BC Tip #6 - Permission Sets by User
- Ben Cole
- Nov 6
- 4 min read
Updated: Nov 10
Hello everyone, my name is Ben Cole and this is my sixth video in a series of weekly tips for D365 Business Central. In this quick video I will walk you through the easiest way to update user permissions in bulk within D365 Business Central. This specifically focuses on a feature called Permission Sets by User.
If you manage users in Dynamics 365 Business Central, the Permission Sets by User view is a simple but powerful way to assign permissions quickly and consistently. Use this feature to see permission sets down the left and users across the top, then apply permissions individually, in bulk, or across all companies in an environment.
Table of Contents
What Permission Sets by User does
This view gives you a matrix of permission sets versus users so you can:
Apply a permission set to every user at once
Grant a permission set to one or several specific users
Control whether a permission applies to a single company or every company in the current environment
Update permissions in bulk
Step by step: How to use it
Go to the User List in Business Central.
Click Related, then Permissions, then Permission Sets by User.
You will see permission sets listed down the left and users across the top.
To apply a permission set to all users, click the first checkbox next to that permission set. That checkbox quickly applies the permission across all users in the database.
To grant a permission set to specific users only, click the individual checkboxes for those users.
Check which company is selected at the top. Selections below apply to the company that is listed there.
To apply a permission for the user across every company in the environment, clear the company field so it is blank. Any permission added while the company field is blank will apply to all companies in the environment.
Quick tips
If you need to find a specific permission set fast, use the filter in the Permission Sets by User view to narrow the list.
Permissions can be shared across companies within the same environment, which is useful for multi-company organizations.
Permissions are not shared across different environments by default. For example, Production, Development, and Sandbox are separate environments and do not inherit permissions from one another.
When to use this view
Use Permission Sets by User when you need to:
Onboard a group of users with the same role quickly
Audit which users have a specific permission set
Make a company-wide permission change across every company in your environment
Troubleshooting and considerations
Remember that the company shown at the top determines where individual checkbox selections will apply. If you make a change while a single company is selected, that change affects that company only.
If a permission change does not appear in another environment, check whether you are in Production, Sandbox, or Dev. Permissions do not cross environments automatically.
Be careful with the bulk apply checkbox. It affects all users and can quickly escalate access if used without review.
FAQ
How do I apply a permission set to every user at once?
In Permission Sets by User, click the first checkbox next to the permission set you want to apply, called All Users. That will apply the permission to all users in the database for the selected company or for every company if the company field is blank. You can confirm this was successful as all other checkboxes to the right for the individual users will now also be checked.
Can I limit a permission to a single user?
Yes. In the Permission Sets by User grid, click the checkbox for the specific user or users you want to grant the permission to instead of using the bulk checkbox.
How do I make a permission apply across all companies?
Clear the company field at the top of the screen so it is blank. Any permission added while the company field is blank will apply to every company in the current environment.
Are permissions shared across Production, Sandbox, and Development environments?
No. Permissions are not shared across environments by default. Each environment maintains its own permission configuration, so you must update permissions in each environment separately.
Can I filter the permission sets list?
Yes. Use the filter in the Permission Sets by User view to quickly find a specific permission set before applying it.
Ready to optimize your Business Central environment with guidance from a BC expert?
Contact Ben Cole at Ben@BenColeBC.com or (214) 433-0923.
Ben Cole is passionate about making Microsoft Dynamics 365 Business Central work smarter for real people—users and partners alike. With roots in public accounting, Ben’s seen firsthand how automation and clever solutions can transform the Business Central experience. He’s known for breaking down complex topics with a dash of wit and plenty of practical advice. If you want to get more out of Business Central (and maybe even enjoy the process), Ben’s your go-to guide.
(214) 433-0923
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