One of the most common (and often overlooked) issues in Microsoft Dynamics 365 Business Central is how new users are provisioned.
By default, when a new user is created, they’re often granted full access to the first company they log into. While this might seem convenient, it can quickly become a governance and security headache for administrators.
The good news is it’s incredibly quick to fix once you know where to look.
Why This Happens
When a new user is created in Business Central, their permissions are automatically assigned based on:
- Their license type (e.g. Essentials)
- Any security groups they belong to
For most standard licenses, this includes full access permissions by default. This means:
- Users may see data they shouldn’t
- Admins need to manually adjust permissions afterward
- There’s a higher risk of accidental changes or errors
The Simple Fix (Takes Less Than 2 Minutes)
You can prevent this behaviour directly within License Configuration.
Here’s how:
- Search for License Configuration in Business Central
- Open the relevant license (e.g. Business Central Essentials)
- Click the Edit (pencil icon) to enable changes
- Turn on Customise Permissions
- Locate the default permission line
- Delete the line that grants full access
- Close the window (changes are saved automatically)
That’s it. From this point forward, new users will no longer be granted full access by default.
What Happens Next?
Instead of automatic full access:
- New users will have limited permissions
- Administrators can assign appropriate access deliberately
- You can use security groups (via Azure Active Directory) to manage access at scale
This approach gives you:
- Better control
- Improved security
- Cleaner governance processes
Best Practice: Use Security Groups
Once default full access is removed, the next step is to manage permissions properly.
Modern Business Central environments should leverage:
- Security groups linked to Azure AD
- Role-based access control
- Standardised permission sets
This ensures users only get access relevant to their role and nothing more.
See It in Action
To see this configuration step-by-step, watch the short walkthrough below:
Take Control of Your Business Central Environment
Getting user permissions right is just one piece of the puzzle when it comes to running a secure, scalable ERP environment.
At Professional Advantage, we help organisations get the most out of Microsoft Dynamics 365 Business Central, from implementation through to optimisation, security, and ongoing support.
Whether you're:
- Cleaning up permissions and governance
- Rolling out Business Central to new teams
- Or looking to unlock more value from your system
Our team of experienced consultants can help you do it right the first time.
Book a 45 minute consultation with our experts today.
