Creating Users in Microsoft Dynamics SL 2015

This blog is part of our Customer Care series, where our experts address technical implementation and service questions across the Tribridge product portfolio to assure that customers have the support they need to optimize their solution most effectively and efficiently.

For many, setting up a new user in Dynamics SL isn’t something that is done every day. Because of this, one doesn’t always remember how to complete the task. To help with this very common support question, I have created this step-by-step guide to walk SL administrators through the process. With a little direction, anyone can easily navigate their way through this simple task. 

Step 1:

Log into Microsoft Dynamics SL as an SL administrator. Navigate to and open: Administration > System Manager > Security > User Maintenance.

Note: If the Administration menu band is not visible, then you are likely not logged in as an Administrator.

User Maintenance

Step 2:

Complete the Details on the User Maintenance Screen. Defined below are all the fields on the Details tab of User Maintenance. Some are required. Others are not. Be sure to read each carefully.

To complete Details tab:

1. User ID

Distinct to the each System Database. Choose a format that fits your internal user naming conventions. I typically advise replicating the user’s Windows User ID to keep things consistent.

2. Name

Populate with their first and last name.

3. Password

This field can be left blank if using Windows (Active Directory) Authenticated security. If you populate the Password when using Windows Authentication, the user will be challenged for a password upon login to SL.

4. Telephone

 Enter the user’s telephone number. This field is optional. It does appear on the Active Users screen (98.210.00) and can be handy along with other similar details to follow.

5. Location

Free form entry of where the user is geographically. This field is optional.

6. Email Address

Enter their email address. This field is optional.

7. Windows User Name

Required if using Windows Authentication. Enter it in the following format:  Domain\UserName.  If entered in correctly, it will immediately ERROR when you tab off the field.  If SL is not configured for Windows Authentication, the field will not be visible on the form.

8. Home Page

URL to display on the user’s SL home screen. This field is optional.

9. Pick Required Field Color

The color used to indicate required fields throughout the system. The default is red.

10. Active Application Server User

Check this box if the user should be allowed to submit Application Server requests. You will want to verify that the user has sufficient rights to the Application Server Submit screen (96.020.00), if leveraged.

11. Role

If the “user” is to be a role, then click this option.  Note that this is not common and not necessary in the context of this walk through.

12. Default User

This inactive check box indicates if the record is a user’s default SL account associated with the defined Windows user. It is not an interactive field. Information/Display only.

User Maintenance Window

*Once completed, save the configurations by pressing the Save button on the tool bar or by typing CTRL+S. This creates the new user record in SL.

Step 3:

Assign Groups to the account via the Groups tab on User Maintenance.

By completing this tab, Access Rights are assigned to the new user account. The groups should already be designed and setup in SL to reflect roles within the company. As such, I often recommend copying the groups of an existing user with similar job functions, to a new user as this expedites the process. If the user is filling a new role, then deeper consideration will be required with regard to group assignments.

To complete Groups tab:

  1. Select the Groups tab.
  2. Click under the Group ID column and press the F3 Key to display a list of pre-defined access rights groups. Select the appropriate groups for the new user; one group per record in the Groups grid. Note that all users should be a member of the “EVERYONE” group. This allows them to see all standard menu items that they are entitled to via their access rights.

    *TIP:  You can copy groups using CTRL+C from one user record and paste to another using CRTL+V.

  3. Customization Group – This field identifies a group assignment for users whom certain customizations apply. This group must already be setup in the Customization Group Maintenance screen (91.270.00), if being leveraged.

 User Maintenance Window Group ID

*Once completed, save the configurations by pressing the Save button on the tool bar or by typing CTRL+S.  This completes the setup of a new user in SL.

Step 4:

Have the user test their login and report back the results.

There are times when screens or processes will not work as expected.  To determine why, I recommend checking the group assignments to ensure they fit the user’s role. To get more details on what each Group is configured to do, use the Access Rights Details - Quick Query report.  It can be found under Quick Query > Administration > Access Rights Details.  When filtering it on “Relationship” that will give the details on each Group’s Access Rights in SL.  Filtering on the User will show their full Access Rights report. This will help in determining if there are holes in their permissions or if they have been given too much access to SL.

Access Rights Details

In any event, if issues are encountered or you just have questions, feel free to reach out to us!  We will gladly help.

Please note that Main Stream Support for SL 2011 ended July 2016; consider upgrading today.  All Support for SL 7.0 ends October 2017, so be sure to check out the new features in SL 2015.

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