The Authorization Box provides a manageable and controllable authorization environment for Microsoft Dynamics 365 Business Central.
Instead of manually setting permissions on a per-user basis, make use of :
- Organization Roles (e.g. Sales advisor, Bookkeeper, Purchase manager etc.)
- Permissions per Organization Role (what is a user with this Organization Role allowed to view or do?)
- Assign Users to Organization Roles (which users should be assigned this Organization Role?)
- Central management of all rights
- Easily add/remove users
- Audit trail (who approved what?)
- Easily adapted when organization changes
This is what you need to know before you start:
- This is the "tree structure" of your company
- Consists of Departments (Sales, Accounting, IT, etc.)
- In each department there are Organization Roles (Manager, Employee, etc.)
- Example: Sales → Sales Consultant, Sales Manager
- A position in your organization with specific tasks
- Is assigned Permission Sets (what rights belong to this role?) (optionally)
- Can be part of approval groups (who needs to approve this?)
- Example: "Sales employee" is allowed to view invoices, but not modify them
- A collection of rights to tables, pages, reports, etc.
- Comes from Business Central itself or can be created through the Authorization Box
- Example: "Sales_View" = allowed to read sales data
- Used to assign rights to people
- Can have an approval step (e.g., manager must agree)
- Example: “John is given the Organization role of Sales Associate for Cronus UK”
Organization Chart
├── Sales (Department)
│ ├── Sales Associate (Organization Role) → Permission Sets: Sales_View, Customer_Read
│ └── Sales Manager (Organization Role) → Permission Sets: Sales_Full, Reports_Write
├── Accounting (Department)
│ └── Bookkeeper (Organization Role) → Permission Sets: GL_Full, AR_Full
| I want to ... |
Go to |
| Set up my departments and organization roles |
Organization |
| Give a user the permissions of an organization role |
Requests |
| Take rights away from a user |
Requests |
| Create my own permission sets or permission set groups |
Permissions |
| Let a manager approve authorization requests |
Approvals |
| Change many users or roles at once |
Users |
| Create user data in Business Central automatically |
User Templates |
| Maintain the setup of several databases from one place |
Central Management |
- Quickstart: build a first organization chart, role and request in five steps.
- Organization: departments, organization roles and permission sets.
- Requests: assign and revoke rights, and view processed requests.
- Permissions: create, record and group permission sets.
- Approvals: approvers and approval groups.
- Users: the User card and bulk changes.
- User Templates: create user data in Business Central automatically.
- Central Management: one Parent database for several databases.
For a more visual presentation, find following videos on our YouTube channel :
Terms are explained in the Glossary. For general problems see Troubleshooting.
Last reviewed: October 2026.