Set up user permissions on lifecycle states


You can set up restrictions that determine which lifecycle states a user is allowed to use on functional locations, assets, maintenance requests, and work orders.


You have completed standard setup for Asset management in D365FO.

Sysadmin, Maintenance Manager


In standard Asset management, you set up lifecycle states for

Lifecycle states determine the states a functional location / asset / request / work order can go through, for example "New", "Active", "Scheduled", "In progress", and "Completed". Some lifecycle states may be similar across the four entities and some may vary.

Refer to the links in the list above for Microsoft documentation on how to work with the standard setup of lifecycle states in Asset management.

We have extended the use of lifecycle states to let you set up restrictions for selected users regarding which lifecycle states they are able to use.

Example: On a work order, available lifecycle states for a released work order are "Pending", "In progress", "Completed", and "Finished". You can create a setup for each maintenance worker and/or maintenance worker group allowing them to be able to select only "In progress" and "Completed" when they work on a work order.

Lifecycle State Permissions

Restrictions regarding the use of life cycle states are set up in an update permission form. For each user or user group, a line is created for functional location/asset/maintenance request/work order 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. On the Permissions FastTab, the available state types are highlighted in the red box. On the Permission states FastTab, the work order lifecycle states selected for the user group "Maint-Elec" are highlighted.

  • In the Lifecycle state type drop-down at the top of the Permissions FastTab, you can filter permissions by lifecycle state.
  • When you select a permission on the Permissions FastTab, the selection in the Permission owner field is shown as a link. Select the link to open the user / user 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. On the Permissions FastTab, select a Lifecycle state type.

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

  5. In the Permission owner field, select the user or user 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 or user 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.


The user can create a lifecycle state update permission record for a selected user or user group regarding functional location - asset - maintenance request - work order lifecycle states.

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