Business Central Roles & Permissions
roles and authorization concept
"Someone has changed something in the facilities again!" - Does this sentence sound familiar to you?
As an IT manager, you know only too well how quickly data chaos can arise if access rights are not set up correctly. A simple mistake, a careless act or a malicious intent can quickly lead to sensitive data being viewed or manipulated .
The consequences can be dramatic: fines, contractual penalties or even the loss of business partners and customers . You know that it is your job to minimize these risks and create a secure environment for your company's data.
A role and authorization concept that ensures authorized access to IT systems and data helps here. Your goal is to maintain compliance and to be able to present documentation to your auditor at the next audit .
Typically, you use roles and authorizations to control order limits and approvals when purchasing and authorized changes to all master data such as customer, vendor or item master data.
In this blog post, you will learn how you can set up a role and authorization concept in Business Central to be on the safe side during the next audit .
Roles in Business Central
In Business Central, there are different roles that give users access to certain functions and data. Depending on the role, the Role Center, the user interface, is adapted to the role and only the tiles, lists and actions that the user needs in his role are displayed.
Each role contains predefined permission sets and accesses. Basically, BC distinguishes between standard roles and user-defined roles
standard roles
The following predefined roles exist in Business Central Standard:
Managing Director
The Managing Director's Role Center provides a comprehensive overview of the most important key figures such as sales in the current month, the total amount of overdue sales invoices and outstanding purchase invoices.
Furthermore, the managing director can see at a glance the number of currently running offers, orders and purchase orders.
- assessment by managing directors
- buyers
- accountant
- service manager
- sales order processing
- production manager
- project manager
- buyers
- Marketing and Sales Manager
- Administration of users, security groups and permissions
- warehouse manager
- shipping and goods receipt
- team member
- Warehouse employee - warehouse management system
Custom Roles
Custom roles are customized and can be tailored to the specific needs of a company.
Managing Roles & Permissions
Create a profile for greater user-friendliness
Avoid frustration and inefficient workflows by increasing the user-friendliness in BC. Use profiles to give your users the right tools for their day-to-day operations.
Profiles in Business Central are a way to customize the user interface and work environment for users. Here you control which relevant functions and pages should be displayed to users.
Profiles not only increase faster navigation for users, but also improves security by restricting access to features and data to a specific group of users.
Here you will find a short guide on how to store profiles for users in Business Central.
Security groups with Microsoft Entra ID (formerly Azure Active Directory)
Imagine you're a bouncer and your job is to make sure only certain people come through the door. Security groups in Business Central are like a guest list that allows you to decide who has access to which areas.
The Microsoft Entra ID is like an ID card that every guest carries with them. By linking security groups in Business Central with the former Azure AD, users can be automatically assigned to specific groups based on their Microsoft identity .
This connection makes it easier to manage user accounts and access rights in Business Central and enables effective integration with other cloud-based applications and resources. It's like a bouncer reading the guest list with a scanner to make sure only authorized people come through the door.
By using security groups and Microsoft Entra ID (formerly Azure Active Directory), companies can better meet their security and compliance requirements .
Entra ID enables organizations to centrally manage identity and access management and ensure a consistent , secure identity for all cloud-based applications and resources.
This provides greater security and control over access to corporate data and applications. In addition, companies can automatically assign the Business Central license to members of the security group. By assigning the license at the group level, companies can reduce administrative overhead by not having to set up users individually.
Read more: Creating security groups in Business Central
Add permission sets
You can add not only members but also specific permission sets to the security groups in BC.
field safety matrix
In addition to the authorization sets, you can use the field security setup and matrix in BC to define access rights to specific fields in a table .
This feature can help restrict access to confidential or sensitive data, thereby reducing the risk of data misuse or loss .
For example, you can use field security to restrict access to sensitive financial data such as bank account numbers or credit card information.
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