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Functional Permissions and Roles

Note

This page is to be read under three scenarios:

  1. You are completing the setup of HomeBuilder prior to setting up data (You are installing HomeBuilder and you are on step 3 of 3).
  2. You are unable to see or action parts of the system that you think you should be able to access (read section called "I Cannot See or Action Certain Features").
  3. You want to understand permissions in general (read the whole page).

Installing HomeBuilder Step 3 of 3

Important

Before you continue, ensure that have completed:

This is the third and final step in a three-stage process to get HomeBuilder installed and ready for setup in Microsoft Business Central.

The end goal is to read on this page the section called "Assigning Functional Roles to Users", and then assign roles to users to reflect their function within your organization.

Assigning a relevant HomeBuilder Role in the Role Center

Important

The HomeBuilder Role in the Role Center is different from the Functional Role in the page "Functional Roles". You can access this page by searching "Functional Roles".

On the top right of the Business Central page click on the "Settings" (a cog symbol), choose "My Settings", then click on the 3 dots on the Role line. This will allow you to choose one of the HomeBuilder Roles. In short, the Role you choose will allow you to see useful links throughout the system and the main page.

Note

The Role you choose is not going to add or restrict what you can view or edit. in the System. Access will be the same, and the layout of the System will be adjusted.

The HomeBuilder Roles that are available in the Role Center are:

  • HomeBuilder Admin.
  • HomeBuilder Décor Designer.
  • HomeBuilder Executive.
  • HomeBuilder Inspector.
  • HomeBuilder Site Super.

Permissions Overview

Permissions is a notoriously complicated part of any system and Microsoft Dynamics Business Central with the HomeBuilder extension is no exception.

HomeBuilder has built a few things to make this setup easier specifically for the construction industry. HomeBuilder-specific changes are made in three areas and described below in conjunction with base Dynamics BC permissions.

Permissions and access to the system are basically controlled in four specific ways:

Topic Where it is setup
Which tables/reports/pages can I access? Read, insert, modify and delete permissions granted through "Permission Sets". Specific HomeBuilder Permission Sets exist.
I need to control specific Home Builder tasks Pre-determined Functional Roles have been created. Specific HomeBuilder Functional Roles exist.
What can I see in the main menu? This is not really a permission. Pre-determined Functional Role just changes what you see when you login. Specific HomeBuilder roles exist and are listed above.
Restrict data access Responsibility Centers have a limited ability to stop users seeing e.g., purchases related to another part of the business. Otherwise, data access restriction takes place by assigning and modifying Permission Sets

Permission Sets

Important

Unless you are confident that you understand the structure of the database AND the way that permissions work in base Microsoft Dynamics BC, we advise that you seek help from a trained BC consultant or contact support@suiteengine.com. Modifications that you make to your Permission Sets tend to take time to be analyzed and rectified.

Open the page "Permission Sets" and make sure that the permission sets related to the HomeBuilder app have been added. This is an automatic setup, if Suite Engine HomeBuilder (SEHB) Permissions are not there, please contact support@suiteengine.com

Permission Set

  • SEHB ACCOUNTING
  • SEHB ALL
  • SEHB AS INSPECTIONS
  • SEHB AS OPERATIONS
  • SEHB AS SETUP
  • SEHB BC BASIC
  • SEHB DIARY
  • SEHB DIARY READ
  • SEHB GLOB. VEND-READ
  • SEHB GLOBAL VENDORS
  • SEHB ITEM
  • SEHB ITEM - READ
  • SEHB LICENSE
  • SEHB LOT
  • SEHB LOT - READ
  • SEHB LOT BUDGET
  • SEHB LOT BUDGET-READ
  • SEHB LOT SELECTION
  • SEHB LOT SELECT-READ
  • SEHB MODEL
  • SEHB MODEL - READ
  • SEHB PHASE
  • SEHB PHASE - READ
  • SEHB PLANNING
  • SEHB PLANNING - READ
  • SEHB POSTINGS
  • SEHB POSTINGS - READ
  • SEHB SALES
  • SEHB SETUP
  • SEHB VEND SETTLEMENT
  • SEHB VEND SETTL-READ
  • SEHB VEND WO
  • SEHB VEND WO - READ
  • SEHB VENDOR PORTAL
Note

To see the full list of Permission Sets in BC (this is not a HomeBuilder limitation, it is in base BC); go to "Permissions Sets", open the filter pane and click on Show system filters.

Action: Assign Permission Sets to appropriate users.

Please make sure that permission set SEHB ALL is assigned to all users regardless of using HomeBuilder functionality.

Functional Permissions and Roles

Permissions are a complicated part of the system and are handled in multiple ways.

  • Base BC Permissions with additions to accommodate HomeBuilder
  • Functional Permissions – specific tasks pre-created for standard activities used in homebuilding.
  • Functional Roles – multiple permission sets common to key roles (jobs) in homebuilding.

The base standard Business Central permissions typically restrict access table by table (e.g., Vendor, Customer, Chart of Accounts). There are many permission groups pre-created to make this (very flexible) process manageable.

Because home builders have things that are commonly required, HomeBuilder has introduced a concept of functional permissions, which allow or disallow certain functionality even if a user has access to an object.

HomeBuilder has defined the following functional permissions.

Functional Role Permission Name What it does
CAN APPROVE SELECTION Can approve in the Lot Selection Package a.k.a. color chart or Decor Center
CAN DO LOT OPERATIONS Standard operations are made available on the Lot page
CAN RELEASE SELECTION Can release Lot Selection Package, this is the final (non-reversible) step in color chart creation, often done in the back office.
CAN SEE LOT BUDGET As it says - Can see Lot Budget
CAN SEE LOT PRICES As it says - Can see Lot prices
CAN SEE SELECTION COSTS As it says - Can see costs in Lot Selection Package
CAN SEE MODEL PRICES As it says - Can see Model prices
EXCEED BUDGET Allows the user to exceed both the Estimated Amount and the Planned Cost Amounts in a purchase posting. Unlike changing the budget override settings in the HomeBuilder Setup, this option will give a warning that you are exceeding the budget.

Functional Roles

A Functional Role is a named set of functional permissions. They are created by the Homebuilder Software. To manage functional roles, open the page "Functional Roles" by searching it. This page contains two grids. The top grid lists user-defined function roles. The bottom grid allows you to edit the list of functional permissions for the role selected in the top grid.

Assigning Functional Roles to Users

To assign functional roles to a user, open the "User Card" for that user. Add functional roles in the section "User Functional Roles".

If you need more information on how these Functional Roles (beyond the names they each have) behave please contact HomeBuilder support.

Note

Just because the user cannot see all the pages from the front screen, changing the role does not stop them from searching for a page e.g., Chart of Accounts and opening it. Actual access to the system is controlled using Permission Sets.

Responsibility Centers

There is no HomeBuilder-specific setup here. Just refer to Responsibility Centers on Microsoft Learn.

Troubleshooting Access: I Cannot See or Action Certain Features

If you cannot access certain parts of the HomeBuilder system, buttons are "greyed-out" but your user has enough general BC permissions. The most likely cause for this is missing a License and Functional Permission setup:

  • Review the "Functional Permissions and Roles" section on this page to ensure each user is set up with enough Functional Permissions on their Base BC user.
  • Review the HomeBuilder License Management page to view which Companies and Users are licensed.
  • Finally, did you assign a relevant Role Center? Click on the "Settings" cogs, at the top right of the BC page, choose "My Settings" and choose one of the HomeBuilder Role Centers to see a main page containing useful links throughout the system.