Microsoft Dynamic GP Security Overview

In Microsoft Dynamics GP, users have access to nothing until security access to windows, reports, and files are granted. There are standard Roles and Tasks are the pre-defined set of windows, reports, and files based on the tasks they are granted. Microsoft built the system in a way that allows Administrators to edit the Roles and Tasks to fit our requirements or even create new ones.

There are specific building blocks that build on one another to create the security in Microsoft Dynamic GP.

  • Operation: Is the base level access to windows or reports. These are assigned to a task.
    • Ie. The Account Maintenance window
  • Task: A Task component is the group of operations that are needed to complete a business task.
    • Task CARD_0101*
  • Role: The Role component is the group of tasks that define a particular job in a company.
    • Account Manager*

A great tool to lookup security Roles and Tasks for specific windows or reports is GP Window.

The roles that are assigned to each user are company-specific and you would be able to assign different roles to different companies if needed.

Setting up a Task
Click Microsoft Dynamics GP, point to Tools, point to Setup, point to System, and then click Security Tasks.
Then lookup or create your task ID. If this is a new task then you would need to fill in the Task Name and Category.
Then Select a Product, Type, and Series and this will bring up a selection to provide access. If it is checked then the task will have access to the window or report.

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Setting up a Role
On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click Security Roles.
Then lookup or create your Role ID. If this is a new task then you would need to fill in the Role Name.
You will then be able to select various security tasks to apply to the Role. If it is checked then the Role will have access to the Task.

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Applying user security
On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click User Security.
Then look up your user and select the company that you would like to apply the Role. You will need to apply this to each company. If the same permissions are for the same for each company then you can use the copy button on the ribbon to copy the setup between companies.
You will then be able to select various security roles to apply to the user’s security.

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Security Mishap Friday: Hackable Passwords Part I

Password security is something everyone always hears about.  Make sure that you have a strong password.  Weak passwords are hackable.  What I find that is not mentioned enough is what constitutes as a strong password is constantly increasing as hackers get better.  15 years ago they recommended adding uppercases to lowercases.  10 year ago they recommended adding numbers.  5-10 years ago they also recommended adding in symbols.  The definition of a strong password keeps shifting.

This is typically not a problem if you keep up with the latest requirements/recommendations for passwords.  Additionally, humans seem to be psychologically wired to make passwords easier to remember.  This is typically by using words that have some meaning to them.

My favorite exercise is to make a sentence that means something to you.  With the sentence, you would then take the first and/or second letters of the words.  Capitalize some, replace some with numbers or symbols.

If you are not that creative and don’t want to remember the password.  You are in luck!  There are solutions for these two issues.  First, there are password generators that will create a password for you.  The two I like to use the most are LastPass Password Generator and Norton Password Generator.

The next problem comes from remembering the passwords.  It is not recommended to reuse passwords, because once they crack one then they will crack all of your accounts.  Creative companies have created an automatic solution for this.  Dashlane and Last Pass 4.0 Premium are two password vault solutions that store your passwords in an encrypted vault.  These two options are nice as they both offer a cloud solution that you can access your passwords anywhere on any device.