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[Jolaine Bowman]

I am not a technical person, how do I explain to our IT Department the access that is needed for individuals that I want to create reports for?

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Jolaine Bowman
Treasury & AP Manager
Medica
Minneapolis MN
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[Kelly Hobart]

This may be a good place to start:

https://community.dynamics.com/gp/b/dynamicsgp/archive/2012/11/02/excel-reports-security

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Kelly Hobart
Business Data Analyst
Mount Pleasant Waterworks
Mount Pleasant SC
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[Jeff Pfershy]

Jolaine,

It depends on which version of GP your running. The archive noted by Kelly was when SmartList Builder (and Excel Report Builder) were part of the Microsoft offering, but it has since returned to eOne.

In newer GP versions (2015+ for sure, possibly 2013?) the security is a bit different, although the basics are still the same, which are two parts:

1. If storing reports on a network share, a report user will need ‘full control’ access for their windows (AD) account to the folder where the report is stored;
2. The windows (AD) account needs to be added as a login in SQL and be assigned to the appropriate database role for the company the report pulls data from. Database roles for Excel Reports are predefined for basic reporting roles, like ‘rpt_accounting manager’, ‘rpt_accounts payable coordinator’, etc.

Also, If you create a custom report using a table, view, stored procedure, etc. the database security role doesn’t have access to, you will need to add those objects to the role’s permissions.

Hope that helps!

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Jeff Pfershy
Solution Consultant
248-489-0707
The TM Group, Inc.
Farmington Hills MI
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[Blair Christensen]

Here’s the simple way:  ask them to build you the views, create a security group with READ access to the views, and then add individuals to the security group.  That way you aren’t depending on Dynamics security but basic database security.  This allows any user in your company – even someone who doesn’t have a Dynamics user login – to access the reports.  It also makes it very easy for any kind of BI tool to attach to the views and begin serving up reports – whether that is Excel, Power BI, SSRS, or a host of other tools.

If your database guys need some pointers on which tables contain what, I’d point them to Victoria Yudin’s very helpful site:  https://victoriayudin.com/gp-tables/

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Blair Christensen
Database Administrator
Oppenheimer Companies, Inc.
Boise ID
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