Setting Up Team Members Users

This section provides step-by-step instructions for creating and configuring Team Members users in Business Central 25.

Step 1: Access User Management

Navigate to Users Page

Open Business Central 25
Use the Tell Me search box (Alt+Q)
Search for "Users" and select "Users" page
Alternatively, navigate to System Administration → Users

Verify Permissions

Before proceeding, ensure you have:

SUPER permissions or
D365 SECURITY permission set with user management rights

Step 2: Create New User Record

Start User Creation

On the Users page, click "New" action
A new user card will open

Enter User Information

Required Fields:

User Security ID: Enter the user's Azure AD Object ID
- Find this in Azure AD portal under user properties
- Format: xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx
User Name: Enter a unique username (often email prefix)
Full Name: Enter the user's complete display name

Optional Fields:

Contact Email: User's email address (usually same as authentication)
Authentication Email: Email used for sign-in
Language ID: Set preferred language (e.g., is-IS for Icelandic)

Example User Setup

CODE

User Security ID: 12345678-90ab-cdef-1234-567890abcdef
User Name: jon.petersen
Full Name: Jón Petersson
Authentication Email: jon.petersen@municipality.is
Contact Email: jon.petersen@municipality.is
Language ID: is-IS

Step 3: Configure License Type

Assign Team Member License

In the License Type field, select "Team Member"
The system will automatically apply Team Member restrictions
Verify the license shows as "Team Member" in the user record

Set User State

Set State field to "Enabled"
Leave Expiry Date blank for permanent access
Set expiry date only for temporary users

Step 4: Configure Authentication

Authentication Settings

Windows User Name: Leave blank for cloud users
Web Service Access Key: Leave blank (not needed for Team Members)
Change Password: Set to No for Azure AD users

Email Configuration

Authentication Email: Must match Azure AD email
Contact Email: Can be different for notifications

Step 5: Assign Permission Sets

Standard Team Member Permissions

Add these permission sets in the User Permission Sets section:

Essential Permissions:

TEAM MEMBER - Core Team Member functionality
D365 TEAM MEMBER - Standard Team Member access
D365 READ - Basic read permissions

Add Permission Sets

Click "Permission Sets" action on the user card
Click "New" to add permission sets
Select the permission set from the dropdown
Repeat for each required permission set

Optional Permission Sets

Based on user needs, add:

Workflow Users:

D365 APPROVAL WORKFLOWS - For approval participation

Time Tracking:

TIMESHEET - For time and expense tracking

Limited Posting (if required):

D365 JOURNALS, POST - For limited journal posting

Step 6: Configure Dimensional Security

Municipal Dimension Assignment

For Sveitarstjóri Wise users:

Navigate to User Permission Sets
For each permission set, click "Filters"
Set Global Dimension 1 Filter to user's municipality code
Example: REYKJAVIK or AKUREYRI

Department Filtering

If using department dimensions:

Set Global Dimension 2 Filter to department code
Example: FINANCE, HR, TECH

Advanced Dimensional Security

For complex security requirements:

Create custom permission sets with dimension filters
Use User Groups for role-based assignments
Configure Security Filters on tables

Step 7: User Groups Assignment (Optional)

Predefined User Groups

If using user groups, assign relevant ones:

Standard Groups:

D365 TEAM MEMBER - Standard Team Member group
D365 READ ONLY - Read-only access group

Custom User Groups

Create custom groups for:

Municipal departments
Specific roles
Temporary assignments

Step 8: Configure Additional Settings

Personal Settings

Time Zone: Set user's time zone
Locale ID: Set regional format (e.g., is-IS)
UI Language: Set interface language

Contact Information

Office Phone: User's office number
Office Extension: Internal extension
Mobile Phone: Mobile contact

Step 9: Test User Access

Initial Testing

Sign in as the user to verify access
Check Role Center loads correctly
Verify navigation works as expected
Test Account Budget Overview access

Functional Testing

Open Account Budget Overview page
Verify data filtering works correctly
Test drill-down to ledger entries
Check dimension filtering is applied

Permission Verification

Try to access restricted pages (should be blocked)
Verify read-only restrictions on data
Test workflow approval if applicable

Step 10: Documentation and Communication

Document the User

Record in your user database:

User details and role
Permission sets assigned
Municipal/department assignments
Access date and duration

Notify the User

Send welcome communication including:

Login URL for Business Central
Username and authentication method
Role Center they should expect
Support contact information
User guide attachments

Bulk User Creation

For Multiple Users

When creating many Team Members:

Export existing user as template
Prepare Excel file with user data
Use Configuration Packages for bulk import
Validate all users before activation

Automation Options

Consider using:

PowerShell scripts for Azure AD integration
Configuration packages for standardized setup
User provisioning workflows

Common Configuration Patterns

Department Head Setup

CODE

Permission Sets: TEAM MEMBER, D365 TEAM MEMBER, D365 APPROVAL WORKFLOWS
Dimension Filters: Municipality + Department
Special Access: Workflow approval rights

Financial Analyst Setup

CODE

Permission Sets: TEAM MEMBER, D365 TEAM MEMBER, D365 READ
Dimension Filters: Municipality + Finance department
Special Access: Extended financial reports

External Auditor Setup

CODE

Permission Sets: TEAM MEMBER, D365 READ
Dimension Filters: All municipalities (read-only)
Time Limit: Temporary access with expiry date

Quality Assurance Checklist

Before completing user setup:

User can log in successfully
Correct role center is displayed
Data filtering works as expected
Restricted functions are blocked
Performance is acceptable
Documentation is complete
User has been notified
License consumption is tracked