EAM for Business Central

User Roles and Security

User Roles and Security

Configure user access, roles, and security settings to ensure proper authorization and data protection in Dynaway EAM for Microsoft Dynamics 365 Business Central.

Roles, Profiles, and Permission Sets

  • Roles: Define the user's job function (e.g., Asset Manager, Technician, Requestor).
  • Profiles: Assign a role center to each user, customizing their workspace and navigation.
  • Permission Sets: Control access to tables, pages, and processes. Permission sets can be standard (provided by Dynaway EAM and Business Central) or custom (created for your organization).

Permission Sets in Dynaway EAM

Dynaway EAM provides a comprehensive set of permission sets tailored to maintenance roles. These permission sets are assigned to users in Business Central and determine what data and actions are available.

Permission Sets for Asset Managers

Users working as Asset Managers require the following Permission Sets on their User Card:

Permission Set Name Module
D365 BASIC Dynamics 365 Basic Access Standard BC
D365 ITEM, EDIT Dynamics 365 Create items Standard BC
DAM EAM MANAGER EAM Manager EAM
DAM EAM BASIC EAM Basic EAM
DAMFRM MANAGER Forms Manager Forms
DAMMR MANAGER MR Manager Requests
DAMSW MANAGER Safe Work Manager Safe Work
DAM EAM SCHEDULER EAM Scheduler Scheduling Board

Permission Sets for Asset Technicians

Users working as Asset Technicians require the following Permission Sets on their User Card:

Permission Set Name Module
D365 BASIC Dynamics 365 Basic Access Standard BC
DAM EAM TECHNICIAN EAM Technician EAM
DAM EAM BASIC EAM Basic EAM
DAMFRM RESPONDER Forms Responder Forms
DAMMR TECHNICIAN MR Technician Requests
DAMSW TECHNICIAN Safe Work Technician Safe Work
DAM EAM S.BOARD READ EAM Scheduling Board Read Scheduling Board

Permission Sets for additional users

Users who are not defined as Asset Managers or Asset Technicians require the following Permission Sets on their User Card:

Permission Set Name Module
DAM EAM READ EAM Read EAM
DAM EAM PROD. OPER. EAM Production Operator EAM
DAM LICENSE CHECK EAM License Check EAM
DAMINV SALES POST EAM Sales Post Maintenance Invoicing
DAMMR REQUESTOR MR Requestor Requests
DAMMR READ MR Read Requests
DAMSW ENTRIES Safe Work Entries Safe Work
DAMSW READ Safe Work Read Safe Work
DAMTL READ Tools Read Tool Crib
DAMTL TOOL HANDOUTS Tool Handouts Tool Crib
DAMFRM READ Forms Read Forms

User Types and Licensing

  • Full Users: Have access to all EAM features. Typical roles include managers, planners, and senior technicians.
  • Light Users: Limited access, focused on operational tasks (e.g., registering time, creating requests, viewing work orders). Light User licensing restricts access to specific processes.

Light User Processes and Modules

Light Users have access to a limited set of processes within Dynaway EAM. The following table outlines the specific processes and modules available to Light Users:

App Process Can Be Done by Light User
EAM Add any documents to records Yes
EAM/Tool Crib Create Assets/Tools No
EAM Modify Assets directly No
EAM Create Asset Downtime Yes
EAM Close Asset Downtime Yes
EAM Create Work Order from Asset Downtime Yes
EAM Create Asset Warranty No
EAM Create Asset Warranty Claim No
EAM Create a Work Order from Asset Warranty Claim Yes
EAM Create Asset Transfer Yes
EAM Post Asset Transfer Shipment or Receive Yes
EAM Create Counters No
EAM Register Counter Reading (at this moment free users can do it) N/A
EAM Create Measurement No
EAM Create Measurement Devices No
EAM Register Measurement Readings (at this moment free users can do it) N/A
EAM Create Work Order Plans No
EAM Create Round Order Plans No
EAM Release Work Order Plans No
EAM Release Round Order Plans No
EAM Create Work Orders by planning worksheet No
EAM Create One-off work orders (ad-hoc work orders) Yes
EAM Modify Work Orders (add new lines/delete/change status but without posting) Yes
EAM Post Work Orders (Items/Resources/Expenses) No
EAM Close Work Orders (without posting) No
EAM Post registrations from the timer No
EAM Modify Round Orders (add new lines/delete/change status but without posting) Yes
EAM Post and Close Round Orders (Items/Resources/Expenses) (with rounds there is only one step) No
EAM Create Expenses No
Forms Create Form Templates No
All Fill Forms (checklists/forms assigned to assets etc.) Yes
Tool Crib Register Tools Handouts Yes
Tool Crib Register Tools Returns Yes
Requests Create Maintenance Requests (at this moment free users can do it) N/A
Requests Modify Maintenance Requests (add comments/change status etc.) Yes
Requests Create work orders directly from maintenance request Yes
EAM Create Maintenance Budgets No

Maintenance Employee Setup

All users working with Dynaway EAM must be configured as Maintenance Employees. You can set up individual users or groups, assign resources, work types, and default warehouse locations, and control access to assets and documents.

How to set up Maintenance Employees:

  1. Go to the Maintenance Employees page in Business Central.
  2. Select 'New' to add a user or group.
  3. For users, select a resource (person or machine) that the user is related to (Resource No.).
  4. For groups, use the Group Members button to add employees to the group.
  5. Assign Work Types to users or groups to define specific tasks or skills.
  6. Set up default warehouse locations for users to ensure correct inventory handling (Default Location).
  7. Assign asset responsibility centers if users should only see certain assets or documents (Asset Resp. Ctr. Filter, Maintenance Resp. Ctr. Filter).
  8. Specify email addresses for users/groups (E-Mail).
  9. Enable 'Light User' for users who require limited access.
  10. Use the Time Entry Approver role for users who need to approve and post timer entries (Time Entry Approver).
  11. Assign Scheduling Board Read Only, Lockout Manager, or Tagout Manager roles as needed (requires relevant apps).
  12. Set Posting for Today if posting dates should default to the current date (Posting For Today).
  13. Specify Work Order Posting Policy and Maintenance Task Posting Policy for users/groups (Work Order Posting Policy, Maint. Task Posting Policy).
  14. Exclude Closed Plans from the user's view if needed (Exclude Closed Plans).
  15. Enable Drag-and-drop on Asset Tree for users/groups if required (Drag-and-drop on Asset Tree).

Any Business Central user with the proper permission set for the Maintenance Employee table can edit/add/remove records from that table.

Permission Sets

DAM EAM BASIC

DAM EAM BASIC is a permission set that is needed for each user of EAM (managers and technicians). Permission set includes access to tables that are used by the manager and technicians in the same way.

DAM EAM MANAGER

DAM EAM MANAGER is a dedicated permission set for managers. You can find access that gives the possibility to run processes that can only be done by a manager. For example, a manager can do direct changes on the asset card when the permission set dedicated for the technician allows performing indirect changes on the asset. This permission set is needed if this user is responsible for creating maintenance data in your company.

DAM EAM TECHNICIAN

DAM EAM TECHNICIAN is a dedicated permission set for technicians. With this set, you will be able to perform some processes like posting work orders, editing lines on orders, or changing some records indirectly. Permission set gives READ access to all needed data. For example, with this set, you are able to read data from tables like Work Order Priority, Asset Category, etc., but you are not able to create or modify records in these tables.

EAM TECH WO

EAM TECH WO is a dedicated permission set for technicians who need the possibility to create one-off work orders directly from the asset (or any other place in the system where it's possible, like downtime or maintenance request).

DAM EAM READ

DAM EAM READ is a technical permission set that includes READ access to all tables from the EAM app. You can use it for users who need access to EAM data. For example, if you want your accountants (who work in BC) to have access to assets, work orders, etc., you need to add this permission set to these users. With this permission set, the user will be able to open any maintenance page and read data from it.

DAM EAM PROD. OPER.

DAM EAM PROD. OPER. is a permission set dedicated to the users who work with production orders but for some reason need access to EAM. When you're using manufacturing connected to maintenance, and you want that our manufacturing users are able to register for example counter readings, you need to provide this permission set to these users.

DAMFRM MANAGER

DAMFRM MANAGER is a dedicated permission set for form managers. The user with this permission set is able to create new forms and all the needed data for them. This is a permission set dedicated to the person who works as a form template creator/editor.

DAMFRM RESPONDER

DAMFRM RESPONDER is a dedicated permission set for the user who will need to answer on created forms. This person is not able to create new form templates but is able to respond to created forms. It's not important from what place the form was created (asset, general form, or work order).

DAM LICENSE CHECK

DAM LICENSE CHECK is a technical permission set that includes READ access to all tables from the EAM app that are needed to check the license. Your managers and technicians should already have this access, so this permission set might be used in a situation where the user is not a typical maintenance user.

DAMFRM READ

DAMFRM READ is a technical permission set that includes READ access to all tables from the FORMS app. You can use it for users who need access to FORMS data. For example, if you want that your HR employees (who work in BC) have access to forms, you need to add this permission set to these users. With this permission, the user will be able to open any form page and read data from it.

DAMMR MANAGER

DAMMR MANAGER is a dedicated permission set for the maintenance requests manager. The user with this permission set is able to manage created maintenance requests. This is a similar permission set to EAM MANAGER but for maintenance request purposes.

DAMMR TECHNICIAN

DAMMR TECHNICIAN is a dedicated permission set for maintenance requests technicians. The user with this permission set is able to work with the maintenance request from the technician's perspective. This is a similar permission set to EAM TECHNICIAN but for maintenance request purposes.

DAMMR REQUESTOR

DAMMR REQUESTOR is a dedicated permission set for users who are able to create new maintenance requests. You might consider adding this permission set for users who are working in the same company and are not connected to maintenance, but sometimes want to create a maintenance request (e.g. because they noticed that something is wrong with an asset).

DAMMR READ

DAMMR READ is a technical permission set that includes READ access to all tables from the Maintenance Requests app. You can use it for users who need access to Maintenance Requests data. For example, if you want your employee (who works in BC) to have access to maintenance requests, you need to add this permission set to these users. With this permission, the user will be able to open any maintenance request page and read data from it.

DAMSW MANAGER

DAMSW MANAGER is a dedicated permission set for the safe work manager. The user with this permission set is able to create and manage documents like lockouts, tagouts, or permits to work, and all needed data for them like statuses or categories.

DAMSW TECHNICIAN

DAMSW TECHNICIAN is a dedicated permission set for the safe work technician. The user with this permission set is able to work and proceed all created safe work documents.

DAMSW READ

DAMSW READ is a technical permission set that includes READ access to all tables from the Safe Work app. You can use it for users who need access to Safe Work data. For example, if you want your employee (who works in BC) to have access to safe work (lockout, tagout, permit to work, etc.), you need to add this permission set to these users. With this permission, the user will be able to open any safe work page and read data from it.

DAMSW ENTRIES

DAMSW ENTRIES is a dedicated permission set for the user who creates records in the Entrance Log. This permission set has nothing in common with any other area of Safe Work app.

DAM EAM SCHEDULER

DAM EAM SCHEDULER is a dedicated permission set for the manager who uses scheduling boards to plan work in your company. It means that the user with this permission set is able to use all functions of the Scheduling Board and Asset Activity Board.

DAM EAM S.BOARD READ

DAM EAM S.BOARD READ is a dedicated permission set for the user who has access to the Scheduling Board or Asset Activity Board but this user is not able to edit work from the board. This is a permission set only for the read mode of these boards.

DAMTL TOOL HANDOUTS

DAMTL TOOL HANDOUTS is a dedicated permission set for users who will create tool handouts and returns in your company. A tool as a document is an Asset from the database perspective. So the creation of the tool is a part of the maintenance manager permission set. DAMTL TOOL HANDOUTS is only for registering handouts and returns.

DAMTL READ

DAMTL READ is a technical permission set that includes READ access to all tables from the Tool Crib app. You can use it for users who need access to Tool Crib data. For example, if you want your employee (who works in BC) to have access to registered handouts and returns, you need to add this permission set to these users. With this permission, the user will be able to open any tool crib page and read data from it.

DAMINV SALES POST

DAMINV SALES POST is a permission set dedicated to the user who is not a maintenance manager but needs to post sales invoices created with maintenance invoicing.

Team Member

Use Light User App setups to reduce the number of possibilities for team members (licenses) in the system. This is helpful if you want to control that a selected user only has access to a small part of the system. Important: each prepared permission set has less than inserts to 15 tables.

Permission sets and Roles are defined by processes to which the user has access.

Roles (by default) are not visible in Role Explorer.

The table below contains all setup that is possible with the Dynaway Light User application.

Important: Recommended Setup does not contain read permission sets - add relevant permission set (for example EAM READ) to give read access to the tables for the user.

What do you want to do in the system? Recommended Setup

Register Counter Readings

  • Create counter journal line
  • Post counter journal line

Permission Set Code: DAMLU REGCOUNTREAD

Role (profile): DAMLUREGCOUNTREAD
Role Name: Counter Readings Registration

Register Measurement Readings

  • Create measurement journal line
  • Post measurement journal line

Permission Set Code: DAMLU REG MEAS READ

Role (profile): DAMLUREGMEASREAD
Role Name: Measurement Readings Registration

Register Counters and Measurements

Combination of:

  • Register Counter Readings
  • Register Measurement Readings

Permission Set Code: DAMLU REG M C READ

Role (profile): DAMLUREGCMREAD
Permission Set Name: Counter and Measurement Readings Registration

Create Asset Transfers

  • Create asset transfer with lines
  • Add checklists to asset transfer (checklist with pictures and documents)
  • Fill in checklists (with pictures and documents)
  • Post shipments
  • Post receipts

Permission Set Code: DAMLU ATRAN CREATE

Role (profile): DAMLUATCREAT
Role Name: Asset Transfer Creation

Manage Asset Transfer

  • Open existing asset transfers
  • Fill in checklists (with picture and documents)
  • Post shipments
  • Post receipts

Permission Set Code: DAMLU ATRAN MANAGE

Role (profile): DAMLUATMANAG
Role Name: Asset Transfer Management

Create One-off Work Orders (without checklists)

  • Create one-off work order from the asset tree
  • Add lines to the work order
  • Change the work order status
  • Add pictures to the work order
  • Add documents to the work order
  • Add failures to the work order

Permission Set Code: DAMLU CREATEWOBASIC

Role (profile): DAMLUWOCREATE
Role Name: Work Order Creation

Create One-off Work Orders with Checklists

  • Create one-off work order from the asset tree (with checklists - a checklist can contain pictures and documents)
  • Add lines to the work order
  • Change the work order status
  • Add pictures to the work order
  • Add documents to the work order
  • Add failures to the work order

Permission Set Code: DAMLU CREATEWOEXTRA

Role (profile): DAMLUWOCREATE
Role Name: Work Order Creation

Fill Round Orders

  • Open existing round order
  • Fill in asset lines (and adding a new line)
  • Add/edit item/resource lines

Permission Set Code: DAMLU RO MANAGE

Role (profile): DAMLUWOMANAG
Role Name: Work Order Management

Fill Inspection Orders

  • Open existing round order (inspection)
  • Fill in asset lines (and adding a new line)
  • Add/edit item/resource lines
  • Fill in checklists for assets and header (with pictures and documents)

Permission Set Code: DAMLU INSP MANAGE

Role (profile): DAMLUWOMANAG
Role Name: Work Order Management

Manage Work Orders

  • Open an existing work order
  • Fill in checklists (with pictures and documents)
  • Add failures
  • Add pictures and documents
  • Use time registration (without posting)

Permission Set Code: DAMLU WO MANAGE

Role (profile): DAMLUWOMANAG
Role Name: Work Order Management

Manage Work Orders and Round Orders (Inspections)

Combination of:

  • Manage Work Orders
  • Fill Rounds
  • Fill Inspections

Permission Set Code: DAMLU WORK MANAGE

Role (profile): DAMLUWOMANAG
Role Name: Work Order Management

Create Asset Downtime

  • Create asset downtime from the asset tree
  • Change dates on the asset downtime
  • Close the asset downtime

Permission Set Code: DAMLU DOWNT CREATE

Role (profile): DAMLUADOWNTCREATE
Role Name: Asset Downtime Creation

Manage Asset Downtimes

Combination of:

  • Create Asset Downtime
  • Create One-off work orders (without checklists)

Permission Set Code: DAMLU DWCREATEBASIC

Role (profile): DAMLUADOWNTCREATE
Role Name: Asset Downtime Creation

The table below contains all setup that is possible with the relevant application (Safe Work, Requests, etc.) all permission sets and roles are installed with their basic application.

Important: Recommended Setup does not contain read permission sets - add relevant permission set (for example EAM READ) to give read access to the tables for the user.

What do you want to do in the system? Recommended Setup

Register Requests

  • Create requests from the asset tree
  • Add pictures and documents to requests
  • Add comments to requests
  • Close requests

Origin APP: Dynaway Requests

Permission Set Code: DAMMR REG REQ

Role (profile): DAMMRREGREQ
Role Name: Maintenance Request Registration

Create Permit to Work

  • Create permit to work templates
  • Add existing forms to permit to works
  • Add approvers
  • Create permits to work based on templates

Origin APP: Dynaway Safe Work

Permission Set Code: DAMSW CREATE PERMIT

Role (profile): DAMSWPTWCREAT
Role Name: Permit to Work Creation

Fill Permit to Work

  • Open existing permits to work
  • Fill in attached forms (with pictures and documents)
  • Send permits to work for approval

Origin APP: Dynaway Safe Work

Permission Set Code: DAMSW FILL PERMIT

Role (profile): DAMSWPTWMANAG
Role Name: Permit to Work Management

Create and Manage Lockout

  • Create lockouts
  • Approve lockouts
  • Fill in locks
  • Fill in unlocks
  • Finish lockouts
  • Add documents to lockout points

Origin APP: Dynaway Safe Work

Permission Set Code: DAMSW LOCKOUT CREAT

Role (profile): DAMSWLOCKCREAT
Role Name: Lockout Creation

Register Safety Incidents

  • Create safety incident
  • Add documents and pictures to the safety incident
  • Close safety incident

Origin APP: Dynaway Safe Work

Permission Set Code: DAMSW SAFETY INC REG

Role (profile): DAMSWSAFINCCREAT
Role Name: Safety Incident Creation

Register Handout of Tools

  • Register tool handouts (without documents and pictures)
  • Register tool returns (without documents and pictures)

Origin APP: Dynaway Tool Crib

Permission Set Code: DAMTL TOOL HAND RET

Role (profile): DAMTLHANDRETCREATE
Role Name: Tool Handout and Returns Creation

Create Production On Hold from Downtime

  • Create asset downtime from the asset tree
  • Set up production on hold
  • Change dates on the asset downtime
  • Close the asset downtime

Origin APP: Dynaway EAM Manufacturing

Permission Set Code: DAMMF HOLDPROD CREAT

Role (profile): DAMLUADOWNTCREATE
Role Name: Asset Downtime Creation

For this user - the permission set came from the EAM Manufacturing app, but the role was from Dynaway Light User.

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