A Guide to Setting Up Dynamics GP SmartList Security

One of the benefits of setting up a Dynamics GP instance is that you receive access to the SmartList Builder (SLB) reporting tool. Users receive out-of-the-box pre-made reports that pull from tables within Dynamics GP. Let’s look at how to set up Dynamics GP SmartList security for various SmartList functions.

What is SmartList Builder Designer?

The SmartList Designer Tool allows you to perform various functions, including managing Dynamics GP SmartList security. Microsoft released the SmartList Designer Tool in 2014 as an upgrade to the original version of GP SmartLists. You can now combine data housed within Dynamics GP with that held in other data sources to set up your ideal SmartList reports.

SmartList Designer is ideal for organizations that rely heavily on Excel. You can create refreshable Excel reports and publish them to a share location, Office 365, or SharePoint. The extended capabilities of the SmartList Designer let you set up more complex reports to fit your business needs.

What Comes With SmartList Builder?

You should receive Excel Builder, Navigation List Builder, and Drill Down Builder with your SmartList Builder instance. Those components let you create custom reports pulling data from Microsoft Dynamics tables and SQL tables, views, and scripts.

Check to see if you have all available components by opening the SLB tool. Navigate to Tools -> Customize -> Customization Status. You should see everything listed for your instance.

How Do I Set Up SmartList Security?

All 2015 and greater instances of Dynamics GP come with the following default security roles for Dynamics GP SmartList security.

• SLB_CREATOR — Permits users to set up new SmartLists.
• BUILDER_ADMIN — Permits users to access SmartList Builder administrative features.
• BUILDER_ALL_TABLES — Let users view all tables.

• ERB_CREATOR — Permits users to publish Excel reports.
• ERB_PUBLISHER — Lets users publish Excel Reports using Excel Report Builder. The user must already have SQL Permissions granted.
• NLB_CREATOR — Permits users to set up new Navigation Lists using Navigation List Builder.
• DDB_CREATOR — Permits users to set up new Drill Downs using Drill Down Builder.
• BUILDER_IMPORT_EXPORT — Let users import and export Builder setups.

In addition, admins can create custom roles and tasks to set up user permissions within SLB SmartList objects. You must establish custom security roles if you own an older version of Dynamics GP.

User Permissions

You must add users to a POWERUSER ROLE before they can use SmartList Builder. You can also provide access through a Security Task. You must provide SmartList Builder permissions along with Windows permissions.

Assigning SmartList Security

1. Go to your Security Task Setup window, then go to Microsoft Dynamics GP -> Tools -> Setup -> System -> Security Tasks.
2. Type in a Task ID, Name, Description, and Category.
3. Pick SmartList for your Product.
4. Select SmartList Object as your Type.
5. Choose SmartList Objects for Series.
6. Check the SmartList for which you wish to grant access to your security task.
7. Click Save.
8. Assign the security task to any roles that should have access to those specific functions.

Assigning Excel Report Security

1. Go to your Security Task Setup window, then go to Microsoft Dynamics GP -> Tools -> Setup -> System -> Security Tasks.
2. Type in a Task ID, Name, Description, and Category.
3. Pick SmartList Builder for your Product.
4. Select Windows/SmartList Builder Permissions for your Type.
5. Choose Project/System/Excel Report Builder as your Series.
6. Mark the operations for the designated access to apply.
7. Click Save.
8. Assign the security task to any roles that should have access to those specific functions.

Assigning Navigation Build List Security

1. Go to your Security Task Setup window, then go to Microsoft Dynamics GP -> Tools -> Setup -> System -> Security Tasks.
2. Type in a Task ID, Name, Description, and Category.
3. Pick SmartList Builder for your Product.
4. Select Windows for your Type.
5. Choose Project/System as your Series.
6. Mark the operations for the designated access to apply.
7. Click Save.
8. Assign the security task to any roles that should have access to those specific functions.

Assigning Drill Down Builder Security

1. Go to your Security Task Setup window, then go to Microsoft Dynamics GP -> Tools -> Setup -> System -> Security Tasks.
2. Type in a Task ID, Name, Description, and Category.
3. Pick SmartList Builder for your Product.
4. Select Windows for your Type.
5. Choose System as your Series.
6. Mark the operations for the designated access to apply.
7. Click Save.
8. Assign the security task to any roles that should have access to those specific functions.

Setting Up Data Connection Security

1. Navigate to Microsoft Dynamics GP -> Tools -> SmartList Builder -> Security -> Data Connection Security.
2. Pick the company to which you wish to grant access.
3. Mark the designated data connections.
4. Click OK to save.

Setting Up Table Security

1. Navigate to Microsoft Dynamics GP -> Tools -> SmartList Builder -> Security -> Table Security.
2. Select Product and Series for tables where you wish to add restrictions.
3. Pick individual tables for which to exclude access.
4. Choose the role to which the exclusions do not apply.
5. Click OK to save.

Excel Report Security

You must grant end-users access to view Excel Files. They must also receive SQL permissions to see any data pulled into an Excel file. The Excel reports rely on Windows authentication to validate users.

Assigning Excel Report Security to Reports on a Shared Network

1. Open Windows Explorer and locate the network share.
2. Right-click the folder, then select Properties.
3. Go to the Permissions tab and provide Change permission.
4. Go to the Security tab and assign Read permission at a minimum.
5. Click OK to save.

Assigning Excel Report Security to SharePoint Location

1. Log into Windows with SharePoint Administrator Rights.
2. Go to the top level of the SharePoint Site.
3. Navigate to Site Actions -> Site Settings -> People and Groups.
4. Select New Group from the New drop-down list.
5. Add a name for your group in the Name field and a description in the About Me field.
6. Go to the Site section, then Give Group Permission to select appropriate permissions.
7. Select Create, then click Groups.
8. Go to All Groups and pick the newly created group.
9. Go to the New drop-down list and select Add Users.
10. Enter all users to which you wish to grant report access.
11. Click OK.

Learn More About Dynamics GP SmartList Security

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