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Using security roles to cut Dynamics AX 2012 licensing costs

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Microsoft Dynamics AX 2012 offers four license types:

  • Enterprise
  • Functional
  • Task
  • Self-Serve

The enterprise license offers the most functionality, so that license is priced at the highest tier.  Tier levels are determined by the highest level of a menu item a user can access. If you have users who infrequently access higher level menu items, you are probably paying more in licensing fees than you need to. So how do you get around this?

  1. Define user security settings early.
    In an ERP implementation, security often gets left until the last minute.  Without thoughtful analysis of the level of access needed, businesses often end up giving users more access than is really required, which results in paying more in licensing than necessary. Start this process early – it always takes longer than you think!
  2. Use out of the box security roles.
    Microsoft Dynamics AX 2012 comes with over 100 standard security roles right out of the box.  About 50% of those are Enterprise roles. Look for opportunities to keep users within the functional / task security roles.  If all your security roles are highly customized, re-adjusting these roles may take a significant investment.
  3. Identify which security roles are causing the most “bumps up” to the Enterprise CA.
    When you run your ‘security audit’ look for the security roles with the highest number of system users that will require the least number of menu changes. Those should be your highest priority targets for lowering your licensing costs.

Would you like to learn more about setting security roles in Dynamics AX 2012?

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