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Grant Access to Smartlist Builder Object

Granting access to a new SmartList in Dynamics GP

 

October 8, 2008 by Victoria Yudin

We have been seeing a lot of questions on granting access to new SmartList Builder SmartLists in GP 10.0 and GP 2010. Because this is so different from prior versions of Dynamics GP, we’ve created a really detailed list to go through it. This may be overkill for some, but it will hopefully cover every needed scenario.

  1. If you have not already done so, open SmartList – you will see a message saying SmartList Builder has detected changes. Click Yes.
  2. Open the Security Task Setup window.
    Dynamics GP  >  Tools  >  Setup  >  System  >  Security Tasks
  3. Open an existing task or create a new task.
    • Product: SmartList Builder
    • Type: SmartList Builder Permissions
    • Series: SmartList Builder Permissions or SmartList Builder (depends on the Service Pack)
    • Operations: View SmartLists with SQL Tables
  4. In the Product list, choose SmartList.
  5. In the Type list, choose SmartList Object.
  6. In the Series list, choose SmartList Objects.
  7. After the SmartList objects appear in the Access List pane, click to select the check boxes of the SmartList objects to which you want to grant access.
  8. Click Save.
  9. If you opened an existing task in Step 3, you can skip the rest of the steps below.  If you created a new task in Step 3, proceed to step 10.
  10. Open the Security Role Setup window.
    Dynamics GP  >  Tools  >  Setup  >  System  >  Security Roles<.li>
  11. Open an existing role or create a new role.
  12.  Find the task you create is Step 3 and select the check box next to it.
  13. Click Save.
  14. If you opened an existing role in Step 11, you can skip the rest of the steps below.  If you created a new role in Step 11, proceed to step 15.
  15. Open the User Security Setup window.
    Dynamics GP >  Tools  >  Setup  >  System  >  User Security
  16. Select the user and company.
  17. Find the role you created in Step 11 and select the check box next to it.
  18. Click Save.

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Update on Dec 9, 2008:  If you are on GP 10.0 and your SmartList is based on SQL views or tables, you will need to add permissions to the View SmartLists with SQL Tables operation. Here are the settings under Security Tasks:

  • Product: SmartList Builder
  • Type: SmartList Builder Permissions
  • Series: SmartList Builder Permissions or SmartList Builder (depends on the Service Pack)
  • Operations: View SmartLists with SQL Tables

This only has to be done once, no need to repeat if for every new SmartList. Fellow MVP Mariano Gomez has step by step instructions for this on his blog.

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Update on Nov 25, 2009: Corrected navigation paths in steps 10 and 15. Thanks to Erik for pointing this out!

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Update on Dec 29, 2009: Here is a great post by Christina Phillips at Dynamics GP Land that may help troubleshoot some permissions errors: SmartList Builder and SQL Tables/Views.

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Update on Feb 10, 2011: Updated title and content to reflect that this works for GP 2010 as well.

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