Business Central offers many different ways of enhancing security in the system, including different types of user licenses, permission sets, and security filters. This post will walk the user through modifying the permission set to limit the records a user can see. We will use three examples to show how security filters can help limit access to inventory, the Chart of Accounts, and Customers.
Scenario 1: You need to give your order processors access so they can only see the finished goods ready to be sold.
Limiting inventory visibility for your order processors is a great way to ensure they can only create sales orders for items meant to be sold (Finished Goods) and not those used in manufacturing (Raw Materials). While the permission set has already been created so they can see the Item Table, we need to limit access to certain records further.
Start by navigating to “Permission Sets”:
From here, select a permission set with a type of “User-Defined” because we cannot edit permission sets with a type of “System.”
Once highlighted, select “Permissions” on the ribbon:
In this example, you can see how the Order Processor Permission Set has read permission to all items. In the very last column, you can see that the security filter is blank:
Once you drill down into the Security Filter, you will notice that there are two primary fields; the Field Number and the Field Filter. In the Field Number, you can choose from any field that is in the table that you want to filter on. In this example, we will choose the GTIN field, because we know that only Finished Goods have GTINs at our company.
Now that we have the GTIN field selected, you can use the Field Filter to use any standard expression to filter the Item list. Something to note is that the Field Filter does not accept Wild Cards, so you need to use any of the other Filter Criteria and Operators.
In this instance, we will use <>’’ (note that this is two single quotes (‘), which designates that the GTIN field is not blank). That will return any item that has a GTIN for whoever is assigned this permission set. Once the desired filter is set, go ahead and close the window:
You should now see the filter populated on this table:
Once I log in with a user that is assigned this permission set, you will see they only have access to Items that have GTINs:
Scenario 2: You want to assign someone who helps with Accounting only access to certain G/L accounts on the Chart of Accounts.
This is a common scenario where you want to give access to the Chart of Accounts, but you don’t want the user to see everything. Following the same methodology as Scenario 1, we will navigate to a permission set that has the G/L Account table listed as a permission set:
Navigate into the Security Filter and select the “No.” field. Fill in the Field Filter that you want to grant them access to. In this case, I only want the users to have access to accounts 10000, and 10100-10200, so I will use the fiter 10000|10100..10200.
And this is the result:
Scenario 3: You only want the employees on your sales team to see their assigned accounts.
It’s common to want to only allow users to see the accounts that they are assigned to. Using the same method as above, we can navigate to a permission set that has the Customer table on it:
Filter on the salesperson code:
And now assign it to that user, and it will only allow them access to accounts they are assigned to!
As you can see, Business Central’s security filters are a great way to protect the data in your system, allowing limited access to the users that need it.
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