PasswordText Property in Dynamics NAV and Why You Shouldn’t Use it?

There is a text box property in Dynamics NAV which allows to display asterisks (******) instead of actual text value. It’s called “PasswordText” Property.

PasswordText Property
Yes if you want to display the asterisks; otherwise, No. The default is No.

PasswordText Property - Yes or No

Usually I have seen it being used for storing various passwords like password for FTP login, or password for logging to some different Dynamics NAV interfaces.

But, personally, I don’t really like this property, because it gives you a false sense of security, that your password is protected. In fact, it’s just a property on the presentation level (your form, or page), however actual data (your password) is not being protected on the table level.

Coupled with the fact, that setting up security in Dynamics NAV is not the easiest tasks (and you might have a few SUPER users in the system), your password on the form level:
PasswordText Property - Yes

might reveal itself when using Tools > Zoom
PasswordText Property - No

That’s were you might want to rethink, if enabling Tools > Zoom functionality for users is a really good idea.

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What Permissions Do You Need to Take FBK Backup in Dynamics NAV?

Yesterday, I have written quite a simple (and, to be fair, quite boring) post about how to take FBK backup in Dynamics NAV. However, I have not mentioned, what kind of permissions you need to have, in order to be able to take FBK backup. And if you would ask seasoned Dynamics NAV consultants what kind of permissions would you need to do this, most likely you would get an answer that you need a SUPER role. But do you really need to give a SUPER role to your “backup guy”? Remember, SUPER role means, that user can do almost anything and everything in your Dynamics NAV system.

So, I was itching to experiment a little bit. What permissions do you need in Dynamics NAV in order to be able to take FBK backup? Well, to take a backup, you go into Tools > Backup… (remember, a few days ago I mentioned how to enable Tools > Zoom function? Aha! It’s seems there is a permission for Tools > Backup as well. So, I have created a new role “BACKUP” and added System 5410 “Tools, Backup” permission to it:
Permissions needed for FBK backup - New Role BACKUP

and added this role to Database Login USER1:
Permissions needed for FBK backup - Assign Role BACKUP To Database Login USER1

When logging in to Dynamics NAV client, at first I got error message saying: You do not have permission to read the Object table
Permissions needed for FBK backup - You do not have permissions to read Object

Ok. This makes sense… you need permissions to read a table, if you want to take a backup of it. Furthermore, you need to be able to read all tables in order to backup all of them. This can be achieved, either by adding “SUPER (DATA)” role to my USER1 permissions, or adding TableData 0 permission to my BACKUP role.
Permissions needed for FBK backup - SUPER DATA role

Because SUPER (DATA) role has other permissions (Insert, Modify, Delete) and I want only read permissions, I have added TableData 0 permission to by BACKUP role
Permissions needed for FBK backup - TableData 0

I have synchronized security and tried to login with USER1 again. This time, when trying to open company, I received error message saying that I cannot access MenuSuite:
Permissions needed for FBK backup - You do not have permissin to run MBS MenuSuite

but that’s fine, because I am interested only in making a backup – and Tools > Backup is accessible!
Permissions needed for FBK backup - Tools - Backup

So, I have taken FBK backup (as per instructions: how to take FBK backup).
Permissions needed for FBK backup - Backup Completed

Result!

Later, I have restored the backup on another SQL server. And so far, it is working perfectly (to be fair, I am not even sure what to test next). So, the next time someone asks you what permissions are required to take FBK backup, please don’t say SUPER! Because, you need only to permissions:

  • TableData 0 ” “
  • System 5410 “Tools, Backup”

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How to take Dynamics NAV Backup (FBK)?

It is very easy to take Dynamics NAV Backup (FBK). In just a few steps, FBK is ready:
1. Click Tools > Backup:
How to take FBK backup - Tools Backup

2. Define backup properties:
How to take FBK backup - Settings

  • Select the type of backup you want to make. The options are: Entire Database, All Companies and Custom. I would usually select Entire Database, however sometimes, it might be quicker to select other options.
  • Define backup Description
  • Define File Name

Microsoft Dynamics NAV will suggest a consecutive numbering and the file extension .fbk. It is a good idea to use this system because Microsoft Dynamics NAV will use the same default when you import backups. It will also help you get a quick overview of the backups you have. The file name of the backup should include the path to the folder in which you want to store the backup.

3. Wait until the process will finish (depending on your database size this might take a while).

How to take FBK backup - Progress

4. Once backup is finished, you will get a confirmation message:
How to take FBK backup - Finished

Result!

However, be aware, that while you are taking backup of the system, other users might start shouting! It is very easy to take FBK backup, however you should do when other users are not very busy working in the system. Otherwise, they might start getting various “blocked” error messages like:

How to take FBK backup - Locked

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How to enable Tools > Zoom function in Dynamics NAV?

If you are a developer, most likely you have never had to ask how to enable Tools > Zoom function in Dynamics NAV, because you would normally be a SUPER user in development environment. And, if you have a SUPER role, you have access to this menu option anyway. However, if you are not a SUPER user, then it’s a different story…

If you click Tools, and you see that Zoom function is disabled,
Tools Zoom - Disabled
you need to ask your Dynamics NAV administrator to provide additional permissions to be added to your user security settings. However, your system administrator, might not know how to do this… until now, that is! 🙂

How to enable Tools > Zoom function in Dynamics NAV?
1. Click Tools > Security > Roles.
Tools Zoom - Tools Security Roles

2. Click F3 (or Edit > New) and create a new Role (I have called it ZOOM).
Tools Zoom - Define Role ID and Name

3. Click Arrow Down button on the keyboard (to commit new role to the database), and then click Role > Permissions.
Tools Zoom - Click Role Permissions

4. Create a new permission record for Object Type: System, Object ID: 5330.
Tools Zoom - Create New Permission for System 5330

5. Click ESC a few times to go out of Permissions and then Roles windows. Go to your user (Windows or Database Login), click Roles, drill down into Role ID and select newly created ZOOM role. Click OK.
Tools Zoom - Drill down into Role ID and select ZOOM role

6. Synchronize security and ask user to retest Tools > Zoom function.
Tools Zoom - ClickTools Zoom Again

Result!

Tools Zoom - Vendor Zoom Window

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How to Delete Obsolete Dynamics NAV Objects?

Recently, I was asked how to remove obsolete Dynamics NAV objects. Client was trying to delete one old object (I have recreated this scenario on my local CRONUS database to show you an example), but getting error message saying You do not have permission to delete the table:
How to delete absolete objects - You do not have permission to delete

And, fair enough, the object was not in the licensed range of client’s license. Therefore, I suggested to use Delete Action in the Import Worksheet. However, if you will try to do this, you might get another error message saying Delete is only allowed for empty objects.
How to delete obsolete objects - Delete is only allowed for empty objects

So, in order to resolve this issue, what question would you ask next:

  1. Can we temporarily change license to developer’s license and delete the object?
  2. Or, can we create an empty object and use “Delete” Action in Import Worksheet?

Well, the next time you will need to remove an obsolete Dynamics NAV object, you will be able to ask the second question (and you will have an answer for it)!

How to create an empty Dynamics NAV object?
Firstly, connect to a database, where this object does not exist (usually, default CRONUS database works really well). Then follow the steps below:
1. In the Object Designer, click on the object type (in our example, we need to delete table, so let’s click on “Table”).
How to delete obsolete objects - Click on Table

2. Click “Last” button (or Ctrl+End) to jump to the last entry in Object Designer.
How to delete obsolete objects - Click on Last button

3. Click Arrow Down button on the keyboard.
How to delete obsolete objects - Click on Arrow Down button

4. Click on the “ID” field and click F2. This will make the field editable. Enter object ID which you need to remove. Also, if you want, you can define the “Name” and other fields.
How to delete obsolete objects - Define ID

5. Click Arrow Up button on the keyboard (this will commit the changes to the database and create an empty object).
How to delete obsolete objects - Click Arrow Up button

All you need to do now, is to export the object as a FOB file and import it back to the database where you want this object to be deleted. Then, in Import Worksheet, you will be able to select action “Delete“.How to delete obsolete objects - Import Worksheet Delete Action

Result! Object gets deleted even if license does not have permissions to access that object ID.
How to delete obsolete objects - Deleted

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How to import Dynamics NAV objects from a backup (*.FBK)?

A few days ago I have written a post about how to import Dynamics NAV objects (*.FOB) file. Armonds commented (thank you!) that not many people know that you can also import Dynamics NAV objects from the backup (*.FBK) file. Did you guys know this?

I have encountered this functionality in the past, when one of my clients was asking on how to create a Dynamics NAV backup, and then following up with a question what’s the point of taking objects only (when you have a check mark only on “Application Objects” field) backup?. Well, there is a possibility (regardless, if you have objects only backup, or “Entire Database” backup), to import Dynamics NAV objects from backup (*.FBK) file.

How to import Dynamics NAV objects from a backup (*.FBK)?
1. Click Tools > Object Designer (or SHIFT+F12).
Import Objects from FBK - Object Designer

2. Click File > Import (or ALT+F+O).
Import Objects from FBK - File Import

3. By default, “File of type” is set to Dynamics NAV Objects, hence you will not see the backup (FBK) file.
Import Objects from FBK - Files of type - Dynamics NAV Object Files

4. Therefore, in field “File of type” select All Files.
Import Objects from FBK - File of type - All Files

5. Select your backup file and click Open.
Import Objects from FBK - Select backup and click Open

6. In Import Worksheet filter the objects which you want to import. Click Replace All and then click OK to import.
Import Objects from FBK - Import Worksheet

Result!
Import Objects from FBK - Import Completed

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Import Worksheet in Dynamics NAV

Quite often I get questions about importing new objects to Dynamics NAV. How to import the FOB file? Why Import Worksheet was not opened? Why do I get error when importing the FOB file? Why do I need to click Replace All in Import Worksheet? Can I use “Merge” option? So, I thought, it would be good to have a look at the Import Worksheet in more details.

What is Import Worksheet in Dynamics NAV?
Import FOB File - Click OK

The Import Worksheet is one of the few forms which you cannot design in Dynamics NAV that is used during binary import of objects. If the import file contains only objects that are either new or have been updated, they will be imported. If, however, one or more objects with the same ID Property already exist, a decision must be made about what to do. The Import Worksheet displays information about both existing and new objects, and lets you decide how to handle conflicts.

Existing Fields in Import Worksheet
Import Worksheet - Show Fields

Most of the fields are quite self-explanatory (like Type, No., Name,Existing Object Name), however others deserve a closer look:

  • New Object – This option is selected if this is a new object that was not in the database before
  • New Object Changed -This option is selected if the new object has been marked as changed
  • Existing Object Changed – This option is selected if the existing object has been changed, for example, the modified flag set or version list changed
  • Action – This option is the only field with contents that can be changed. This setting determines how a conflict will be resolved.
  • Existing Object Modified – This option is selected if the existing object has the Modified field set to Yes.
  • Existing Object Version List – The version list of the existing object
  • New Object Modified – This option is selected if the new object has the Modified field set to Yes
  • New Object Version List – The version list of the new object

How does “Action” field work in Import Worksheet
Import Worksheet - Action Field

I have explained how to import objects using Import Worksheet already, however, I have recommended clicking on “Replace All” button, in order to mark “Action” field on all lines as “Replace“, without giving explanation of other possible options.

  • Create – The new object will be added to the database. This option is only valid if no such object already exists.
  • Replace – The existing object will be replaced by the new object. This is the most commonly used option, and if you are working for end-user, you will use this option almost always.
  • Delete – The existing object will be deleted and no new object created. This option is only valid if the new object has size 0. The intended use is to remove obsolete objects from the database.
  • Skip – This object will not be imported.
  • Merge: Existing – Only valid for tables. All fields in the existing table will remain and any additional fields from the new object will be added.
  • Merge: New – Only valid for tables. All fields in the new table will be imported and any additional fields in the existing table will be added to the new table.

Please note, when using “Merge” option, your fields for Dynamics NAV can be merged, however the new code for existing fields might not be merged correctly! Hence, the reason, I recommend using “Replace All“.

Do you know any tricks or tips for using Import Worksheet in Dynamics NAV?

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