Field Level Security in Dynamics GP

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Many companies have a need to grant Dynamics GP users access to a window, but not all functionality within that window.  For example, many clients will want users to be able to input invoices, but not post them individually.  Instead, they will force users to save invoice transactions to a batch such that a manager can review the source documents and post.  An easy way to achieve this is through Field Level Security which allows the Dynamics GP admin to restrict user access to singular buttons within a window (such as the Post button).

To configure Field Level Security, navigate to Microsoft Dynamics GP > Tools > Setup > System > Field Level Security

This will open up the Field Level Security window.  Within the window, select Add to create a new restriction.

Field Level Security window
Field Level Security window

This will open the Field Security Maintenance window wherein one defines a the window and field to restrict.  Within this window, enter an ID and Description for the restriction.  Then select the Product Name, Form Name, Window Name & Field Name using the look-ups within the window.

Field Security Maintenance window
Field Security Maintenance window

This will open the Resource Explorer window that makes finding & selecting the appropriate window and field much easier.  All windows are organized by module & then alphabetically.  Once a window is selected, all fields within that window will display alphabetically as well.  Select the appropriate window and field & select OK.

Resource Explorer window
Resource Explorer window

Back in the Field Level Security window, one can now select Users & Companies to which the restriction should apply.  Then, select the Field Security ID created to apply to the user / company combination.  Once complete, select Apply & the restrictions will instantly be in place for the users.


Adam MacIntosh is a Senior Account & Project Manager with WebSan Solutions Inc, a Microsoft Dynamics GP Partner and 2013 Canadian Channel Elite Awards Winner.  Adam can be reached at [email protected] or 416-499-1235 ext 213.

by WebSan Solutions

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