The Data Management framework in Dynamics 365 for Finance and Operations is mainly accessed and utilized by individuals that belong to the role of System Administrator, and supports using data entities in the following core Data Management scenarios:
- Data migration to quickly migrate reference, master, and document data from legacy or external systems.
- Set up and copy configurations between companies or environments.
Companies are, rightfully so, hesitant in rolling out any part of the Data Management process to a functional user rather than a more technical user. Utilizing the full capabilities of Data Management requires a full understanding of data entities and data structures behind the scenes and is best kept limited to technical users and system admins.
But sometimes there is a legitimate reason for certain individuals to have limited Data Management access to allow them to:
- Import a 15,000 line journal entry that takes a minute using Data Management, compared to over an hour using the Excel Add-In.
- Record a fixed asset roll-out of 450 PointOfSale stations, without needing to manually create 450 Fixed Assets, 450 Fixed Assets-Book, and a Fixed Asset Journal for acquisition amounts.
If you are a frequent user of Data Management, you have probably noticed the Applicable roles button in the ribbon bar of the Data Management project, but weren’t quite sure how to make it fully functional. This blog will highlight an overall process to make it functional for select non-system admin users.
Click New to add the applicable Role.
The tendency would be to select Grant access to User (to be specific to an individual user) but I’m going to suggest that it be granted to Role at this stage, with the next stage getting it to the specific user(s) level.
In this case, select a Role name that you know the user(s) belongs to, and that the role can currently create new Fixed Assets – let’s say Accountant.
This makes it appear as if all users belonging to the Role of Accountant will suddenly have access to run Data Management import projects.
It’s not that simple. Even though that role now has permission to run that specific import project, the user(s) still can’t see or run any Data Management projects as they do not have access to Data Management, yet.
The next step is to assign the intended user(s) a role that allows them to partially access Data Management.
There are 3 out-of-the-box Data Management roles:
The Data Management operations user has the lowest level of access – maintain and view data import export operation processes.
For the individual user(s) that you want to be able to run the specific Data Management Import project, add the role of Data Management operations user.
When these users access Data Management, they only see a portion of the overall Data Management screen, with the focus being a tile for each selective Data Import project they have been granted access to.
From here, the process is quite different from the screens that the System Administrator works through to complete the import process.
Here’s the steps involved in the user completing the Import process:
Click Run project in the bottom left corner of the import project’s tile.
Click Upload file.
Browse to specify the file to be uploaded.
There will (hopefully) be a blue success bar indicating that the file was uploaded successfully.
Click OK at bottom of screen.
Click Import in the menu bar.
Screen will show the following message – click Close.
Click Refresh to monitor the progress of the Import.
Screen may appear different from below, depending if the user is on Standard or Enhanced View.
Result will be a Checkmark for success or X for errors.
Go to General Journals and the upload is now reflected as an unposted journal.
I hope that the information on the end user running a specific Data Management import project in Dynamics 365 for Finance and Operations has been informative. At the very least it is a ‘good to know’ that still requires a balancing act to determine if it is best suited for deploying to the functional end-user or leaving it as it is with the users in the system administrator role.
Tell Us about Your D365FO Needs
We specialize in providing technical assessments, break-fix support, optimization services, and solution expansion projects for Dynamics 365 for Finance and Operations.Contact Us