Breadcrumbs

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

  1. Open Business Central 25

  2. Use the Tell Me search box (Alt+Q)

  3. Search for "Users" and select "Users" page

  4. 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

  1. On the Users page, click "New" action

  2. 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 

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

  1. In the License Type field, select "Team Member"

  2. The system will automatically apply Team Member restrictions

  3. Verify the license shows as "Team Member" in the user record

Set User State

  1. Set State field to "Enabled"

  2. Leave Expiry Date blank for permanent access

  3. 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:

  1. TEAM MEMBER - Core Team Member functionality

  2. D365 TEAM MEMBER - Standard Team Member access

  3. D365 READ - Basic read permissions

Add Permission Sets

  1. Click "Permission Sets" action on the user card

  2. Click "New" to add permission sets

  3. Select the permission set from the dropdown

  4. 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:

  1. Navigate to User Permission Sets

  2. For each permission set, click "Filters"

  3. Set Global Dimension 1 Filter to user's municipality code

  4. Example: REYKJAVIK or AKUREYRI

Department Filtering

If using department dimensions:

  1. Set Global Dimension 2 Filter to department code

  2. Example: FINANCE, HR, TECH

Advanced Dimensional Security

For complex security requirements:

  1. Create custom permission sets with dimension filters

  2. Use User Groups for role-based assignments

  3. 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

  1. Sign in as the user to verify access

  2. Check Role Center loads correctly

  3. Verify navigation works as expected

  4. Test Account Budget Overview access

Functional Testing

  1. Open Account Budget Overview page

  2. Verify data filtering works correctly

  3. Test drill-down to ledger entries

  4. Check dimension filtering is applied

Permission Verification

  1. Try to access restricted pages (should be blocked)

  2. Verify read-only restrictions on data

  3. 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:

  1. Export existing user as template

  2. Prepare Excel file with user data

  3. Use Configuration Packages for bulk import

  4. 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 

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

Financial Analyst Setup 

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

External Auditor Setup 

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