User Templates automate the creation and management of user-related data in Business Central.
Instead of manually creating records every time you add a new user, templates do it for you.
When you hire a new sales employee:
Sets generic (default) values for all users.
Sets specific values for certain users.
Sets approval limits (not for creating records, but for controlling permissions).
Custom fields you create to store extra user/Organization role data.
When you hire a new sales representative you want to:
Solution:
You have different approval limits:
Solution:
You need to track extra info like employee hire date or sales team code.
Solution:
We'll automate sales person creation quickly:
Go to: Authorization Framework → Templates → Master Templates
Click: ‘New’
Fill in:
| Field | Value |
| Table | "Salesperson" (table 13) |
| Description | "Create Sales Person record " |
| Data per Company | Check when required |
| Skip Table Triggers | Leave unchecked (unless you expect issues) |
| Overwrite manually set values? | Check if you want the Authorization Box to override manual changes |
Click: ‘Save & Close’
You're now on the Master Template card.
Fasttab "Template Lines" → Click on the Field No. (usually ‘1’ and a key field)
Fill in:
| Field | Value |
| Field No. | “1” (greyed out) |
| Value Source | “User” |
| Value | “[Initials]” |
| Skip Field Validate | Unchecked |
Click: ‘Save & Close’ (2x)
The Master Template is now made.
Go to: Authorization Framework → Templates → Templates
Click: ‘New’
Fill in:
| Field | Value |
| Table | "Salesperson" (table 13) |
| Description | "Create Sales Person record for new sales reps" |
| Data per Company | Check when required |
| Skip Table Triggers | Leave unchecked (unless you expect issues) |
| Overwrite manually set values? | Check if you want the Authorization Box to override manual changes made in Business Central |
Click: ‘Save & Close’
You're now on the Authorization Template card.
Fasttab "Template Lines" → Click: ‘New’
Example line 1: Fill salesperson name with a user data value
| Field | Value |
| Field No. | “2” (Name) |
| Value Source | “User” |
| Value | “[Full Name]” |
| Include Field in Insert Query | Unchecked |
Click: ‘Save & New’ → Add another line
Example line 2: Fill salesperson email with a user data value
| Field | Value |
| Field No. | “5052” (Email) |
| Value Source | “User” |
| Value | “[Company e-mail address]” |
| Include Field in Insert Query | Unchecked |
Click: ‘Save & New’ → Add another line
Example line 3: Set commission percentage
| Field | Value |
| Field No. | “104” (Commission %) |
| Value Source | “Value” |
| Value | “5” (fixed value) |
| Include Field in Insert Query | Unchecked |
Click: ‘Save & Close’
Go to: Authorization Framework → Organization Roles
Open your "Sales Rep" Org.role
Fasttab "Templates" → Click: ‘New’
Fill in:
| Field | Value |
| Authorization Template | Select your template |
| Action on Grant | “Insert/Change” |
| Action on Revoke | “Delete Record” (or “No Action”) |
Click: ‘Save & Close’
Create an Authorization Request for a new user.
Assign them the "Sales Rep" Organization role and make sure the ‘Company e-mail address’ is filled in the User data of that user.
Process the request.
Check Business Central: Sales Person record should be created automatically.
When setting up a template line, you choose where the field value comes from:
| Value Source | Use when | Example |
| Value | Fixed value for all | Commission = 5% always |
| User | Use data from user card | Name = [Full Name] |
| Organization Role of user | Use data from Organization Role | Company = [Organization Role Company / group] |
| No. Series | Auto-number | Number = auto-generated |
Approval Templates determine which limits apply for a user before approval is required.
Go to: Authorization Framework → Templates → Approval Templates
Click: ‘New’
Fill in (example):
Click: ‘Save & Close’
Now link to an Org.role:
When user gets Organizaiton role → Approval limits automatically applied
Create custom fields to store extra user / Organization role data.
Example :
Go to: Authorization Framework → Templates → Free Fields
Choose a field and fill in:
Click: ‘Save & Close’
The field now appears on:
Execute code before/after assigning an Organization role to a user.
Go to: Authorization Framework → Templates → Pre and Post Actions
Click: ‘New’
Select:
Click: ‘Save & Close’
Normally: Template creates record → fills fields
Sometimes: Database trigger validates a field on insert → error in template process
Solution: Check "Include Field in Insert Query" to add a field to the initial insert
(Use only if you get insert errors)
By default, templates only fill empty fields. If you check "Overwrite manually set values", templates overwrite everything.
⚠️ When this option is checked in a template, the following also takes effect:
Default Field Values & Conflict Resolution
When a template is active for a table, the default field values will all apply when there is no template to fill/change it.
E.g. when the field for a Job title is not filled through a template, this field will be emptied (as per Default value) in Business Central.
What if multiple templates assign different values to the same field?
Go to: Authorization Framework → Templates → Default field values
For each field, you can set:
In case a chosen table is not company specific, you have to specify in which company a query has to be executed :
It is possible to overrule the approval settings with an Approval Template on User level.
When an Approval Template is set on User level,, this will overrule the one set through an Organization role.
(for instance an intern, can be assigned the same Organization Roles as for a regular User, but with an Approval Template for a different (usually lower) approval amount)
How do you know if a template worked?
Go to: User Card → Fasttab "Processed Actions"
You'll see:
Error Text column shows why it failed.
If status is "orange badge" in synchronization log: Template had an issue
Q: Template didn't execute
A: Check "Processed Actions" on user card. If it shows an orange badge, click magnifying glass to see the SQL error.
Common issues: field type mismatch, missing User data, or database trigger failure.
Q: Multiple templates assigned to same table – which one wins?
A: Use "Conflict Resolution" in Default Field Values (High over Low or Low over High).
Q: Can I update a record after it's created?
A: Yes! Set template "Action on Grant" to "Insert/Change" and it will update existing records.
Q: What happens when I revoke a role?
A: Depends on "Action on Revoke" setting: "Delete Record", "Change Record", or "No Action".
Q: Free Fields not showing on user card?
A: Make sure you created "User Free Field" (not "Organization Role Free Field").
For a more visual presentation, find following videos on our YouTube channel :