How to Create an Infor LN User from a User Template and Copy Authorizations
how to create a user in Infor LN using a user template and copy authorizations
Also searched as
- Infor LN user template setup
- LN copy authorizations from one user to another
- Infor LN create new user roles and templates
- Baan create user from template
Short answer
In Infor LN you create a user in User Data, link it to a user template that carries defaults such as language, printer, company and package combination, and assign roles that grant session and table authorizations. Copying authorizations from an existing user is possible but is the least safe approach compared with role-based assignment.
Applies to: Infor LN 10.x (Tools / Infor OS-integrated deployments may also manage identities in Infor Ming.le and ION Identity Management); older Baan 5 setups use a similar template concept
How to create an LN user from a template
- 1Confirm the person exists in your identity source if LN is integrated with Infor OS or a directory, and note the login name that will be used.
- 2Open User Data (ttaad2100m000) and create the new user record with the login code, name and the user type.
- 3Choose the user template that matches the job: the template provides defaults such as language, default company, printer or device, and the package combination.
- 4Assign the roles that give access to the required sessions. Roles are the preferred way to grant authorizations because they can be reviewed and reused.
- 5Set the company-specific data the user needs, such as the employee link in Common or the buyer and planner code in the relevant module.
- 6Check the device and printer defaults, otherwise the first report the user runs may land in the wrong queue.
- 7Test by logging in as the user, or use a test account with the same role, and open the five sessions the person needs most.
- 8Record the request, approval and role assignment in your access log for audit.
What a template does and does not do
A user template is a set of defaults that is applied when a user is created. It saves keystrokes for language, company, printer, package combination and similar settings. It is not an authorization mechanism in itself. Many new administrators assume that choosing a template named Buyer gives buyer permissions. In most setups the permissions come from roles, and the template only carries the defaults that match the role.
Keep the number of templates small. One per job family, such as Planner, Buyer, Shop Floor, Finance, is easier to maintain than a template per department or per person.
Roles versus copying authorizations
There are two ways to give a new user access. You can assign roles, or you can copy the authorizations of an existing user. Copying is fast but it inherits everything the donor user has accumulated, including access that was granted for a one-off project and never removed. The new user may then see data they should not.
Role assignment is slower to set up the first time but reviewable. If a role needs a new session, you change the role once and every holder gets it. For audit and segregation of duties, particularly for finance users, prefer roles and review them on a schedule.
Recommended order 1. Create user in User Data 2. Apply job-family template defaults 3. Assign roles (not copied rights) 4. Add module data (employee, buyer, planner) 5. Test, then log approval
Companies, packages and device defaults
A user works in one or more companies, and the package combination determines which versions of software components apply. A wrong default company is the most common reason a new user says the data is missing: they are looking at an empty company.
Set the default device and printer carefully. Reports are sent to the device defined for the user; if the device is not set or is offline, jobs queue silently. This is a frequent cause of the stuck print queue problem.
Offboarding and periodic review
When a person leaves, do not delete the user if they appear on historical transactions. Block or expire the account so references stay intact and the login cannot be used. Then remove their roles and review any scheduled jobs that run under their name, because jobs owned by a blocked user can fail or stop.
Review role membership at least annually, and when someone changes department. Access tends to accumulate. An export of users, roles and last login date is a simple basis for the review.
Common pitfalls
- !Believing a template grants authorizations when only roles do.
- !Copying a long-serving user and inheriting access nobody remembers granting.
- !Leaving the default company wrong so the user sees no data.
- !Skipping the printer or device default and losing reports in a queue.
- !Deleting leavers instead of blocking, breaking history references.
- !Leaving scheduled jobs owned by a departed user.
How an ERP-grounded AI assistant handles this
ERPray can answer read-only audit questions, such as which users hold a given role, who has finance sessions and has not logged in for ninety days, or how two users' access differs. It shows the query and respects LN roles. Creating or changing users stays with the administrator through the standard sessions.
Frequently asked questions
Does an LN user template give the user permissions?
Generally no. A template supplies defaults such as language, company, device and package combination. Access to sessions and data comes from roles and authorizations, so assign roles after applying the template.
Is it safe to copy authorizations from another user?
It is quick but risky. The new user inherits everything the source has, including legacy and one-off access. Role-based assignment is easier to review and keeps segregation of duties under control.
Why does a new user see no data?
Check the default company and the company-specific data first. A user logged into the wrong or an empty company, or without the required employee or buyer link, will see nothing relevant.
Should I delete a user who has left?
Normally no. Block or expire the account and remove roles. Deleting can break references on historical transactions and audit trails. Also check scheduled jobs that ran under that user.
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