Record Level Security in AX

Record Level Security,  with the help of user group permissions, you restrict which menus, forms, and reports that members of a group can access. Record level security enables you to restrict the information that is shown in reports and on forms.

The following examples demonstrate how you can use record level security.

• Allow members of a related user group to see only their related accounts they manage.
• Prohibit financial data from appearing on forms or reports for a specific user group.
• Prohibit account details or account IDs from appearing on forms and reports for a specific user group.
• Restrict form and report data according to location or country/region.

Setting record level security

Setting record level security is a two-part process. The first part involves selecting a user group and the appropriate database table using the Record Level Security Wizard. The second part involves creating a query that specifies the fields and criteria to be applied when record level security is enforced.

Use the Record Level Security Wizard

1. From a Microsoft Dynamics AX client, click Administration > Setup > Security > Record level security.
2. Press CTRL + N to open the Record Level Security Wizard.
3. Select a user group and then click Next.
4. Select a table. By default, the most frequently accessed database tables are shown. Click Show all tables to expand the selection. Click Next.
5. Click Finish.

Create a query

1. In the Record level security dialog box, select the user group and then click Query. The Inquiry dialog box appears. The Range tab shows some of the common fields for the specified table. Specify the fields to be shown to the selected user group on the report or form.
2. Select the first item listed on the Range tab. If no item is listed, press CTRL + N.
3. Use the Field menu to select the field that you want to show on the form or report.
4. Use the Criteria menu to select the criteria for the designated field. If no menu appears, enter the designated criteria.
5. As necessary, press CTRL + N to add fields and criteria.
6. Click OK.
7. Inform members of the selected user group that they must close their current client sessions and start a new session. If it is necessary, end active sessions from the   form. For information about how to end active sessions
8. Verify that record level security is enforced on the report or form by logging on to Microsoft Dynamics AX as a member of the specified user group. You should see only the information specified in the query for the designated criteria. If you see additional information, troubleshoot your query.