User Management

Set up roles, profiles, and permissions in EAM-BC

Introduction

All employees are assigned a role in D365BC, depending on the jobs and tasks they are required to work on. Roles are defined by user and permission setup.

Prerequisite

Dynaway EAM for Business Central (EAM-BC) is installed in your standard Microsoft Dynamics 365 Business Central solution.

You have acquired an adequate number of licensed users for EAM-BC, allowing you to set up users for your maintenance organization.

Audience
Sysadmin, Maintenance Manager

Roles, Users, and Permissions

In standard D365BC, Roles are set up as profiles to describe different job functions, for example, Administrator, Inventory Manager, Asset Manager, and Asset Technician.

A role center is assigned to each role (profile).

Read more about role center setup in the Microsoft documentation for D365BC.

Read more about how to create and manage profiles in the Microsoft documentation for D365BC.

Role Center for Asset Managers

Asset Managers use the role center to get an overview of the current status on Assets, Work Order Plans, and Work Orders. Asset Managers have access to various lists, for example Active Assets, Critical Assets, Active Work Orders, Overdue Work Orders, Open Work Order Plans, Posted Work Orders.

Role Center for Asset Technicians

Asset Technicians use the role center as their point of entry to EAM-BC. Asset Technicians have access to relevant information regarding Assets and Work Orders.

Asset Technicians can make registrations on Assets and Work Orders to keep information updated regarding Asset Maintenance and the general condition of a company's Assets.

Users and Permission Sets

In D365BC, individual employees or a group of employees can be set up as a user. Permission sets are added to each user. Permission sets define which data the user has access to and whether the user is allow to read, edit, and delete data.

Read more about permission sets in the Microsoft documentation for D365BC.

The Administrator or Manager responsible for running assisted setup in EAM-BC and importing data into EAM-BC requires the following permission sets to complete those initial setup tasks: D365 SETUP (required for running assisted setup) and D365 RAPIDSTART (required for importing data).

When you set up users for your maintenance organization, the following permission sets are required.

Permission Sets for Asset Managers

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

Permission Set Name
D365 BASIC Dynamics 365 Basic access
D365 ITEM, EDIT Dynamics 365 Create items
DAM EAM MANAGER EAM Manager

Permission Sets for Asset Technicians

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

Permission Set Name
D365 BASIC Dynamics 365 Basic access
DAM EAM TECHNICIAN EAM Technician
EAM TECH WO EAM Create One-off Work Orders

Resources

Set up the resources (persons or machines) that should be available for work scheduling in your maintenance department.

You can set up

  • at least one resource group, for example, "Maintenance Team", for internal resources (Asset Technicians). If required, you can divide Asset Technicians into more groups/teams. If you use external contractors to work on maintenance jobs, you can also set up a specific group for that purpose.
  • the resources who should be available for scheduling
  • the daily capacity (available work hours) for each resource

Resource setup is standard D365BC functionality. Refer to Microsoft documentation: Set Up Resources for information about resource, resource group, and capacity setup.

When you have set up resources in D365BC, next step is to set up Maintenance Employees in EAM-BC.

Maintenance Employees / Users

Set up the Users and User Groups that are licensed to use EAM-BC.

You can schedule work orders to a user group, for example, electricians, or welders with a specific welding certificate. You can also schedule work orders to specific users, like Asset Technicians.

The following procedure describes how to set up users and user groups.

  1. In your role center, select Assets Setup > Maintenance employees.  
  2. Select the New button. 
  3. Select Type, user or user group.
  4. Enter Name (the name or ID shown in drop-downs), and Full name for a user group. If you've selected the type "User", Full name is automatically transferred from the Users standard list.
  5. For users, select a resource in the Resource No. field (person or machine) that the user is related to.
  6. If you're creating a group, select the Group Members button and add the employees that should be included in the group.
  7. For groups, you can select the Work Types button and set up the work types related to the selected group.
  8. If a user requires access to the Scheduling Board module, select the Scheduling Board check box for that user.
    1. The Scheduling Board column is only visible if you have installed the Dynaway Scheduling Board app from Microsoft AppSource.

Example: Maintenance Employees Setup

Group Members

When you create a user group in Maintenance Employees, you must assign users to the group.

  1. In the Maintenance Employees list, you add a new group. Select the group.
  2. Select the Group Members button to add users to the group.
  3. In the Group Members list, select New.
  4. Select the User Name to be added to the group.

Group Work Types

When you create a user group in Maintenance Employees, you can assign Work Types to the group.

Work types are used on Work Order Plans and Work Orders to define the type of job to be carried out on a work order. Examples are Cleaning, Inspection, Lubrication, and Repair.

  1. In the Maintenance Employees list, you added a new group. Select the group.
  2. Select the Work Types button to add a work type to the group.
  3. In the Group Work Types list, select New.
  4. Select the Work Type Code to be added to the group. Work Type Description is automatically inserted.

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