How-to control access to Smartlist in Dynamics GP

November 29, 2023
|In Tips and tricks
|By Bond Consulting Services

SmartLists in Dynamics GP are saved queries that allow users to quickly and easily access specific information within the system. They can be used to filter and display data from a variety of tables, including customers, vendors, transactions, and items. SmartLists can be customized to meet the specific needs of each user, and they can be shared with other users. One of our recent Dynamics GP clients inquired about a way to assign a specific SmartList to a user. To give a user access to only a specific subset of SmartLists, you will need to create a new Security Role and assign that to the user. To do so, you may follow the steps below:  

  1. Navigate to Microsoft Dynamics GP > Tools > Setup > System > Security Tasks.
  2. On the Security Tasks Setup window, you may create a new Task ID by populating the following:  
    • Task ID: The Name for the Task 
    • Task Name: The Name for the Task 
    • Product: SmartList 
    • Type/Series: SmartList Object(s) 
    • User Type: Full
      You may mix and match the security based on the SmartList’ s name per the example below. 
  3. Click Save.
  4. Navigate to Microsoft Dynamics GP > Tools > Setup > System > Security Roles
  5. Populate the following information on the Security Roles:
    • Role ID: Set a name for the Security Role
    • Role Name: Set a name for the Role
      Here you can check the Security Task that was just created.
  6. Click Save.
  7. Lastly, you may navigate to Microsoft Dynamics GP > Tools > Setup > System > User Security.
  8. Then, you may select the User as well as the company to which you’d like the access to be set up for and then you may select the newly created security role. 
  9. Click Save once more, and you’re finished.

For more information and assistance, please contact Support@BondConsultingServices.

Dynamics GP