Choosing the Right Tool: Backup vs. Organization Chart
The most critical step is understanding the difference between the two functions. They serve distinct purposes, and using the wrong one can lead to unintended consequences, like duplicate data.
1. The Backup Function: For Migration to a New Environment
The Backup function is designed to take a complete snapshot of your existing Authorization Box configuration and transfer it to a new, empty environment.
-
Best For:
-
Migrating your entire setup from a test environment to a production environment.
-
Creating a complete copy of your configuration for archival purposes.
-
-
How it Works: The Backup function is additive. When you import a backup file, it adds all the data from the file into the target environment. It does not modify or delete existing data.
Crucial Warning: Because the Backup function only adds data, it is not suitable for modifying existing configurations. For example, if you export your setup, rename the "Purchase" department to "Purchase External" in the Excel file, and then import it back into the same environment, the system will not rename the original department. Instead, it will create a new department called "Purchase External," leaving you with two separate departments.
2. The Organization Chart Function: For Bulk Changes in an Existing Environment
The Organization Chart function is the perfect tool for making granular, bulk changes to your current authorization setup.
-
Best For:
-
Assigning or revoking roles for multiple users at once.
-
Changing permission sets assigned to specific organization roles.
-
Updating user data or integration links in bulk.
-
-
How it Works: This function allows you to export your current structure, make precise changes in the resulting Excel file, and then import those changes back. The system intelligently updates, adds, or removes the specific relationships you've defined, giving you complete control.
How-To: Using the Backup Function for Migration
Follow these steps to copy your configuration to a new, empty environment.
-
Navigate to Export: In Authorization Box, go to Setup > Backups > Export.
-
Select Data to Export: You'll see a list of configuration components. Check the boxes for the data you wish to transfer, such as:
-
Organization Structure: Your departments and roles.
-
Permission Set Groups: Custom groups of permissions.
-
Monitoring: Configured monitoring processes and conflicts.
-
Approvers & Approval Groups: Your approval workflows.
-
-
Export & Import: Click Export to download the backup file. In your new, empty environment, navigate to Setup > Backups > Import and upload the file to replicate your configuration.
How-To: Making Bulk Changes with the Organization Chart
Follow these steps to modify your existing authorization setup efficiently.
-
Export the Structure: Navigate to Authorization Framework > Organization Chart. Select the chart you want to modify and click the Export / Import button. From the dropdown, choose Export Structure. You will receive an email with a link to download the Excel file.
-
Understand the Exported File: The downloaded Excel file contains several tabs, each managing a different aspect of your setup:
-
PermissionSets: Shows which permission sets are assigned to which organization roles.
-
Users: Shows which organization roles are assigned to which users.
-
UserData: Contains detailed user information (name, address, etc.) used by templates.
-
Integration Data: Lists records in Business Central (like Employee records) that are linked to users.
-
Templates: Shows which templates are assigned to which organization roles.
-
Approval Groups: Manages the assignment of organization roles to approval groups.
-
-
Make Your Changes in Excel: Open the file and go to the relevant tab. To assign a role or permission, place an "X" in the corresponding cell. To revoke it, simply remove the "X". You can also modify data directly in the UserData or Integration Data tabs.
-
Import Your Changes:
-
Go back to the Organization Chart page and click the Export / Import button again.
-
Choose the specific import option that matches the changes you made (e.g., Import Users per Organization Role or Import Permission Sets per Organization Role).
-
Select your modified Excel file and import it. The system will process your changes and update the authorizations accordingly.
-
Maintaining Control with Approvals
One of the strengths of Authorization Box is its built-in control mechanism. If your environment is configured with an approval process, any change made via the Organization Chart import that affects a user's permissions will automatically trigger an approval request. This ensures that all modifications are reviewed and authorized, maintaining compliance and security even when making changes in bulk.
Conclusion
By understanding the distinct purposes of the Backup and Organization Chart functions, you can manage your Authorization Box setup with greater speed and accuracy.
-
Use the Backup function for a one-time migration to a new, clean environment.
-
Use the Organization Chart function for all your bulk modification needs within an existing environment.
This approach will help you avoid common pitfalls, streamline your administrative tasks, and keep your authorization model clean and effective.
