Lifecycle State - Update Permission

Set up user permissions on lifecycle states

Introduction

You can set up restrictions that determine which lifecycle states a user is allowed to use on maintenance requests. When you've set up restricted lifecycle state movement for users they can only select the lifecycles states allowed for maintenance requests in Asset management.

Overview

In standard Asset management, you set up lifecycle states for Maintenance requests. Refer to the link for Microsoft documentation on how to work with the standard setup of lifecycle states in Asset management.

Lifecycle states determine the states a maintenenace request can go through, for example 'New', 'In progress', 'Rejected' and 'Finished'.

Define user permissions

You can set up restrictions for lifecycle states for selected users/user groups and maintenance workers/maintenance worker groups regarding which lifecycle states they are able to use.

Example: On a maintenance request available lifecycle states for a 'New' maintenance request are 'In progress', 'Rejected' and 'Finished'. You can create a setup for each user/user group or maintenance worker/maintenance worker group allowing them to be able to select only 'In progress' and 'Finished' when they work on a maintenance request.

Lifecycle State Permissions

Restrictions regarding the use of lifecycle states are set up in an update permission form. For each user/user group or maintenance worker/maintenance worker group, a line is created for maintenance request lifecycle states, and permitted states for that user or group is selected.

Refer to Microsoft documentation to learn more about the setup of users and user groups in the System administration module in D365FO:

Refer to the test case below for a step-by-step procedure on how to set up lifecycle state update permissions.

The screenshot below shows an example of the Lifecycle state update permission form. The available state types are highlighted in the red box to the left and you can see that Maintenance request lifecycle states is chosen. In the Permission states FastTab, the maintenance request lifecycle states selected for the user group 'Manager' are highlighted in the red box.

  • In the Lifecycle state type drop-down to the left, you can filter permissions by lifecycle state to choose maintenance request lifecycle states.
  • When you select a lifecycle state type to the left, the selection in the Permission owner field is shown as a link. You can select that link to open the user/user group or maintenance worker/maintenance worker group setup.

Lifecycle state update permission form.
Lifecycle state update permission form.

Set up Lifecycle State Update Permissions

Data Requirements

  1. Users and user groups have been set up in the System administration module in D365FO.
  2. Users are assigned the relevant security roles in D365FO, allowing them to make lifecycle state updates.

Steps 9

  1. Select Asset management > Setup > Lifecycle state update permissions.

  2. Select New.

  3. In the General FastTab, select Maintenance request lifecycle states.

  4. In the Permission owner type field, select either User, User group, Maintenance worker, or Maintenance worker group, depending on who you're creating the update permission for.

  5. In the Permission owner field, select the user/user group or maintenance worker/maintenance worker group that the update permission setup should be available for.

  6. Select Save to update the screen and show the available lifecycle states on the Permission states FastTab.

  7. On the Permission states FastTab > Lifecycle states remaining section, select the lifecycle states that should be available for the selected user/user group or maintenance worker/maintenance worker group. Press the 'Ctrl' button during selection to multi-select.

  8. Select the right-arrow button to move your selection to the Lifecycle states selected section.

  9. Optional: To remove permissions for a selected permission setup, select the lifecycle states to be removed in the Lifecycle states selected section, then select the left-arrow button.

Expected

The user can create a lifecycle state update permission record for a selected user/user group, or maintenance worker/maintenance worker group regarding maintenance request lifecycle states.

Integration and Usage

When you've completed setup regarding permissions for lifecycle state updates in Asset management, the selected users are able to only select the lifecycle states available for maintenance request lifecycle states according to that setup.

Note: If some users (workers) are not set up with specific lifecycle state update permissions, they are able to select all lifecycle states available, according to your standard setup in Asset management.

The permission setup uses the standard setup created for lifecycle models in Asset management. Refer to Microsoft documentation regarding lifecycle model setup for Maintenance requests.

For each lifecycle state in a lifecycle model, you determine which lifecycle states should be available as the next possible lifecycle state. That, in combination with any user permission setup determines which lifecycle states are available to a user. If a user/maintenance worker is part of two or more user groups/maintenance worker groups and updates a lifecycle state, the user will have access to all permissions specified in all of the groups.

Example: A maintenance request is created and currently in maintenance request lifecycle state 'InProgress'. The maintenance request lifecycle model setup allows for three possible updates from state 'InProgress' (refer to screenshot 'Screen 01' below). A maintenance manager who is working on a maintenance request is included in the maintenance request lifecycle state permission setup created for the group 'Manager' (refer to screenshot 'Screen 02' below). When the maintenance manager selects Update maintenance request state on the maintenance request, he or she is only able to select either 'Finished' or 'Rejected' as the next lifecycle state (refer to screenshot 'Screen 03' below). The state 'New' can't be selected as that state is not part of the permissions for the user group 'Managers'.

In the case when a user belongs to for instance two maintenance worker groups, or two user groups, the user will have permission to update the lifecycle state based off the permissions that are specified for those groups.

Screen 1: Maintenance request lifecycle states allowed from the InProgress lifecycle state.
Screen 1: Maintenance request lifecycle states allowed from the InProgress lifecycle state.
Screen 02: Maintenance request lifecycle state permissions setup up for the 'Manager' user group.
Screen 02: Maintenance request lifecycle state permissions setup up for the 'Manager' user group.
Screen 03: The user (maintenance manager) has access to update the current state 'InProgress' to 'Finished' or 'Rejected', as those two states are checked as available. States that are not checked as available can't be updated.
Screen 03: The user (maintenance manager) has access to update the current state 'InProgress' to 'Finished' or 'Rejected', as those two states are checked as available. States that are not checked as available can't be updated.

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