Business Central User Access Request Form Template
Controlled access to Business Central is a basic audit expectation. This form captures who needs access, what license and permission sets are requested, the business reason, and the approvals, so a BC administrator can set up the user without guessing.
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Business Central User Access Request Form Template
Business Central User Access Request
Company: Acme Precision Ltd BC company: CRONUS Environment: Production Request date: 2026-10-20 Request type: New user
User details
| Field | Value |
|---|---|
| User name | Jordan Lee |
| Work email | jordan.lee@example.com |
| Department | Accounts Payable |
| Line manager | Priya Shah |
Access requested
| Item | Value |
|---|---|
| License type | Essentials |
| Role center / profile | Accounts Payable Coordinator |
| Access end date | [Access end date (temporary)] |
Permission sets
D365 BASIC, D365 PURCH DOC, D365 PURCH POST, D365 VENDOR EDIT
Business justification
New AP clerk responsible for purchase invoice entry and vendor maintenance.
Segregation of duties review
| Check | Result |
|---|---|
| User can create and post purchase invoices | |
| User can maintain vendor bank accounts | |
| User can post to the G/L and approve payments | |
| Conflicts documented and accepted by owner |
Approvals
Starting point only; adapt to your own policy. Permission set names are examples, so check the exact names and any custom sets in your environment. Review users and access regularly and remove accounts of leavers promptly. This is not legal or audit advice.
Report on BC permissions
Optional: we can produce a read-only user and permission matrix from your system.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the requester details, license and role center, then list the permission sets. Describe the business justification in plain words. Use the segregation of duties table to record whether the access creates a conflict, for example one person who can both enter purchase invoices and maintain vendor bank details. Export to PDF, collect signatures and file it with your change records.
What the administrator does with it
In Business Central the administrator creates the user from Microsoft 365 or Entra ID, assigns a license in the admin center, then opens Users and adds the permission sets. Companies are controlled through user permissions per company. Keep the request ID in the permission set assignment note so an auditor can follow the trail from form to setting.
- Assign a license first in the Microsoft 365 admin center
- Use user groups to bundle common permission sets
- Assign by role, not by individual preference
- Review SUPER and SECURITY sets with extra care
Good practice
Grant the least access needed. Prefer a small set of well-named job roles over many one-off combinations, and use temporary access with an end date for cover or projects. Review user lists each quarter with process owners, and keep evidence of the review. Sandboxes deserve rules too, especially if they contain production copies.
Common mistakes
Copying another employee's permissions wholesale, leaving SUPER on a former consultant, giving shared accounts to avoid license cost, and never removing leavers. Another is skipping the review of custom permission sets added by extensions, which can open surprising access.
Frequently Asked Questions
Which permission sets should a new user get?
Start from your role definitions. Many companies use D365 BASIC plus functional sets for the job, such as purchasing or sales. Avoid SUPER unless the person is an administrator.
Is this form audit compliant?
It supports an access control process but compliance depends on how you operate it. Keep approvals, review the access list on a schedule and document exceptions.
Can I use it for sandboxes?
Yes. Choose the sandbox environment. Treat sandboxes that hold copies of production data with the same care as production.
How should I handle leavers?
Use the Remove access request type, disable the user in Business Central and revoke the license on the day of departure. Keep the form as evidence.
If you want a read-only report of who holds which permission sets and which users have conflicting rights, we can build it from your BC security tables.
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