Learn AX: A Beginner s Guide to Microsoft Dynamics AX. Managing Users and Role Based Security in Microsoft Dynamics AX Dynamics101 ACADEMY

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1 Learn AX: A Beginner s Guide to Microsoft Dynamics AX Managing Users and Role Based Security in Microsoft Dynamics AX 2012

2 About.com is a Rand Group Knowledge Center intended to provide our clients, and the Microsoft community, with on-demand training. About As a professional services firm, Rand Group serves the oil and gas, manufacturing, distribution, and construction segments in Texas and the Southeastern United States. Should you require personalized support for your business, Rand Group offers a variety of Business Advantage support plans to fit your business needs. VIEW RAND GROUP S MICROSOFT SUPPORT OPTIONS.

3 Learn AX: A Beginner s Guide to Microsoft Dynamics AX Managing Users and Role Based Security Introduction Users in Microsoft Dynamics AX are internal employees of an organization, external customers, or vendors who require access to Microsoft Dynamics AX to perform their tasks. Any user who wants access to Microsoft Dynamics AX must first be added to a User list.

4 Microsoft dynamics AX supports three different types of user accounts: 1. Active directory user All users registered in the Active directory are added through this account type 2. Active directory group A group that exists in Active Directory can be added through this type All users part of that group automatically gain access to Microsoft Dynamics AX 3. Claim users External users that are not part of an organization, i.e. Customers or Vendors. These users are added through this account type and are authenticated through SharePoint. Users in Microsoft Dynamics AX must be assigned Security Roles so that they can perform their relevant tasks. A user can be assigned one or more roles depending upon the business needs. In this tutorial, we will focus on creating a new Active Directory User and assign Security roles to it.

5 1. First we will create a new User. Go to System administration > Common > Users > Users

6 2. There are two ways to create a new user: a. Manually create a User i. Use this option when you want to add a single user in AX. ii. Click on the User button in the New group within the action pane. The User detail form will open. iii. Enter the details of the user in the General fast tab. iv. Enter the user ID you want to assign to the user in the User ID field. User ID is the unique ID assigned to the user in Dynamics AX. v. Enter the user name of the user in the User name field. vi. Enter the network domain in the Network domain field. vii. Enter the network alias in the Alias field. viii. Make sure the Account type selected is the Active Directory user

7 ix. Check the Enabled checkbox to enable the user. A user is now created and activated. Next we assign Roles to the User: x. Navigate to the User s roles fast tab. You can see that System user is assigned by default. The System user role is used to logon in AX and enables the user to perform user related tasks.

8 xi. Now, click on the Assign roles button to assign additional roles to the user.

9 xii. In the Assign roles to users Dialog box, select all the Roles you want to assign and press OK.

10 xiii. Assigned roles can be seen in the tree view above.

11 b. Import Users from an Active Directory: i. Use this option when you want to bulk Import users in AX. ii. Click on the Import button in the New group within the action pane. The Active Directory Import Wizard opens.

12 iii. Assigned roles can be seen in the tree view above.

13 iv. Now, the wizard will search for Users from the Active Directory. v. Make sure Search for AD users is selected. Now select the domain from the Domain name field. You can also filter users based on other fields like network alias, Display name, etc. vi. Click Next.

14 vii. If any warning message appears stating that the search will take a lot of time to complete, select Yes. viii. The result of the search is shown on this page. Select the users you want to Import by checking the Import checkbox. Click Next.

15 ix. In the new page, verify the selected users. The Microsoft Dynamics AX automatically assigns the User ID to each user based upon the first five characters of the Network Alias. If two users have the same first five characters, AX creates a user ID based on the first four characters followed by a digit. x. After verifying all the Users, click Next.

16 xi. The Select roles page is displayed. Select the roles you want to assign to the imported Users NOTE: All users will be assigned the same Role. If you want different roles for different users, skip this step and assign roles individually after the import process. xii. Click Next.

17 xiii. The Select profile page is displayed. Use this page to assign User profiles to users. A user profile determines the content that will be displayed on the Role Center page for the users who are assigned that profile. xiv. Select No profile in all companies. It will not assign any profile and you have to assign a user profile individually after the import process. xv. Click Next.

18 xvi. Click Finish to complete the process.

19 xvii. The newly imported Users are displayed on the Users list page. xviii. Double click on any user to view the details of the User.

20 Congratulations! You have now completed Lesson #3! In the next lesson we will Create a new Product. Stay tuned! Need A Hand With Dynamics AX? Rand Group offers 24/7 support and training for your business software. Click here to learn more

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