How to enable record templates for non system administrators in AX 2012

Within Microsoft Dynamics AX 2012 it is possible like older versions to create and use record templates. With this option, you can default values within records at the time of creating records. It looks like the System administrator is the only person who can create these record templates. This post will inform you how to enable the record templates for other users in AX 2012.

What is it?

Using record templates in AX you can set up one or more templates per entity to speed up data entry for fields that are filled similarly e.g. for each new vendor. It will also help prevent wrong data entry. You might set up separate templates for domestic and foreign vendors. When you have created one or more templates at the creation of a record you get a popup form to choose a template. You can also set a new template as default.  If you are not familiar with the records templates functionality you can read more about this topic on Technet (Maintain record templates).

When you open the option Record information form as a system administrator you have the options to create a record template for system-wide, the company and also for your own personal use. When you open this form when you have e.g. the Accounts Payable role these options are not available as you can see in this print screen.

This is a bit odd as a User template is intended to create user-specific templates. Not in all scenarios you would like to allow all people to create records templates. But in the cases you will need it you have to add some objects to the role.

How to do it?

At first, you have to decide if you want to provide the option to a certain role or more general to add it to the System user role. This post will assume the choice was made to provide the option to all users, so I will give the example on the System user role.

This procedure applies to Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

1. Open the Developer workspace and the Application Object Tree (AOT)
2. Navigate to the Roles node (Security > Roles).
3. Select the SystemUser role.
4. Expand the Permissions node.
5. Select the Forms node.
   
   
6. Right click the Forms node and select New form.
7. In the Properties window type the value SysRecordInfo for the Form property.
8. Right click the new SysRecordInfo node and select New control.
9. In the Properties window type the value TemplateGrp for the Form property.
10. Also select at minimum the value Create for the EffectiveAccess property.
    
    
11. Save and compile the object.

Now when the user logs into AX he will have the option to create his/her own User templates. No additional actions are required. Just make sure the user has access to the System user role as this contains basic functionality to use Microsoft Dynamics AX 2012.

There is more

When you want to grant access to the creation of System templates or Company templates to can also add the Form control called SetAsCompanyTemplate onto your role.

You can also add these form objects on a Privilege. In this case, the user having this privilege can access the record templates on all entities he has access to.

Because a property called NeededPermission is set to Manual on these objects in the form this is the way how you can grant access to this functionality.

I do hope you liked this post and will add value for you in your daily work as a professional. If you have related questions or feedback, don’t hesitate to use the Comment feature below.


That’s all for now. Till next time!