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Smartlist Access

  • 1.  Smartlist Access

    Posted 06-14-2018 11:11 AM
    ​I have a smartlist which one user can access it but the other can't and they both have the same access in Dynamics GP.
    Is there any thing else that could prevent this user from running this smartlist?


    Namrita Lohani
    Raleigh, NC

  • 2.  RE: Smartlist Access

    Posted 06-14-2018 12:19 PM
    @Namrita Lohani
    You'll want to check security.  Different Roles will link to Tasks that have various SL access.
    Sometimes we create one or more SL Tasks/Roles to make sure we grant the security we want.


    Windi Epperson [Designation]
    President/GP Senior Consultant
    Advanced Integrators, Inc.
    Norman OK
    405-946-1774 Ext 102

  • 3.  RE: Smartlist Access

    Posted 06-14-2018 01:12 PM
    Hi @Namrita Lohani,

    Is the SL a Favorite?  If so, look to see who the SL is visible to.  Run the SL & then click on the Favorites button to open this window:

    OcfZv0x6TZWe9GSxOYuu_SL FAVE SAVED.png
    Here are the 4 options that a SmartList can be Visible To:

    a1riqnMwQnwMSJIs4fRD_SL FAVE VISIBLE TO.png
    If it's saved to User ID, then only that user can see it.  If it's User Class, then any users that are in the same class can see it.

    For Company, of course you have to be in the Company it was created in to see it, and System means everyone should be able to see it.   (Note: Even if it's Visible To System, Company, or User Class, GP Security will still prevent users from seeing RESULTS that they shouldn't see.  Meaning they can run it, but won't get ALL of the results if their security is limited.)

    Hope this helps!​

    Frank Heslin
    Financial Systems Administrator
    ExamWorks, Inc.
    Atlanta GA

    GPUG Advisory Committee Member
    Summit Track Leader
    GPUG All Star 2016

    GP2015 R2
    MR CU14

  • 4.  RE: Smartlist Access

    Posted 06-15-2018 12:25 PM
    ​Namrita (and others), I have SQL code you can use to create a Smartlist, that will tell you the security role(s) that control access to a Smartlist, and the users that have the role assigned. Then you can check the users/roles and see where your problem is. Let me know and I will email you the code.



    Russ Worth
    GP/AX Business Analyst
    Grand Isle Shipyard
    Galliano LA

  • 5.  RE: Smartlist Access

    Posted 06-18-2018 12:52 PM

    If you are interested, Victoria Yudin has a great script on her site to grab the Security that includes the SmartList details.  You will want to run through the steps she has to populate the Resource Descriptions.  I would add one step to the beginning of them in that you make sure you have backups of your GP databases since you are going to the Clear Data functionality, just to be safe.

    She has a lot of other scripts around security as well, but this one will include the Smartlists in it.

    We have some built as templates for SmartList Builder, but I don't believe you have that, so wanted to get you hers.  If I am incorrect and you do have SmartList Builder, you can grab the templates from our site or import them in SmartList Builder by going to Microsoft Dynamics GP - Tools - SmartList Builder - Import and selecting the Import from Web Tab.  They are under the system series of GP.

    Nicole Albertson
    Product Manager
    eOne Solutions

  • 6.  RE: Smartlist Access

    Posted 06-19-2018 01:41 PM
    ​Is this SmartList created from just Dynamics GP tables?  If you have created a new SQL Object (a custom SQL View) that you based the SmartList upon, you need to make sure that the user has the right to view SmartLists with SQL Tables.  Both users may have that SmartList in tasks assigned to them, but it is possible that one user does not have a task that has this right.  This is one that I often forget.

    Bill Jones
    Systems Engineer, Financial Systems
    Universal Service Administrative Company
    Washington DC