Task Builder, Security Manager, and Mentor to Create Security Tasks and Assign Security Roles

Subject:
The steps here describe how you can use Task Builder to create Security Tasks and how you can use Security Manager and/or Mentor to assign or take away security for Users and Security Roles.

Resolution:
These are the steps to follow per tool:

Task Builder is a tool that makes creating a Security Task very easy. For example, you might have a user who needs to be able to enter an Invoice in the Sales Transaction Entry window and you have another user who needs to enter a new Customer record in the Customer Maintenance window. Instead of having to know everything those users need to have access to in order to complete these tasks, you can use Task Builder to open the specific window and give the user security to all they need within that window. Here are the steps to follow:

Create Task in Task Builder

1. Log into Microsoft Dynamics GP as sa or a power user.
2. Go to Microsoft Dynamics GP | Tools | Setup | Dynamics GP Toolbox | System Settings.
3. Double click on Task Builder and mark the Enable Task Builder checkbox.
4. Log out and log back into Microsoft Dynamics GP.
5. Go to Microsoft Dynamics GP | Tools | Setup | Dynamics GP Toolbox | Task Builder.
6. In the Task Builder Welcome window:
   1. Click Next.
   2. Select an existing Security Task ID or create a new one, then click Next.
   3. Open the Sales Transaction Entry window.
   4. Once the Task Builder window has the Window field populated with Sales Transaction Entry, click Add.
   5. Repeat steps 6c and 6d for any other windows you want to add to this task.
   6. Click Done, click Next, and then click Finish.
7. Repeat steps 5 and 6 for any new Security Tasks you need to edit or create.

Create Security Roles

1. Go to Microsoft Dynamics GP | Tools | Setup | Security Roles.
2. Select an existing Security Role or create a new one.
3. In the Security Task ID section, mark the checkbox for the new Security Task you created in the above set of steps.
4. Click Save.

Security Manager Security Edits
Now that you have the Security Roles set up, you can use Security Manager to assign or remove the Security Roles in one screen to multiple users. Here are the steps to follow:

1. Log into Microsoft Dynamics GP as sa or a power user.
2. Go to Microsoft Dynamics GP | Tools | Setup | Dynamics GP Toolbox | System Settings.
3. Double click on Security Manager and mark the Enable Security Manager checkbox.
4. Click the Users button.
5. Select All Users for the Show field.
6. Mark the appropriate User IDs who should have security update privileges.
7. Click OK, and then click OK.
8. Log out and log back in to Microsoft Dynamics GP.
9. Go to Microsoft Dynamics GP | Tools | Setup | Dynamics GP Toolbox | Security Manager.
10. Drill back on Filter ID.
11. Create a new Filter for the Security Role(s) you created or edited in the Task Builder section above.
    1. Enter the Filter ID and Description.
    2. Insert the Security Role(s), and then click Save.
12. In the Security Manager window, select the new Filter ID you created in step 11.
13. Select Roles Only in the View field to simplify the view.
    Note: If you want to view Tasks and Details, select the appropriate View.
14. Right click in the user’s cell that you want to give security to the Security Role and select Yes.
15. Repeat this step 14 for the other users.
16. Click OK.
17. Have the user(s) log into Microsoft Dynamics GP and verify they can now access the Customer Maintenance or Sales Transaction Entry window depending on the user.

Mentor Security Edits
Let’s say a new user starts and they need security to the Customer Maintenance window. You can use either Security Manager or Mentor to give them security; however, since security just needs to be given to the one new user, you can do this using Mentor. Here are the steps to follow:

1. Log into Microsoft Dynamics GP as sa or a power user.
2. Go to Microsoft Dynamics GP | Tools | Setup | Dynamics GP Toolbox | System Settings.
3. Double click on Mentor and mark the Enable Mentor checkbox.
4. Log out and log back in to Microsoft Dynamics GP.
5. Go to Microsoft Dynamics GP | Tools | Setup | Dynamics GP Toolbox | Mentor.
6. Enter Customer Maintenance in the Search for field and then tab off the field.
7. Select Customer Maintenance in the Results section, and then click Security.
8. Select the user that needs security to this window in the User field.
9. Expand the Security Task ID to see what Security Role has the Security Task ID assigned to it. Then click the red octagon in front of the appropriate Security Role that the user should have security to and it should change into a green check mark.
10. Click OK.
11. Have the user log into Microsoft Dynamics GP and verify they can now access the Customer Maintenance window.