Managing Record-Level Security Dynamics Ax 2009

Managing Record-Level Security Dynamics Ax 2009

Record-level security builds on the restrictions enforced by user group

permissions. With user group permissions, you restrict which menus, forms, and

reports members of a group can access. Record-level security enables you to

restrict the information shown in reports and on forms.

Record-level security is commonly used in the following situations.

You can:

•  Allow members of a Sales user group to see only the accounts they

manage.

•  Prohibit financial data from appearing on forms or reports for a

specific user group.

•  Prohibit account details or account IDs from appearing on forms and

reports for a specific user group.

•  Restrict form and report data according to location or country/region.

Before You Begin

The process of setting record-level security involves selecting a database table in

the Record Level Security wizard. Tables store the data shown in reports and on

forms. You might find it helpful to work with a developer who has knowledge of

the database tables while configuring record-level security. The developer can

help you choose the table that directly corresponds to the report or form elements

to which you want to restrict access.

Also, verify the following before beginning:

•  Does the user group that will be assigned record-level security

already exist or do you need to create a new user group?

•  Does the user group have, at the very least, View permission for the

report or form? If, for example, a Finance user group does not have

any access permission for the General Ledger module, then it does

not make sense to assign record-level security to any report or form

in that module because the group cannot access those reports/forms

in the first place.

To Set Record-Level Security

Setting record-level security is a two-part process. The first part involves

selecting a user group and the appropriate database table using the Record Level

Security wizard. The second part involves creating a query that specifies the

fields and criteria to be applied when record-level security is enforced.

Record Level Security Wizard

This procedure shows you how to use the Record Level Security Wizard:

1. Click ADMINISTRATION → SETUP → SECURITY → RECORD LEVEL

SECURITY.

2. Press CTRL + N to open the Record Level Security (RLS) wizard.

3. Select a user group and click Next.

4. Select a table. By default, the most frequently accessed database

tables are shown. Click Show all tables to expand the selection.

Click Next.

5. Click Finish.

Procedure − Set up a Query

This procedure shows you how to set up a query:

1. In the Record level security dialog box, select the user group and

click Query. The Inquiry dialog box appears. The Range tab shows

some of the common fields for the specified table. Your objective on

this tab is to specify the exact fields to be shown to the selected user

group on the report or form.

2. Select the first item listed on the Range tab. If no item is listed, press

CTRL + N.

3. Use the Field drop-down menu to select the field you want to show

on the form or report.

4. Use the Criteria drop-down menu to select the criteria for the

designated field. If no drop-down menu appears, enter the designated

criteria.

5. As necessary, press CTRL + N to add additional fields and criteria.

6. Click OK.

7. Inform members of the selected user group that they must close their

current client sessions and start a new session. If necessary, end

active sessions from the Online users form.

8. Verify that record-level security is enforced on the desired report or

form by logging on to Microsoft Dynamics AX as a member of the

specified user group. You should see only the information specified

in the query for the designated criteria. If you see additional

information, verify your query.

İrfan KOÇYİĞİT


ETG
Microsoft Gold Partner / Dynamics AX