Setting up Security in Microsoft Dynamics GP

In this blog, I wanted to address the various aspects involved in Microsoft Dynamics GP security.   There are several levels of security within Microsoft Dynamics GP that should be considered when setting up and maintaining a secure installation of the Dynamics GP software. These are as follows:

1. The first level of security is through Active Directory in your network allowing the Users to be able to access the GP software and other data.
2. The next level is on the Microsoft SQL server where the configuration and data are stored for the Dynamics GP system and companies.
3. The last level of security is defined in Dynamics GP itself. It defines what parts of the system the user is allowed to access.

Active Directory 

This level of security allows Users to run the Dynamics GP software as well as defines what resources they may access that are stored in separate parts of the network outside of the SQL databases.  If the users are running an installation of Dynamics GP through their local machine, then they should already have access to running the software on their machine.  If Dynamics GP is setup as a Remote Desktop, then the users will need Active Directory rights to login Remotely in order to run the Dynamics GP Software on the remote server(s).  The Active Directory security also may allow users to view some data stored outside the SQL database.  The data that may be stored outside the SQL databases are items such as signatures for check printing, ACH files for payroll, EFT files for Payables, SSRS reports designed to capture specific data, Management Reporter Data, etc.  In order for a user to access these types of information, the user must have Active Directory rights to the folders containing this information.

Microsoft SQL Security

Microsoft SQL security provides Users the access to Dynamics and company databases stored within SQL.  This level of safety is defined within SQL server but is controlled through Dynamics GP.   When a new User is a set up in Dynamics GP, the User is set up, and the password is assigned within the SQL Server.  Please note that the password is encrypted when it is created in Dynamics GP and must only be modified through the Dynamics GP interface, or the User will not be able to login to the GP software.  Further, the companies that the User requires access to are defined within SQL but are added and maintained through Dynamics GP through the Company Access option.

Dynamics GP Security

This level can be broken down into multiple parts as well:

• The User security allows us to set up and modify Users and passwords. This option allows us to setup the users and encrypt the passwords in both Dynamics GP and automatically update the SQL server as stated above.
• The Company Access option in Dynamics GP allows the users to be assigned to the required companies they need to access. The Company Access option automatically updates SQL server to assign the appropriate rights to the company databases.
• The Security option in Dynamics GP defines what option/functions within each company a user is able to access. There are several standard rolls to choose from, but these rolls can be customized based on the organization’s needs by modifying or adding security tasks and roles.  When the roles are assigned to the User, they will only be able to view the menu options they have access too.
• The last option I wanted to discuss is the Modified Forms and Reports security. This level of security allows us to define what modified forms or reports a User has access to if any exist.  If a modified form or report is created, this option will become available to assign to the users.  If the user is assigned a modified form or report, when they access it, it will appear on the screen.  If they are assigned to the base form or report, they will see that appear when they access the screen.

These are the several levels of security you must consider when setting up security within your Dynamics GP.