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Assigning the right permissions to your users is one of the everyday tasks of managing a Business Central database. This article walks through how to assign user rights, the difference between user groups and individual permission sets, and how to limit a permission set to a specific company.
In Business Central, you assign permissions on the Users page. Each user can have permissions added through user groups or through individual permission sets. User groups bundle several permission sets together based on a role, such as administrator or finance. Individual permission sets are the standard sets that Microsoft delivers, and you add them one at a time.
You can also limit a permission set to a specific company. This means a user can have a base role in every company in your database while only having access to a specialised set, such as troubleshoot tools, in one company.
Where to assign user rights in Business Central
Start by finding your users on the Users page. Select the user you want to work with and open their user rights. When you scroll down, you see the permissions currently assigned to that user. In this example, the user has a single permission set called Basis.
The form gives you two ways to add permissions: user groups and individual permission sets.
User groups versus individual permission sets
User groups are a combination of permission sets bundled together for a particular role. When you look up the available groups, you find options such as Administrator 365 Premium, the finance department, and so on. This approach is role-based: you pick the group that matches what the person does in the company, and they get all the permission sets that come with it.
The individual permission sets, listed further down, are all the standard sets that Microsoft delivers. You add these one at a time when you want to give a user a specific capability without assigning a whole role.
Adding a permission set to a single user
If a user only has the Basis permission set and you want to give them more, you can add an individual permission set directly. For example, to give the user access to troubleshoot tools, select the Troubleshoot Tools permission set and add it to the user.
Limiting a permission set to a specific company
You do not have to grant a permission set across every company in your database. You can scope it to a single company.
A common setup is to let a user keep their Basis role in all companies while restricting troubleshoot tools to just one. To do this, choose the company from your company list when assigning the permission set. In this example, the user has Basis in all companies, but troubleshoot tools only in the company called SCB.
Q&A
What is the difference between a user group and a permission set in Business Central?
A user group is a combination of several permission sets bundled together for a specific role, such as administrator or finance. A permission set is a single standard set delivered by Microsoft. User groups are role-based, while individual permission sets let you add one capability at a time.
Can I limit a permission set to one company?
Yes. When you assign a permission set, you can select the company it applies to from your company list. This lets a user have one set of permissions across all companies and a different, more limited set in a single company.
How do I add an extra permission set to a single user?
Find the user on the Users page, open their user rights, and add the permission set you want under the individual permission sets. For example, you can add the Troubleshoot Tools permission set to a user who currently only has the Basis set.