Configurable Business Documents in Dynamics 365 Finance and Operations - PART 5 - Business documents security

CONFIGURABLE BUSINESS DOCUMENTS IN DYNAMICS 365 FINANCE AND OPERATIONS - PART 5 - BUSINESS DOCUMENTS SECURITY

This article series explains and demonstrates the use of configurable business documents in real-life scenarios. The purpose is to provide a unique implementation resource. The entire series will be in five parts as follows: 

PART 1: Solution components

PART 2: End-to-end business document configuration

PART 3: Making a direct format change

PART 4: Adding a new field

PART 5: Business documents security

Let's get started with PART 5 which is the last part of this series.

CONTENT Introduction Activating Business Document security permissions  Configuring Business Document security permissions Summary

Introduction

Managing access to Configurable Business Document (CBD) templates within the Business Document Management workspace is crucial for maintaining organized and secure operations across various business domains (functional areas). By default, all users with access to this workspace can view all available ER solution templates. However, configuring access permissions allows administrators to control which users can edit specific templates, ensuring that only authorized personnel have the appropriate access based on their roles. This article outlines the step-by-step process for setting up these access permissions, enabling businesses to tailor template access according to functional areas and user roles, thereby enhancing document management efficiency and security.

Activating Business Document security permissions

If business document access permissions are not activated, every user with access to the Business Document Management workspace will see all of the ER document templates. To activate these permissions, follow these steps:

Go to Organization administration >> Electronic reporting >> Business document management >> Manage access permissions to edit templates.

Note that system notifies you that security is not in place yet.

Click on the access permissions settings. (1)

Activate the security. (2)

In this case, Business document management workspace (below) will show only

those templates that reside in ER format configurations and that are marked by a Business document type tag as below.

Configuring Business Document security permissions

The document list in the Business document management workspace can be restricted by configuring access permissions. This is crucial when various templates are used to create business documents across different domains (functional areas), and you need to grant specific users access to edit different templates within the Business Document Management workspace.

Access permissions for Business Document Management can be configured in the Access Permissions Configurator. Only one of the following users have access to this page:

• Users assigned to System administrator role
• Users assigned to any role that has duty Configure permissions to access Business document templates for editing (AOT name ERBDTemplatesSecurity)

Now, we know who can set up security configuration changes (any role with "Configure permissions to access Business document templates for editing" duty).

Let's talk about who can edit the business documents. 

When security is not active, every user assigned to any security role that is configured to perform the Manage Business document templates (AOT name ERBDManageTemplates) duty is able to open the Business document management workspace and can edit any template that is available. 

Let's assign Manage Business document templates duty to Accounts receivable clerk and see what is available to the role.

Note: In our case, there are only 2 documents that we have created in the previous articles in total in the Business document management workspace as below.

Please note that Accounts receivable clerk can see all available business documents because security is not active.

That's not what we want. What we want is to allow the Accounts receivable clerk to see only their related process documents.

Follow the procedure below to configure specific access to Business Documents for all legal entities:

Let's activate the security by going to Configurator of access permissions page.

Click on Organization administration >> Electronic invoicing >> Business document management >> Manage access permissions to edit templates.

Click on Access permissions settings.

Activate the parameter.

Click on OK.

What we want is to provide users access to only their respective business areas. The next step is for this purpose, to configure specific access permissions.

Click on +Add.

Select the role Accounts receivable clerk.

Create new line on the Access permissions per tags of configurations.

Select tag type Functional area.

Select Id Invoicing.

Create new line on the Access permissions per configurations.

Select related report configuration. We are selecting Free text invoice (Excel) Your company since we want Accounts receivable clerk to see only invoice, not packing slip.

All required configurations have been completed. Let's take a second look at the business document management workspace with Accounts receivable clerk role. There should be only free text invoice design there.

Please note that the Accounts Receivable Clerk can now only see the free text invoice design, as expected.

In summary, different combinations of the security settings result in the following:

In conclusion, this series on Configurable Business Documents in Dynamics 365 Finance and Operations has provided a comprehensive guide to setting up and securing business documents. By following the steps outlined across these five parts, organizations can effectively manage document configurations, make format changes, add new fields, and control access based on user roles and business areas. Implementing these security measures ensures that only authorized personnel can view and edit specific templates. 

This final part on Business Document Security completes the series, equipping you with the knowledge to fully leverage configurable business documents in your Dynamics 365 Finance and Operations environments.