¶ User Management
Here you add people who are allowed to work in the Authorization Box. (only visible if you have the correct Function Profile)
People that should have access to the Authorization Box:
- Admins (manage the entire structure)
- Managers (assign user roles)
- HR staff (manage changes)
- Support staff (troubleshoot problems)
Regular employees don't need access to the Authorization Box - they only sign into Business Central.
¶ Step 1 : Add a New User
Go to: Setup→General→Fasttab “Users”
Click: ‘New’
Enter: Email address of the person
Click: ‘Save & Close’
¶ Step 2 : Assign a Role (Function Profile)
You're now on the user card. This step determines what the person can do in the Authorization Box.
| Available Profiles | What can they do |
|---|---|
| Application Manager | Everything (full admin) |
| Framework Manager | Manage Organization Charts, Organization Roles, Permission Sets |
| Controller | Execute approvals |
| Power User | Almost everything (except admin setup) |
| Support Employee | Most permissions |
| Support Employee Light | View only (read-only) |
| API User | API access only |
¶ How to select a Role
Go to “Function Profile” and select the appropriate role.
Examples:
- Company admin→Application Manager
- HR staff assigning roles→Framework Manager
- Manager approving requests→Controller
¶ Step 3 : Select Databases
Specify which databases this person is allowed to access.
Go to Fasttab “Databases”
Click: ‘Select’ (or ‘Select All’ for all databases)
Check which databases this person can access.
Click: “Save”
The person can now log in.
¶ Import users from Entra
If your Business Central environment uses Entra for authentication, you can import ALL users with a Business Central license by clicking the Update button on the Users page.
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If you only want to import users from a specific Entra security group, you can select this security group in the database settings. For this, Authorization Box needs your consent to read security groups from your Entra tenant. A notification will appear on top of your screen with a link to click for the consent to be given. You also need to use the latest version of our Essentials app (version 7.1.202604NN.0). If set up correctly, Authorization will only import Entra user into Business Central when they are a member of the selected security group.
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¶ Sign in: With Entra or Email
If your company uses Microsoft 365 (with Entra), the person just needs to enter their @company.com email address.
When an Authorization Box user logs in for the first time, a request to grant permission will pop up.
Click on ‘Accept’ to grant the 2-Controlware Microsoft Entra environment to use the company’s Microsoft Entra account for the login process.
We only use the email address and the display name of this Entra account and the only activity we monitor, are the login and logout actions.
The company’s policies might require the use of the Microsoft Authenticator to approve the login request.
If you don't have Entra, they receive an email with a verification code.
Both systems are secure - you can choose what your company uses.
Also, when using only the ‘Login with Microsoft’ button, the company's policies will apply.
Last reviewed: October 2026.