How to restrict user for accessing certain modules & sub-modules in Sage X3

By | January 27, 2022

All users play a very critical role in Sage X3, also it has a feature where we can set a permissions and access to a particular user, so that there is no mishandling of information.

The need to restrict users to access ERP Modules can be based on the employees’ role and their department. User security and access should be the top most priority as there is a lot of data involved in it. By providing limited rights, access and Security controls, we can control data corruption and data leakage, which is very much necessary for X3 system. 

Thera are few important points which are main by doing the restriction process.

  1. Menu Profile
  2. Function Profile
  3. Roles
  4. Groups

Menu Profile : Sage X3 provides a very useful feature called menu profile which can be defined in users screen to restrict the users to access all modules, screen, and reports in Sage X3.  We can create a menu profile for example “Common Data”, “Financial”, wherein we will only add Common Data and Financial Module related screen and report and that profile can be assigned to a particular set of users.

Function Profile: Sage X3 provides another feature called function profile, which can be defined in the users screen to restrict users based on their function.  For example, if a person is only doing expense types of entries in the system then he should have only access for expense types GL accounts, he shouldn’t have access for other GL account.  In this case we can create an access code let’s say “ACCTRESTRICT” and add this access code in function profile and define same access code in GL account to give access function type for the users.

In Sage X3, there is a functionality to restrict user for accessing screen. Follow below steps to achieve this:


  1. Login into X3 with admin user.
  2. Create a new user (User5) in Sage X3.

Navigate to: Administration -> Administration -> users

  • Now create same user in below path.

Setup -> users -> users

  • Create new Menu profile and Function profile and assign to it.

Note: Add only those module and sub-module in the menu profile which user will access it. Example: Module ‘Common Data’ and under this sub-module will be only  ‘Currency and Currency rate’. So add that only and create the function profile of that menu profile from the menu profile screen only. Refer Fig1.2 for creating function profile.

Fig 1.1: User Menu profile and Function profile
Fig 1.2: Function profile creation

Step 2:

  1. Now, create new roles and groups for that user (user5)
  2. Create new navigation page and in that page add newly created modules and its sub modules. Refer Fig2.1

Also refer below paths for creation:

For creating new Navigation page: Navigate to: Admininstration -> authoring -> pages -> Navigation page.

For creating new Module: Navigate to: Administration -> Authoring -> Pages -> menu module.

For creating new sub modules: Navigate to: Administration -> Authoring -> Pages -> menu sub module

Note: In navigation page, add only those newly created modules which are needed and restrict others.

And also in menu module add only those newly created sub modules which are needed for the user.

Fig 2.1: Roles and Groups
Fig 2.2: Navigation Page Screen

As you can see in the above screen shot, I have added only those modules which are needed. Also add the new roles with full user access to it.

Now assign these all the points ‘Groups, navigation page’ to a user (user5) and see the result once you login with that user into the X3. You will see only needed module will be accessible to the user rest will be restricted. Refer below screen shot.

Fig 3: User’s navigation page

By doing all the above steps, we can achieve restriction process to a user.

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