How to Create a New User in Microsoft Dynamics GP

When creating a new user in Dynamics GP, there are a few things you must know.

Before a new user can access Dynamics GP, they will need to be set up with a User ID that has access to at least one company with at least one security role. By default, only the ‘sa’ (system administrator) account can create new users or change user passwords. This is because the ‘sa’ user account is also an SQL account, providing access to all databases and tables, whereas GP User IDs can only be accessed by GP.

This article will provide step-by-step instructions for creating a new user in Dynamics GP, including security settings and assigning user roles.

Create a New User

To create a new user account, follow the instructions below:

1. ‘sa’ Login

Begin by logging into Dynamics GP with ‘sa’.

2. Open the User Setup window.

Select Microsoft Dynamics GP >> Tools >> Setup >> System >> User.

Screenshot in the User Setup Window. Select Microsoft Dynamics GP, Tools, Setup, System and User.

Or select Admin >> Setup >> System >> User.

Screenshot in User Setup window. Select Admin, Setup, System, and then User.

3. Setting Up New User Information

In the User Setup Window, enter the appropriate information to create a new user.

User ID – Keep it simple and consistent, i.e., first initial + last name, last initial + first name, first name only, etc.

  • Note: remember User ID will be case sensitive

User Name – Full name of the user

Class – Not required. User classes are helpful when you need to assign permissions, SmartList favorites, and other items to a specific group of users. Contact Encore if you would like more information.

Status – This should be set up as active for all users. The only time this should be inactive is when the User ID is no longer in use.

User Type – The user type should be set up as Full for a standard user.

  • Limited Users are “Read Only” users and requires a change in licensing with Microsoft to be used.
  • Self Service users are for Time Entry only. This is only used for GP Web Services and requires a change in licensing with Microsoft to be used.

Home Page Role – Not required but if selected will create a dashboard that already has shortcuts to reports and transactions that GP assumes is related to the role selected. Below are a few roles that are available:

Screenshot of the "Role Lookup" window for the Home Page Fields.
  • The box will be greyed out, even when a role is selected.
Screenshot inside the User Setup window highlighting the "Home Page Role" field.
  • Below are samples of a blank home page and one with a selected role:
Screenshot of a blank Dynamics GP home page. Screenshot of a Dynamics GP home page when a role has been selected.

Web Client User checkbox – Leave this section unselected if creating a standard user.

Password / Confirm Password – Use a generic password that the user can change later, i.e., P@ssw0rd!

Enforce Password Policy checkbox – Recommended. Select this to sync GP password parameters to your Active Directory settings. For example, if network users are required to have passwords containing non-alphanumeric characters (*&%), GP will require them also.

Enforce Password Expiration checkbox – Recommended. Select this if you want GP user passwords to expire when network passwords expire.

Change Password Next Login checkbox – Recommended. Select this if you want GP to prompt the user to change their password during their next login attempt.

Directory Account – This is only used for Web Client users. Leave it blank for standard GP users.

Screenshot of the User Setup window.

4. Copy Existing User Security Settings

If there is an existing user that you want to copy security settings (Roles, Tasks, Company Access) from, click Copy Settings and continue to the next step.

If not, click Save and skip ahead to step 7.

5. Save the User ID.

Click Yes when promoted to save the User ID.

Microsoft Dynamics GP popup "Do you want to save changes to this user ID?" with yes or no options.

6. Copy User Settings

In the Security Access section, enter or select the User ID to copy from.

Optional – If you want to copy the GP Home Page Role, Content, and Area Pages, select the appropriate checkboxes, and then enter the User ID to copy from.

  • Home Page Role: Select this to use the same Home Page Role as the User ID entered.
  • Home Page Content: Copies all shortcuts the User ID may have setup.
  • Area Pages: Copies the current layout and arrangement of boxes (Transactions, Cards, Inquiry, etc.) from the User ID entered.

Click OK.

Screenshot of the Copy User Setting window highlighting the "Security Access" copy from section and the "Home Page and Area Pages" copy frm section, indicating to press OK.

7. User Access Setup Window.

To open the User Access Setup window:

  • Microsoft Dynamics GP >> Tools >> Setup >> System User Access
  • Or Admin >> Setup >> System >> User

8. Assign User Access

Select the User ID in the list of users, then choose the checkbox for each company the user should have access to.

Screenshot in the User Access Setup window highlighting the "Access" boxes for a comapny and indicating the User ID.

If you have multiple companies to select, click Access >> Assign All.

Screenshot in the User Access Setup window showing the "Assign All" option under "Access".

Click OK.

9. User Security Setup Window.

To open the User Security Setup window:

  • Select Microsoft Dynamics GP >> Tools >> Setup >> System >> User Security
  • Or Admin >> Setup >> System >> User Security

10. User Security Information

Select or enter the following:

User – Select or enter the new User ID

Company – Select a Company to assign access to. Users can have different permissions assigned to each database. For example, in the live company database a user might only have the Accounting Manager role but, in the test company, they could have the Power User role to allow them to test all aspects of GP.

Roles Select at least one security role. This is what will dictate which areas of GP the user has access to. Each Role has a unique set of Security Tasks assigned, which range anywhere from being able to open a certain window to viewing specific reports. These can both be customized if needed. For a detailed list of Security Roles and their assigned Tasks, or if you would like to learn more about customizing, contact Encore.

Alternate/Modified Forms and Reports – DEFAULTUSER should already be selected. This ID determines which reports and forms will be open when the user performs a task. Most use the DEFAULTUSER ID however, if you have custom reports or alternate forms that are provided by a third-party module or independent software vendor (ISV), you might have another ID. If you are unsure which to use, compare to other users to find the correct ID or reach out to Encore for assistance.

Screenshot inside the User Security Setup window highlighting the "Security Role ID" set to Accoutning Manager, and the "ALternate/Modified Forms and Report ID" set to DEFAULTUSER, along with indicating the company selected.

11. Assign a Different Role to Another Company for the Same User

To assign a different role to another company for the same user, select another company from the drop-down menu.

Click Save when prompted.

Screenshot of a popup saying "Do you want to save changes to this company?" with the options being "Save", "Discard", and "Cancel".

Repeat step 10 and select any security role(s), then click Save.

12. Copy the Same Role(s) to Another Company

To copy the same role(s) to another company, select Copy to open the Copy User Security window.

Select the checkbox for each company you want to copy the role to or click Mark All.

Screenshot of the "Copy User Security" window highlighting the selected company to copy, "Mark All", and "OK".

Click OK, then OK again when the “Copy completed” message appears.

Screenshot of a popup window saying "Copy Completed".

13. Changing User Password

When the user logs in for the first time, they will be prompted to change their password (if you chose to do so in step 3).

Screenshot of a popup saying "You must change your password before accessing Microsoft Dynamics GP. Do you want to change your password now?" with the options being "Yes" or "No".

Click Yes to change the password now, or No to change it later.

If you clicked Yes, enter the new password, and click OK.

Screenshot of the "Changer User Password" window.

Note: After entering the Old Password, click Tab on your keyboard. GP will not allow you to select into the New Password field with your mouse pointer.

After logging in, if the user ever wants to change their password:

Go to Microsoft Dynamics GP >> User Preferences.

Screenshot in Microsoft Dynamics GP highlighting "User Preferences".

Click Password.

Screenshot in the User Preferences window, highlighting "Password".

Enter the new password and click OK.

Screenshot of the "Changer User Password" window.

The new User ID is now complete, and the user can begin working in Dynamics GP.

However, often, the user also needs to be able to view reports from connected programs like Management Reporter and SQL Server Reporting Services (SSRS). These programs have their own security tree which uses the Windows or Network user accounts and not the GP User ID.

If you need assistance with assigning user permissions to these programs, or any others, please contact us at Encore and we will gladly assist you.

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