Templates
Authorization Templates are used to flexibly setup user related tables in Dynamics Business Central, including extensions / customization and to define how the records are to be filled.
For example: when authorizing users as sales employee, the users get all the permissions sets from that role.
Besides the permissions, it is possible with templates to automatically create a record in the sales person table in Business Central for the new sales employee.
Thus, templates make it possible to create records in certain tables after assigning an organization role to a user. It is also possible to delete a record when removing a user's organizational role.
There are two types of templates.
- Master Template : Can be used to assign the generic fields (for all users), including the key fields of the table and is linked to an Authorization Template.
- Authorization Template : The specific fields for some users can be assigned by using Authorization Templates.
The user data and the free fields, combined with the templates, can be used to easily maintain user related data in Business Central.
¶ Master Template
For setting up a Master Template go to Authorization Framework => Templates => Master Templates and click on 'New'.
Table : Select the table that has to be used for the Master Template.
Description : Enter a description of the new Template.
Skip Table Triggers : Check the box if table triggers are to be skipped.
Click on 'Save & Close'.
In the next screen click on ‘New’ to add a Template Line.
Field No. : Select the field that has to be filled automatically by using the Template.
Value Source : Select the value source to be used.
- Value : Enter a fixed value.
- User : Use the user information from the user card.
- Organization Role of user : Use the information from the Organization Role card.
- No. Series : The no. series from that table will be used.
Skip Field Validate : Check the box if the Field Validation has to be skipped.
Click on ‘Save & Close’ to finish or click on ‘Save & New’ to add a new line for that Template.
¶ Authorization Template
Go to Authorization Framework => Templates => Templates and click on 'New'.
Table : Select the table that has to be used for this Authorization Template.
Description : Enter a description of the new Template.
Skip Table Triggers : Check the box if the table triggers are to be skipped.
Overwrite manually set values? : Check the box if it has to be modified for every template that applies to the same table. Checking this setting will allow the Authorization Box to be leading in how to process the default set values. For an explanation on this setting, see this part of the wiki.
Click on 'Save & Close'.
If a Master Template is available for that table, the box “Has Master Template” is checked.
¶ Setup the template by adding Template Lines
Click on 'New' to add a Template Line.
Field No. : Select the field that has to be filled automatically by using the Template.
Value Source : Select the value source to be used.
- Value : Enter a fixed value.
- User : Use the user information from the user card.
- Organization Role of user : Use the information from the Organization Role card.
- No. Series : The no. series from that table will be used.
Skip Field Validate : Check the box if the Field Validation has to be skipped.
Click on ‘Save & Close’ to finish or click on ‘Save & New’ to add a new line for that Template.
After the Authorization Template has been set up, link the template to an Organization Role.
Go to Authorization Framework => Organization role and open the Organization Role to assign this / an Authorization Template.
Click on 'New' on the fasttab “Templates”.
In the next screen enter the required fields.
Authorization Template : Enter the Template that has to be linked to the Organization Role.
Action on Grant : Enter the action the Template needs to execute when granting the Organization Role to a user.
Action on Revoke : Enter the action the Template needs to execute when revoking the Organization Role from a user.
Click on 'Save & Close' to finish adding an Authorization Template to this Organization Role or choose ‘Save & New’ to link an other Template.
Only an Authorization Template can be linked to an Organization Role, not a Master Template.
The Master Template is only effective if an Authorization Template is set up for the same table and is linked to an Organization Role, which is assigned to a user.
e.g. If an Organization Role has an Authorization Template for table 91, the Master Template for table 91 is also effective.
When an action is triggered by a template on a user, these actions can be found on the user card under the fasttab “Processed Actions”.
Should a synchronization of this user show an ‘orange badge component’, this means one or more templates could not be processed correctly.
This too will be visible in the Processed Actions on that user card.
The synchronization process however, is not influenced by this warming.
In addition to the Error message, clicking on the “magnifying glass” of the faulty query, will also show what went wrong when executing that template.
¶ Pre and Post actions
Pre and Post actions make it possible to process a specific action before or after the allocation of the Organizational Role to a user.
A Post and Pre Action does not have to be linked to an Organizational Role.
Pre and Post actions are also triggered when Users are manually synced from the User page or the Database page (the “Synchronize all” option).
Go to Authorization Framework => Templates => Pre and Post Actions and click on 'New'.
Processing Type : Choose when the action needs to take place;
- Pre Action : Action(s) of the template will be processed before allocation of an organization role to a user.
- Post Action : Action(s) of the template will be processed after allocation of an organization role to a user.
Type : Choose the type of action;
- Batch : Choose the object type. (The type of action you want to run (report, codeunit and XMLport))
- Template : Fill in the following fields :
- Authorization Template : Choose the Authorization Template.
- Action on Grant : The action the Template needs to execute when granting the Organization Role to a user (No Action or Insert/Change).
- Action on Revoke : The action the Template needs to execute when revoking the Organization Role from a user (No Action, Change Record or Delete Record).
Execute per : Choose for which company the Post or Pre action is to be executed :
- All companies
- Company organization role
- Specific company / company group
'Save & Close' : Saves the action and closes the screen. The action is now effective.
‘Cancel’ : Cancels adding the action.
¶ Approval Templates
Linking Approval Templates to an Organization Role, determines which limits apply and, when required, who should be the approver(s) for that Template.
Go to Authorization Framework => Templates => Approval Templates and click on 'New'.
Name : Enter the name of the Template.
Sales Amount Approval Limit : Set the sales amount approval limit or set unlimited sales approval (checkbox).
Purchase Amount Approval Limit : Set the purchase amount approval limit or set unlimited purchase approval (checkbox).
Request Amount Approval Limit : Set the request amount approval limit or set unlimited request approval (checkbox).
Approver ID : Enter the main approver.
Substitute : Enter the substitute for the main approver.
‘Save & Close’ : Saves the Approval Template and closes the page.
‘Cancel’ : Cancels adding the Approval Template.
After the template is saved, it can be added to an Organization role by opening the role and selecting the template in the header.
Should a user have multiple organization roles with Approval Templates assigned, the template with the highest value will be applied in a request.
When the Approver and the Substitute are left empty in the Approval Template, the already existing Approver and Substitute in Business Central will not be cleared/removed by this template.
An already assigned Approver and/or Substitute can only be replaced. To remove them they would have to be removed in Business Central.
The fasttab “Organization Roles”, on the page of the Approval Template, shows which organization role is assigned that template .
¶ Add an Approval Template on User level to overrule the Approval Template on Organization Role level.
It is possible to overrule the approval settings for a User on user level.
In an Authorization Request, select an Approval Template in the header. This Template overrules the Approval Templates that are assigned to a User on an Organization Role level.
This way, a temporary User like for instance an intern, can be assigned the same Organization Roles as for a regular User, but with an Approval Template where the approval amount is set much lower.
¶ Free Fields
Free Fields are used to define own fields. These fields can be used within the Master and Authorization Templates to fill records with user data.
To setup Free Fields go to: Authorization Framework => Templates => Free Fields.
There are two types of Free Fields.
- User Free Fields : Visible on the User Card.
- Organization Role Free Fields : Visible on the Organization Role.
The setup of these two types of Free Fields are both the same.
Label : The description of the free field.
Field Type : Options to choose between are; Text, Integer, Decimal, Date, Boolean and Option Field.
For the types Text, Integer and Decimal the Max Input Length can be set.
For the Option Field the options can be entered, separated by a comma.
The default values of Free Fields on Organization Roles can be filled with the backup functionality.
With the "Import Users per Organization Role” option via the organization chart, these default settings for Free Field values on Organization Roles are automatically used for new Organization Roles per User.
When adding an Organization Role to a User, only the Free Fields which are required (entered as a default value on the Organization Role) are shown in the request.
Free Fields of an Organization Role can also be added with the Authorization Request API.
The backup also supports the “Use Business Central table to select data” fields to make it easier to use the backup to restore the complete Free Fields setup to another environment.
¶ Fasttab Processed Actions in User card
On the User card, the fasttab “Processed Actions” shows all the actions that have been executed through Templates.
Clicking on the magnifying glass in that line, shows the query which was executed with that template.
Or, when an error occurs on a synchronization task because of a query, this fasttab shows why that query was unsuccessful, as the column “Error Text” will describe why the query was not executed.
¶ New template processor
Using the New template processor, increases the performance significantly, as the templates of the same table are combined and processed in one single query.
This results in much less traffic to Business Central.
The Authorization Box only changes data in Business Central if there is a difference in values in Business Central data and the values in the fields according to the Authorization Box.
All templates will now be processed with every synchronization action. This means the templates will also be processed during the daily night sync / authorization syncs, unlike the previous template processor.
The changes in regards to the previous template processor are as follows:
¶ Sequence of the templates
The sequence assigned to the templates in an organization role, are of no significance anymore. The New template processor checks which sequence has to be followed to successfully process the assigned templates in the authorization request. (if the fields in the templates themselves have been set up correctly)
¶ Overwrite manually set values
When setting up a template, there is an additional option to check called “Overwrite manually set values”.
Checking this checkbox will modify the values which are set for every template that applies to the same table and to the Default values.
Activating this option will set the value of all the table fields to the values as set in the Authorization Box, with and without a template.
If you have set values in a template, the values mentioned in the template will be set in Business Central.
If you have not set values for a field in a template, the value of those fields will be set in Business Central according the Default values and overwrite any value already set in Business Central.
For instance,
-- If this option is checked and you manually have set a value in Business Central for a Job title.
This field will be emptied (as per Default value) when there is no active template in the Authorization Box how to fill this field.
-- If this option is not checked, the value for the Job title in Business Central will remain as is.
¶ Include Field in Insert Query
When the Template Processor creates a new record, first the record will be inserted with only the key fields and secondly the record will be updated to set the values of the other fields. In some cases, it is required to add an extra field to the insert query. For instance, when a trigger validates a certain field when a record is inserted. In this case, you can use the "Include field in Insert Query" option to add a non-key field to the insert query. This will prevent the query from failing because of the check performed by the database trigger.
¶ Execute in company
When a template is being made for a table which is not company specific, you get the option to specify in which company a query has to be executed.
The options are:
- From connection, the template will be applicable for the database connection
- Specific company, when you choose this option, an additional field will appear in which you can choose for which company the template applies
- From organization role, the template will be applicable for the company chosen when the organization role is assigned
¶ Default field values
Before setting up the templates, it is recommended to check the Default field values of the tables.
The list of tables in the Default values will be filled with tables of which a template was (or is) already active.
(new menu item : Authorization Framework=>Templates=>Default field values)
Here you can set the Conflict Resolution and if you would want to ignore the field of a table during the synchronization.
Conflict Resolution :
The conflict resolution is used to determine which value has priority when multiple templates assign a different value to the same field.
Default is “High over low”, optionally you can choose for “Low over high”.
This option is only available for fields of type Boolean, Integer and Option.
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Boolean : False=lowest value, True=highest value.
Option : the first option is the lowest value, the last option the highest value.
Example: template 1 assigns Boolean1 = ‘true’, template 2 assigns Boolean2 = ‘false’.
If priority is Lowest value (option “Low over high”), and a user has both templates assigned, the setting used will be ‘false’.
Ignore during sync :
In case there is a field that never has to be changed by the Authorization Box, the toggle “Ignore during sync” can be set to “on” for that field in the Default values.
This will only be effective in case the option of “Overwrite manually set values” has been chosen.
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