Back to Basics: Create a New User in Microsoft Dynamics GP

Posted by Misty Galbreth, Support Analyst on January 27, 2016

Whether you are new to Dynamics GP, have converted from another system to GP, or would just like a refresher, we’re getting back to basics in this blog by setting up a new user in Dynamics GP.

Creating the User in Microsoft Dynamics GP:

To begin, login to Dynamics GP as the ‘sa’ user.

1) Select the Dynamics GP menu, then go to Tools > Setup > System > User.

This will prompt the below window to open:

2) Next, to look up a user, select on the spyglass iconlocated next to the User ID field.Choose the user by double clicking on the user’s name.

               Note: You should be able to tell your company’s user naming convention by the current user setup (JSMITH versus john, for example).      

3) Select the Clear button to remove any information in the screen.

4) Enter the new User ID in the User ID field.The status will automatically go to “Active”, and user type will automatically be set at “Full”.

5) Enter the user’s name in the User Name field.

               Optional: Choose a Homepage Role

6) Enter the user’s password and confirm the password.

               Optional: If your company policy states that your Dynamics GP passwords should expire, you must check the Enforce Password Policy and Enforce Password Expiration boxes under Advanced SQL Server options.  To force the user the change the password at initial sign on, the Change Password Next Login box must also be checked.

7) Select the Save button and close the User Setup window.

At this point, we have created the new user.  However, if the user were to login right now, they would not be able to access any information or modules in GP.  Our next step is to grant them access to at least one company in Dynamics GP.

Granting User Access Levels in Microsoft Dynamics GP:

1) Select the Microsoft Dynamics GP menu, then go to Tools > Setup > System > User Access.

The window below, which displays the companies that your users can access, will open.  On this screen, you can see any user’s company access by simply selecting the user.  Companies that have a check mark have been granted to the user. 

2) Next, to grant or remove access, select the user, and either check or remove the check mark next to the company (in the example below, user “jsmith” only has access to “Fabrikam”).

3) Select OK and close the window.

At this point if our user were to login, they would be able to access a company, but since no security access has been set up, the user would be unable to see any menu options. 

Granting User Security Functions in Microsoft Dynamics GP:

1) Go to the Microsoft Dynamics GP menu, then go to Tools > Setup > System > User Security.The below window will open:

2) Find the new User ID you created by selecting the spyglass icon next to User.

3) Choose a company from the dropdown menu.

               Note: You will only see companies the user has access to in the list.

4) Once you choose the company from the dropdown, a list of Roles will appear.Each role gives access to the system in different ways, and these options will determine what functions the user can perform.

5) Place a check mark in the box next to each Role you want the user to have access to.Repeat process for each company.

               Remember! A PowerUser will gain access to everything in the system, so choose this option wisely.

6) Choose an Alternate/Modified Forms and Reports ID.  Many companies only have one, but if you have more than one, you will need to investigate which Reports ID to choose.

7) Click Save and close the window.

You have now completed setting up a new user in Microsoft Dynamics GP! 

Timesaving Tip!

If you have a new user who should have the exact same access as a current user, there is an easier way to set up the company access and user security.  Versions of Dynamics GP 2013 and newer all have a “copy” function available when setting up a new user.  Here’s how that works.

1) Complete steps above to create the New User ID and setting up the password.

2) Next, select the Copy Access button.The window below will open, allowing you to choose a user to copy access from.Choose the appropriate user who you’d like to mirror and select OK.


Looking for more Microsoft Dynamics GP tips?

Read more Crestwood Blog Posts about Dynamics GP.

Submitted By: Misty Galbreth, Support Analyst

Share this:


Add your comment: