Deprecated User Groups assigned to Business Rules

Business Central version 25.1 will replace User Groups with Security Groups. It is important to take steps now to prepare your system for this upcoming change.

**** UPDATE: New to Fundamentals version 24.5.1130.0 User Groups will automatically be migrated to Business Rule Group Codes and updated on related Business Rules. It is very important to apply the latest Fundamentals release prior to upgrading to Base Business Central v25. ****

*** You need to prepare for the upgrade to Business Central version 25 BEFORE upgrading ***

The preparation needs to be done while still on version 24 using the latest Fundamentals September release for version 24.

*** NOTE: Once you upgrade to Business Central V25, you will have to manually recreate any business rules using User Groups ******

If you are leveraging User Groups with Fundamental's Business Rules, you will want to complete the following steps.

Step 1 - Prepare for deprecation of User Groups. This is very important as User Group setup information will be completely removed in version 25.1. We would recommend you export data from the following tables:

• User Group Member (9001)
• Optional - User Group Permission Set (9003)

You will need this data later when you configure Security Groups in Business Central.

Step 2 - Run Business Rule Validation report in each company. Go to Business Rules >> Export User Group Rules. This report will export to Excel and will be used to modify existing Business Rules.

*** NOTE: If you receive the message "No Business Rules use the Filter Column User Group Code", User groups are not being used with Business Rules. No further action is required. 

However, you may choose to complete Steps 3 - 6 if you plan to use Security Groups in the future to manage user permissions. It is also recommended to complete Step 5 and 6 to ensure users are properly assigned permission sets from the deprecated User Groups. ***

Step 3 - Setup new Security Groups in Microsoft Entra ID. Please refer to Microsoft documentation if you require assistance with this step.

Create, edit, or delete a security group in the Microsoft 365 admin center - Microsoft 365 admin | Microsoft Learn

Step 4 - Setup Security Groups in Business Central. Refer to Microsoft documentation for additional information. 

https://learn.microsoft.com/en-us/dynamics365/business-central/ui-security-groups

Assign members to Security Groups from data extracted from table User Group Member (9001)

Optional - Assign permission sets to Security Groups from data extracted from table User Group Permission (9003)

Step 5 - This step will need to be completed by a user with administration access. Enable Feature in Business Central if on version 24. This feature will be automatically enabled in version 25. To enable Search for Feature Management and select the page Feature Management

Change Enabled for to All Users.

Step 6 - Run Migration Wizard. For more information on the Migration Wizard please refer to Microsoft Learn. By following this link and reference the section Optional: Convert user groups to permission sets.

https://learn.microsoft.com/en-us/dynamics365/business-central/ui-security-groups

Important Note - Once the migration wizard completes all User Group data is removed from Business Central. It is critical to have exported data from the User Group tables prior to running this step.

Step 7 - Update Business Rule with new Security Group

1. Go to corresponding Business Rule from Business Rule Validation report that was generated in Step 2
2. Set Enabled to False
3. Locate the User Group Code. This could be either in the right or left grid
4. Insert a new line under the User Group Code and select Security Group Code
5. Select the corresponding Security Group Code that was setup in Step 3
6. Delete the line User Group Code
7. Set Enabled to True
8. Repeat Step 7 for all Business Rules from the Business Rule Validation report for all companies

Example Business Rule -

Completed changes should be as follows -