Blog 1 of 4 in “What’s the deal with Permissions in BC?””
As part of the 2024 Wave 2 update (rolling out between October 2024 and March 2025), Microsoft Dynamics 365 Business Central will introduce a significant change to its permissions framework. User Groups, a long-standing feature, are being deprecated and replaced by new functionality related to both Security Groups and Permission Sets. This shift aims to streamline user management, improve flexibility, and provide better alignment with modern enterprise requirements.
If your organization relies on User Groups, it’s essential to understand the available conversion options and the implications of this change to ensure a smooth transition.
What’s Changing?
With User Groups being automatically disabled in the 2024 Wave 2 update, they will no longer be a part of the Business Central permission structure. Instead, Microsoft recommends utilizing:
- Security Groups: These allow dynamic permissions that automatically apply to all users (new and existing) within the group.
- Permission Sets: These grant granular control over the specific permissions initially assigned to individual users.
Options for User Group Conversion
To prepare for the new permissions framework, you can convert existing User Groups using the following approaches for each User Group that is being deprecated, when selected to do so, the conversion will:
- Create and Assign New Permission Sets
- Create a new Permission Set that mirrors the permissions previously granted by the group.
- Assign this Permission Set to individual users who were part of the User Group.
- Direct Assignment of Permissions
- Assign the permissions granted by a User Group directly to the individual users within that group.
- This approach avoids the need for creating new Permission Sets but may be less scalable for large teams.
Tip: Before enabling the new permission structure, if you select the “Create and assign new permission sets” option, you may want to delete any unassigned or unused User Groups. This will help to avoid converting User Groups that are no longer in use to simplify the transition. This is not necessary if you select “Direct Assignment of Permissions.”
License Configuration vs. Security Groups
Understanding the difference between License Configuration and Security Groups is crucial as you transition:
- License Configuration
- Permissions are based on user licenses and directly assigned to new users.
- These configurations remain applicable even if you begin using Security Groups, but any changes made to License Configuration will only apply to newly assigned users.
- Security Groups
- Permissions are dynamic and automatically apply to all users (both new and existing) in the group. This is the preferred method for assigning permissions.
- To exclusively use Security Groups, it’s recommended to remove License Configuration to avoid conflicting permission assignments.
Best Practice: For a cleaner permissions model, migrate fully to Security Groups and Permission Sets.
Preparing for the Transition
To ensure a seamless transition to the new permission framework, consider these steps:
- Audit Existing User Groups: Identify which User Groups are still actively in use and evaluate their permissions.
- Plan Your Conversion: Decide whether to create Permission Sets or directly assign permissions for each User Group.
- Delete Unused Groups: Clean up your system by removing User Groups that no longer serve a purpose.
- Test Security Groups: Pilot Security Groups in a sandbox environment to ensure they meet your organization’s needs before fully implementing them in your production environment.
Conclusion
The deprecation of User Groups in Microsoft Dynamics 365 Business Central marks a shift towards a more flexible and dynamic permissions model in Business Central. By transitioning to Security Groups and Permission Sets, businesses can improve their user management processes while maintaining robust security. Taking proactive steps now to audit and convert your existing User Groups will save time and effort when the update is rolled out in 2024 Wave 2.
For more detailed guidance on managing permissions, check out Microsoft’s resource: Create Users According to Licenses.
Prepare now to stay ahead of the change and ensure your organization chooses The Righter WayTM to convert User Groups ensuring you are ready to embrace the future of permissions in Business Central.
