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About Enterprise Portal roles and user groups

Dynamics AX 4.0

The Enterprise Portal for Microsoft Dynamics AX is a role-based application, meaning that the collection of content available to a user on the Enterprise Portal site varies according to the user's job function.

As an administrator, once you identify which role (or roles) a user needs to have on the Enterprise Portal site, the role indicates the set of user groups to which that user needs to be assigned in order to access the appropriate content on the Enterprise Portal site.

The following table introduces the Enterprise Portal roles and lists the predefined user groups that correspond to each role. The user groups listed here are created by default when you configure the Enterprise Portal. However, you can also create your own roles by creating additional user groups and combinations of user groups.

Role Name

Description

User Groups

Employee

Internal role assigned to all employees. Can be extended with other internal roles. The employee role gives access to the functionality included in the employee self-service Web application.

EP_Empl

EP_Int

Sales

Internal role assigned in addition to the employee role. The sales representative role gives access to all sales-related functionality such as Sales order, Customers, and sales-related reports.

EP_Empl

EP_Int

EP_Sales

Consultant

Internal role assigned in addition to the employee role. The consultant role gives access to the functionality in the projects module such as hour registration.

EP_Empl

EP_Cons

EP_Int

Vendor

External role giving access to the Vendor Self Service Web application.

EP_Vendor

EP_Ext

Customer

External role giving access to the Customer Self-Service Web application.

EP_Cust

EP_Ext

Guest

External role giving access to view the product catalog and sign up to become customers. The guest role allows anonymous Web users to log onto the Enterprise Portal customer site with limited functionality.

EP_Cust

EP_Ext

(The same user groups as the customer role)

Administrator

Internal role assigned to the individuals who will be configuring and administering Microsoft Dynamics AX. It is important to restrict the number of Microsoft Dynamics AX users who are members of the Administrator group.

EP_Admin

EP_Empl

EP_int

NoteNote

Users can be assigned to more than one role, in which case, they must be assigned to the corresponding user groups for both roles. It is not possible to assign users to both internal and external roles.


By default, the functionality available to the Employee role is very limited. However, it is possible to add additional functionality to the employee role.

Users who are assigned the Employee role can: 

  • Look up contact information about their colleagues. 

  • Complete and analyze questionnaires.

  • View and delete their alerts, and view and disable their alert rules.

Users who are assigned to the Sales role can perform tasks within these areas:

  • Quotation: create, edit, accept, and send (mail/letter).

  • Sales order: create, edit, and send (mail/letter).

  • Customer: create and edit.

  • Credit note: create, update, and send (mail/letter).

  • Contact person: create, edit and delete.

  • Prices: update price and discount.

  • Product information: send (mail/letter).

  • Questionnaire: complete and analyze.

  • Alerts: View and delete their alerts, and view and disable their alert rules.

Users who are assigned to the Sales role can view and create the following reports:

  • Sales by week, month, quarter and year (current year and the year before) (list and graph)

  • Sales by region

  • Sales by customer

  • Price list by customer

  • Sales price list by customer (all customers/by customer)

  • Customer turnover

  • Sales by person

  • Pricelist

  • Sales prices

  • Price/Discount list

  • Top 100 (by revenue and margin)

  • Blanket orders

  • Sales forecast per item (all customers/by customer)

Users who are assigned to the Consultant role can:

  • Register hours on projects.

  • Browse invoices and invoice proposals.

  • Browse hour, cost, revenue, item, and on-account transactions.

  • View and create reports for total of hours per project.

  • View and create reports for hours per journal.

  • Complete and analyze questionnaires.

  • View and delete their alerts, and view and disable their alert rules.

Users who are assigned to the Vendor role can:

  • Change their address, telephone number, www address, telex, fax, language, and e-mail. Some fields, such as account number, currency, balance, and balance in currency, are view-only fields.

  • Set up and change contact person (Title, name, phone extension, phone, mobile phone, pager, e-mail and personal address information).

  • View purchase orders (header and lines).

  • View items (view-only mode).

  • View journals (purchase order, packing slip, and invoice).

  • Update prices and discounts.

  • View delivery due date.

  • View supply performance.

  • View supply capacity.

  • Complete questionnaires.

Users who are assigned to the Customer role can:

  • Browse the product catalog.

  • Add items to the shopping basket.

  • Create orders online.

  • Add items to the shopping basket without ordering and then return to the shopping module at a later time and then finish the order.

  • Complete questionnaires.

Users who are assigned to the Guest role can:

  • Browse the product catalog, but they cannot order.

  • Create a registration request to become a customer.

NoteNote

For more information about the Guest user account and the Guest user group, see Create a public Enterprise Portal site for guest access.


Users who are assigned to the Administrator role can:

  • Manage Web users.

  • Control some of the parameters for Users, General, Accounts receivable, Inventory, and Customer Self-Service.

  • Control setup parameters such as Style sheet and Language.

  • Refresh the Microsoft Dynamics AX data from within the Web interface.

For more information about creating members in the Administrators group, see Manage user groups.

ImportantImportant

Restrict the number of Microsoft Dynamics AX users who are members of the Administrators group. If a regular Microsoft Dynamics AX user is made a member of the Administrators group, that user can potentially view reports or data they should not be allowed to see. Ideally, only those individuals who will be configuring and administering Microsoft Dynamics AX should be members of the Administrators group.


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