    • Click New to create a user
    • Enter user information
    • Configure user settings

Step-by-Step: Creating a User​

Step 1: Access User Management​

  1. Open Microsoft Dynamics NAV
  2. Navigate to Administration → Application Setup → Users
  3. Select Users from the menu

Step 2: Create User Account​

  1. Click New

    • Click the New button
    • User card will open

  2. Enter User Information

    The user configuration form contains the following sections:

    General Section:

    • User Name - Unique identifier (e.g., 211763)
    • Full Name - Full name of the user
    • License Type - User license type (e.g., "Device Only User")
    • State - User status (Enabled/Disabled)
    • Expiry Date - Account expiration date (optional)
    • Contact Email - User email address (optional)

    Windows Authentication:

    • Windows User Name - Windows account name (if using Windows authentication)

    Access Control Service Authentication:

    • ACS Access Status - Access Control Service status (Enabled/Disabled)

    Business Central Password Authentication:

    • Password - User password
    • User must change password at next login - Checkbox to force password change

    Web Service Access:

    • Web Service Access Key - Key for web service access
    • Web Service Expiry Date - Expiration date for web service access

    Office 365 Authentication:

    • Authentication Email - Email for Office 365 authentication
    • Application ID - Application identifier
    • Mapped To Exchange Identifier - Checkbox for Exchange mapping
    • Authentication Status - Office 365 authentication status (Enabled/Disabled)

    User Groups:

    • Use Find, Filter, and Clear Filter buttons to manage user group assignments

  3. Save User

    • Click OK to save
    • User account is created
User ID Format

Use a consistent naming convention for User IDs (e.g., first initial + last name, or employee number).

Step 3: Assign User Roles​

  1. Open User Roles

    • Select the user
    • Navigate to User Roles or User Setup

  2. Assign Roles

    • Click New to add a role
    • Select appropriate role from list
    • Configure role settings

  3. Common Roles

    • ACCOUNTANT - Financial operations
    • SALES MANAGER - Sales and customer management
    • WAREHOUSE MANAGER - Inventory management
    • DATA ENTRY - Basic data entry tasks
    • READ ONLY - View-only access
Role Assignment

Assign roles based on the user's job function. Users can have multiple roles if needed.

Step 4: Configure Permissions​

  1. Access Permission Sets

    • Navigate to Administration → Application Setup → Users → Permission Sets
    • Select relevant permission sets

  2. Assign Permissions

    • Add permission sets to user
    • Configure object-level permissions
    • Set up data access restrictions

  3. Test Permissions

    • Log in as the new user
    • Verify access levels
    • Test functionality

User Setup Options​

Basic User Setup​

FieldDescriptionRequired
User IDUnique identifierYes
User NameFull nameYes
Windows User NameWindows accountOptional
EmailEmail addressRecommended
StateEnabled/DisabledYes

Advanced Settings​

  • License Type - User license configuration
  • Expiration Date - Account expiration (if applicable)
  • Change Password - Force password change on next login
  • Allow Application Access - Enable/disable application access
  • Allow Web Service Access - Enable/disable web service access

Role Management​

Standard Roles​

Microsoft Dynamics NAV includes standard roles:

  • ACCOUNTANT - Full financial access
  • SALES MANAGER - Sales and customer management
  • WAREHOUSE MANAGER - Inventory and warehouse operations
  • DATA ENTRY - Basic data entry permissions
  • READ ONLY - View-only access to data

Custom Roles​

You can create custom roles for specific needs:

  1. Create Role

    • Navigate to Roles setup
    • Create new role
    • Define role permissions

  2. Assign Permissions

    • Configure what the role can access
    • Set up data restrictions
    • Define functional permissions

Permission Sets​

Understanding Permissions​

Permissions control what users can:

  • Read - View data
  • Insert - Create new records
  • Modify - Edit existing records
  • Delete - Remove records

Permission Levels​

  • Full Access - Complete access to object
  • Read Only - View access only
  • Limited Access - Restricted access
  • No Access - Cannot access object

Assigning Permission Sets​

  1. Select Permission Set

    • Choose appropriate permission set
    • Review permissions included

  2. Assign to User

    • Add permission set to user
    • Verify permissions
    • Test access

Security Best Practices​

User Account Security​

  • ✅ Use strong, unique User IDs
  • ✅ Enable user accounts only when needed
  • ✅ Disable unused accounts promptly
  • ✅ Regular review of user access
  • ✅ Implement password policies

Role-Based Access​

  • ✅ Assign minimum required permissions
  • ✅ Use role-based access control
  • ✅ Regular permission audits
  • ✅ Document permission changes
  • ✅ Review access logs

Access Management​

  • ✅ Regular user access reviews
  • ✅ Remove access when users leave
  • ✅ Update roles when job functions change
  • ✅ Monitor user activity
  • ✅ Document all changes
Security Reminder

Always follow the principle of least privilege - grant users only the minimum permissions they need to perform their job.

Common Scenarios​

Adding a New Employee​

  1. Create user account
  2. Assign appropriate role
  3. Configure permissions
  4. Provide training
  5. Test access

Changing User Permissions​

  1. Access user setup
  2. Modify role assignments
  3. Update permission sets
  4. Verify changes
  5. Notify user

Disabling a User​

  1. Access user setup
  2. Change state to "Disabled"
  3. Remove role assignments (optional)
  4. Document reason
  5. Archive user data (if needed)

Troubleshooting​

Common Issues​

IssueSolution
User cannot log inCheck user state (Enabled), verify Windows account, check license
User lacks permissionsVerify role assignments, check permission sets, review object permissions
User sees wrong dataCheck data access restrictions, verify company access, review filters
User cannot perform actionCheck object permissions, verify role permissions, review security settings

Verification Steps​

  1. Check User Status

    • Verify user is enabled
    • Check account expiration
    • Verify license availability

  2. Verify Permissions

    • Review role assignments
    • Check permission sets
    • Verify object permissions

  3. Test Access

    • Log in as user
    • Test functionality
    • Verify data access

User Maintenance​

Regular Tasks​

  • Review Active Users - Verify all users are still active
  • Update User Information - Keep user details current
  • Audit Permissions - Review and update permissions
  • Remove Inactive Users - Disable or remove unused accounts

Documentation​

  • Document all user additions
  • Maintain user change logs
  • Keep permission records
  • Update user directories

Questions?​

For questions about creating users in Microsoft Dynamics:

  • Contact your Technical Team Lead
  • Reach out to the Head of Software Department
  • Check system documentation
  • Review user management guides

Need help? Don't hesitate to reach out! 🚀

Last updated on by shellatomic