User Groups in SAP Business One Improve Organizational Control

Customization is just one of the many methods to enhance the SAP Business One experience.

User groups can be used to easily set authorizations, look and feel of screens, alerts and form (Screen) Settings.  User groups can help you administer these tasks at a group level as opposed to an individual user level. 

Released in 9.3, the User Groups setup window (Administration → Setup → General → User Groups) allows administrators to define groups of users according to 5 group types:

  • Authorizations
  • Alerts
  • Form Settings
  • UI Configurations
  • Cross All Types

Once you name, describe, and choose a group type for your new group, you can align users to that group.  Depending on the type you choose for the group, the group will then be available in the setup window for that particular type.  For example, if you create a group called “Shipping” for the users in your Shipping department and assign this group to the Alerts group type, you will be able to set alerts for that group in the Alerts Management window. All the users assigned to the group will receive the Shipping group alerts.  These will also immediately apple to any new users you assign to the group in the future.  

Standard Groups

SAP Business One also provides you with four standard groups (Finance, Sales, Purchase, and Inventory) for the Authorization group type, which prove useful as a starting point when building a new set of authorizations.  You can remove and/or create new groups that apply to your company’s requirements.

If you wish to create uniformity for a group in more than one of the types, choose the “Cross All Types” option.  This will make the group available in each of the setup windows listed in the Group Type drop down. 

It should be noted that if a user is assigned to multiple authorization type groups, resulting in the potential for a conflicting authorization, the system will grant the user the most generous authorization.  The “effective” authorization column on the authorizations screen shows you the “final” authorization for each user, considering both users personally authorizations and all the assigned groups.  You can review the authorizations and effective authorization for each user by looking at the “Effective Authorization” column in the General Authorization window for that user.  

Time Efficient User Experience

User Groups will not only save you time on the administrative side, but they will give uniform environments, thus increasing the User Experience. 

Contact LBSi for more information about how to enhance your user’s experience using these tools and others. 

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