Create and manage User Groups

In Microsoft Dynamics AX, permissions and user rights are granted to user groups. By adding a user to a user group, you grant the user all the permissions and user rights assigned to that user group

1.  create a group and add users to that group :

The following procedure describes how to add users to a group at the time that the group is created. You do not have to add users to a group when it is created. You can add users to a group later on the User form 

1. From a Microsoft Dynamics AX client, click Administration > Setup > User groups.
2. On the Groups tab, create a new group.
3. Enter an identification in the Group column (required). For example, Fin for Finance or HR for Human Resources.
4. Enter a name in the User group name column (required). For example, Finance Department or Human Resources Department.
5. Click the Users tab.
6. Select users in the Remaining users list and then click the left-arrow button (<) to move the selected users into the Selected users list. All users moved into the Selected users list are added to the current group.
7. Press CTRL+S to save changes.

Manage Security Permission for User Groups : 

Security keys are the permissions that control access to functionality within the application, and are set to individual user groups and users.

Permissions determine who can access menus, forms, reports, and tables. In Microsoft Dynamics AX, you assign permissions to user groups instead of individual users. Assigning permissions to groups saves time because you do not have to adjust permissions for each user.

When you create a new user group in Microsoft Dynamics AX, by default the group is set to No access for all menus, forms, reports, and tables. This means that after you create a new group, you must use the procedure in this topic to enable permissions. Otherwise, all members of the group are denied access to all menus, forms, reports, and tables

2. Set up security keys

Security keys are set up from Administration > Setup > Security > User group permissions on the Permissions tab.

Within a security profile, you can assign permissions that define access to menu items, form controls, tables, and fields.

Permissions are granted in five available access levels:

• No access – Completely restricts access to that item and any sub-items it controls. The Open command is disabled. Also, the node is not displayed in the Application Object Tree (AOT).
• View access – Members of the user group are allowed only to view the item. The Save, Compile, Lock and Unlock commands are disabled.
• Edit access – Members of the user group can view and edit the item. The New, Duplicate and Rename commands are disabled.
• Create access – Members of the user group can view, edit, and create new items. The Delete command is disabled.
• Full control – Members of the user group have full access. No commands are disabled.

Security access for each user must be determined before first logon. Access depends on which user groups the user is a member of, and which company or domain the user is a member of. Access to functionality of each security key can depend on its parent, so the calculation must be done hierarchically

Set access permissions for user groups

1. From a Microsoft Dynamics AX client, click Administration > Setup > Security > User group permissions.
2. On the Overview tab, select a user group and then select a domain.
3. Click the Permissions tab.
4. In the list, select the item or items for which you want to set permissions, for example Absence approver.
5. Under Access, select a permissions level. After you have selected a permissions level, the selected item shows a check mark to indicate that permissions have been set.
6. In the Viewing list, select a new area of Microsoft Dynamics AX for which you have to set permissions.
7. Press CTRL+S to save changes.
8. If you changed the permissions of an existing group, especially if you set more restrictive permissions on that group,restart the Microsoft Dynamics AX server. Instruct all group members to restart their Microsoft Dynamics AX clients.