Difference between Full, Limited, and Self Service user types in User Setup in Microsoft Dynamics GP

This article introduces the difference between Full, Limited, and Self Service user types in User Setup in Microsoft Dynamics GP.

Applies to:   Microsoft Dynamics GP
Original KB number:   4015051

Tip

To open the User Setup window, select Tools under Microsoft Dynamics GP, point to Setup > System, and select User.

Introduction

At a high level, the permissions for each user type are as follows:

• Self Service

  • Ability to create requisitions.
  • Ability to enter Payroll timecards and expenses.
  • Ability to enter Project timesheets and expenses, benefits self service, and workflows. (Also known as Enter access.)

• Limited

  The Limited user can do all operations the Self Service user can do. In addition, the Limited user can view all inquiries, reports, and Smartlists. (Also known as Enter and Inquire access.)

• Full

  The Full user has full control of Microsoft Dynamics GP. (Also known as Enter, Inquire, and Edit access.)

What a user type does in Dynamics GP is always a grey area because you might expect something to function in a specific way and the user type doesn't allow based on the user type specifications. It's recommended to set up a user and test your process if you have limited users.

Sometimes, you want to see a window in the process, but it's unavailable. In this case, it's recommended to always test with a user with that type of user to make sure everything works for their process as you expect.

Both Self Service and Limited users can approve workflows.

More information

The best way to really understand what the users can do is to look at the role-based security inside Microsoft Dynamics GP. For more information, see the following blog articles:

• What are the SelfServe and Limited Users?
• ESS Security roles in Microsoft Dynamics GP 2013/GP2015 - What do they give users access to?