How to setup a new user in Business Central in the Cloud
(Difference between user maintenance in Business Central online and on-prem)
User accounts in Business Central must be first created in the Microsoft 365 admin center. From the separation of responsibilities, this is no different than a system administrator previously had to create a new user as a Windows User before it could be added in Business Central or NAV. Your Microsoft Partner basically makes sure that the agreed upon number of subscriptions for Business Central are available online in the admin center. Your own admin center administrator can then create a user in Microsoft 365 and assign the appropriate subscriptions.
After subscriptions are assigned to a (new) user in Microsoft 365 admin center, your application administrator can add the user in Business Central by using the "Update users from Microsoft 365" button. Depending on the License Configuration settings in Business Central (see more on this later in another blog), a new user is then assigned a number of default permissions. These permissions can then be adjusted to the required permissions that correspond to the new user's tasks and responsibilities.
Ultimately, the method of managing users in the online environment seems similar to the old situation with NAV or Business Central on-prem. See the comparison in the table below.
|
Step |
Business Central online |
Business Central on-prem/NAV |
Responsible |
|
License for number of users |
Update subscriptions in Microsoft 365 admin center |
Update license (.flf) file |
Microsoft Partner |
|
Create user |
Create user in Microsoft 365 admin center and assign BC license |
Create Windows user in active directory |
System manager |
|
Add user to BC |
Add user to Business Central by synchronizing with Microsoft 365 |
Add user to Business Central / NAV by creating new user and selecting Windows user |
Application manager |
|
Assign authoriztaions |
Assign correct permission sets to new user |
Assign correct permission sets to new user |
Application manager |
From this we can conclude that from a management perspective, there is no difference between managing users online or on-prem.
