Kbase Home‎ > ‎Business Portal‎ > ‎

Steps to configure a user in Dynamics GP Business Portal

It can be confusing at first to figure out how to properly configure a user in the Dynamics GP Business Portal module.   Here is a step by step guide.      


Step              Description        Where?
 1Give the user access to Sharepoint itself as well as their security over the Sharepoint site itself (not Business Portal).


(this step is not necessary for every employee if you have previously assigned the network group "domain users" to the security group Team Site Members)
From within sharepoint, click on the home page of Sharepoint itself (not the Business Portal site).  Then click on the "Site actions" tab on the upper right hand corner and select "Site settings".   From the site settings page, click on "Peoples and Groups".   On the left hand side menu there will be under Groups three default security groups:   Team Site Members, Team Site Visitors, Team Site Owners.    If you want the user to be able to contribute to the Sharepoint site itself (not Business Portal) make them a member of Team Site Members.

NOTE:  if you are comfortable with the security risks involved, you can greatly simply administration by adding the network security group "domain users" to Team Site Members.    That way, you don't have to individually add each user id in this step.

 2       Make sure you can see the user from within Business Portal.          From within sharepoint, click on the Business Portal home page.   Then click on the "site actions" tab on the upper right hand corner and select "Site settings". Under the "Business Portal Administration" section, click on the option "Users".    It should bring up a page that lists each of your users on the left hand side of the screen.   Is your user already listed in the "user list" section?    If so, move on to the next step.   If not, click on the "Add new user" option in the lower left part of this screen.  This will launch a wizard that should allow you to point to your Active Directory for your domain so that you can select a user from there.
 
If you launch the add new user wizard and you cannot point to your domain, visit this Microsoft kbase article for the fix:  
http://support.microsoft.com/kb/914166
 
 3Add the user to the appropriate business portal security groups.



(this step is not necessary for every employee if you have previously assigned the network group "domain users" to the security groups BP Internal User and BP Employee)
 From within sharepoint, click on the Business Portal home page.   Then click on the "site actions" tab on the upper right hand corner and select "Site settings".   From the site settings page, click on "Peoples and Groups".    On the left hand side there is a menu category called "Groups".   Under that, there is an option for "more".  Click on that and it will take you to a page called "People and Groups:   All groups".    You should see a long list of pre-configured security groups.

This part gets tricky.   There are a lot of groups.   At a minimum, you should add them to

"BP Internal User"   
"BP Employee" 

Until they are in these groups, they won't see much when they log in.

Note:   to simplify administration, you can use domain groups in this step rather than putting each domain user in these two groups.   Just assign the group called "domain users" to these two groups and you won't have to do as much administration (if that is acceptable to you from a security stand point).

 4 Setup the user's Dynamics GP role information.    From within sharepoint, click on the Business Portal home page.   Then click on the "site actions" tab on the upper right hand corner and select "Site settings".   From the site settings page, under the Business Portal Administration portion of the screen, select "Users".     Select the user.    You should see three tabs on the right:        Description, Roles, Permissions.     Perform these steps:

a)  Set up the user's default Dynamics GP company.

Select the description tab.   Click modify.   Set the user's default Dynamics GP company.

b)  Double check that the user is mapped to a Dynamics GP Employee ID 

Select the "roles" tab.   Click modify.   Set the user's Dynamics GP employee id.

c)  If the user is a Dynamics GP user, map the user to their Dynamics GP user id (back office ID)

Select the "roles" tab.   Click modify.   Set the user's Dynamics GP user id.

d)  Configure the user's GP roles.

Select the "roles" tab.   Click modify.   Pick the roles from the list.

 5Extra steps to configure a user if you are using the purchase requisition submodule to Business Portala)   Grant the user the right security in Business Portal.

Go back to step 3 above and add the user to one or more of the appropriate groups for purchase requisitions:

BP Requisition Creator
BP Requisition Approver
BP Requisition Purchaser (those users who can transfer a requisition to an actual PO)
BP Requisition Administrator

NOTE:   to simplify security administration, most people add the network group "domain users" to the BP Requisition Creator role and then individually add users to the other roles, as appropriate.

b)  Set the user up in the approval hierarchy.

From the Business Portal home page, do you have an "Administration" tab across the top of your screen?.   Click on it and you should see on the left hand side a menu that says "Requisition Management" that has 5 menu choices.   Click on the "Approval Hierarchies" option.   For each employee, you must make sure they are added to the approval hierarchy.   

MPORTANT:   the approval hierarchies screen appears to allow you to use "groups" to create the hierarchy rather than maintaining individual employees.    That is deceiving.   You must put each employee's specific user id in the approval hierarchy if you want the employee to be a purchase requisition creator. 

c)   Set up the user's approval authority.

From the Business Portal home page, do you have an "Administration" tab across the top of your screen?.   Click on it and you should see on the left hand side a menu that says "Requisition Management" that has 5 menu choices.   Click on the "Users" option.   For each employee, you must configure their approval information in this screen.

Also in this same screen you must configure which fields the user will see when they are entering a purchase requisition.

d)  Modify the user's Dynamics GP role in Business Portal

From within sharepoint, click on the Business Portal home page.   Then click on the "site actions" tab on the upper right hand corner and select "Site settings".   From the site settings page, under the Business Portal Administration portion of the screen, select "Users".     Select the user.    You should see three tabs on the right:        Description, Roles, Permissions.    Select the Roles tab.   Click modify.   Make sure the user is assigned the appropriate role:   Requisition Creator, Requisition Approver, Requisition Purchaser, Requisition Administrator.

NOTE:  this step seems very duplicative of step 5 a above, and it is.  Probably poor design/programming on Microsoft's part.

e)  Are you using the notifications feature to send emails to users?

The notification feature in Business Portal uses the email address you have configured for the user in Active Directory.   So log into Active Directory and make sure the email address is setup for the user.

 6Extra steps to configure a user if you are using the Project Time and Expense submodule to Business Portal  a)   Go back to step 3 above and add the user to the appropriate Sharepoint groups for project time and expense:

BP Project Timesheet Creator
BP Project Expense Creator
BP Project Approver
BP Project Manager
BP Business Manager

NOTE:  if you are comfortable with the security risks involved, you can greatly simply administration by adding the network security group "domain users" to BP Project Timesheet Creator and BP Project Expense Creator.    That way, you don't have to individually add each user id in this step.

b)   Go back to step 4d and add the user to the appropriate Dynamics GP roles for project time and expense.

c)   Launch the Personal Data Keeper software.   This is a separate Dynamics GP install that is a client/server application.    PDK is used to configure each user as a time and expense module user.  In PDK, you must:

1)   Setup the user.
2)   Map the user to the user's employee ID in Dynamics GP.
3)   Tell the system who approves the user's timesheets and expense reports.

d)   In Dynamics GP, grant the user access to the Projects that you want the user to be able to charge time against or submit an expense report against.   From within Dynamics GP, go to Cards > Payroll > Employee.   Select the employee.   Click on the "Projects" button on the bottom.   Double check the settings you see in this screen.   Then click on the "Access list" button so that you can tell the system which projects the user can charge against.