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Security management in D365 F&O

3. Implement and configure Security in F&O

Hello and welcome to this session. Now in this session let's discuss the topics that we just saw together in the previous module regarding security information. Within F and O products, you need to go to the system administration module. As you see, system administration is the module that includes the related information in regards to the security of the system and it has a workspace. Of course, you can go on the system administration and access the most common pages or activities that you would like to apply to your security configuration. We also have users, by which you can manage your users, and there are online users, user groups, and user requests. And then also we have security. There are some features available in there for you to manage and configure the security of the system. The other feature that I would like to discuss is inquiries. We'll review some of the reports that are related to security. So if I go to the users and users here, you are able to see the list of the users that have been defined in the system and you can also create new users based on your own needs. For now, this is the user that I'm using, which is admin. So this admin user is the user that is connected to my business email address. We saw it together, and when I'm connecting to FNLI, I'm using this particular user if I want to see the roles that are associated with this user. If I click on, for example, this one, you are able to see the roles that users have. Right here, there is a fast tab in here that shows us what the roles are assigned to each user. For example, for my user, as you see, I have a system administrator role. A system administrator usually has unlimited access to the elements of the product. If, for example, I take another user as an example, you see that they are limited in terms of the role. For example, Alicia has a budget clerk, a buying agent and a system user. If I need to add another role to this particular user, I should just click on this assign rolelink button here and the system shows me the roles that are available in the system from which I can select the roles I wish to add to this user. And for example, let's say I would like to make her an accountant as well as an account payable clerk as well. I click on OK and I'll see that two roles have been assigned to the user. If I decide to remove the roles, I should just go on the specific role and then remove the role. For example, these two roles that we just added, I removed them by removing the role. But there is another scenario where I would need to add certain users to some specific roles. For this need I need to goand assign users to Roles page. I can go on security and assign users to the roles page where I can see a list of my old roles here and then from here I can assign the users to each specific role. There are two more points that I would like to highlight about the user. If I want to see the list of the online users, I can click on online users here and where I can see all the users that are connected to the environment. And the other thing that usually the system administrator uses a lot is a report on the inquiries where you can see the user locks. Okay, so if I click on this one, you'll see the list of the locks of the users when they log on or when they log out. You can see all this information; the time that they were connected to the environment, online time, and all the details of their connection to the environment. Now let's see how we can configure the roles, the permissions, privileges, and duties and configure our security structure. I'm going to go ahead and under the System Administration module. Under the security section, I'm going to click on Security Configuration. On the first page, what we will see here is the list of the roles that are identified within the system, and these are the known roles that are being used within the finance and supply chain management processes. Accountant, AccountingManager, and AccountingSupervisor, for example, are all related to finance, correct? The other section that you will be able to see is the description, which is like it gives you the description for any particular role that you've selected and it has the AOT name. What is the AOT name? AOT represents the application object tree, which contains all of the definitions of the elements that are used to build Microsoft Dynamics, such as classes, tables, forms, and so on. So the AOT name of this particular role is, for example, called Ledger Accountant. So for the time that you are developing to extend the application within the quote, if you want to access this particular role, you should use the AOT name. Okay, you're not using the display name that you see in the role list. The next section is references. So as you see, there are several references associated with each individual role, and for each role, one or more of these references can be set up if there isany plus beside any of the references that indicates that the set up has been done for it. Now if I click on tables, this is the list of the tables that have been configured for this particular role. So, if you look at this one for bank account table, you'll notice that access is granted, and the options to update, create, and delete are enabled. Okay, duties associated with that specific role can have a hierarchy of rules. I might have the parent role. So let's say if there is any parent role associated with this individual role, this role will inherit all the access that has been set up for the parent role. That's how the hierarchy works. Now let's take the Accountant role as an example, and go from Duties up to Permissions and element X. I'm going to click on my duties, and these are the list of duties that are already assigned to this account and role. I'm going to give an example. For example, configure an electronic physical document. And here you see that again, I have access to the AOT name, which is the name of the application object. And also, I can click on the privileges that are assigned to this duty. This is the list of privileges as we discussed it earlier. If I click on, for example, configuring ElectronicFiscal Document Privilege, you will be able to see the references that are assigned to this privilege and the ones that have been lost. Besides, I'm going to click on the Display menu item, and this is the OT name as well. These are the lists of elements for which you can set up security and grant or deny access. So, for example, if I click on this particular EF Doc Contingency Mod VR, you will be able to see that all of them are granted. Once you've configured your security in the system,the rules, privileges, duties, and elements that you've modified will be enlisted in the unpublished objects in the security configuration, right? And then afterward, you need to just go in there and then publish the changes that you've made so that your new security setup will be reflected within the system. Now let's do a quick setup together. I'll take the Contingency Mode History menuitem as an example, and as we see initially, it has just read Access. Okay, I would like to grant update access as well. And the only thing that I need to do is just select the menu item and then I'll go on Update and click on Grant. What is happening here is that, as you see, the unpublished objects are updated and it shows the three records. And now if I go back in there, I'll see that the privilege, the Configure Electronic Physical Document, has been updated as well as Accountant, the initial role that was in and the other role Accounts Receivable Manager who is using the same privilege as well. So I'm going to go ahead and then click on Publish All. The system will show the reflection if I log in with the Accountant role. Access has been updated for me.

4. Segregation of duties in F&O

Hello and welcome to this session, due to this concept within Dynamics 365. Now let's see this example. Okay, imagine in your organisation there is a role called accounts payable clerk and Sarah is working as an accounts payable clerk, right? She currently has two roles and two duties. She can generate a goods receipt note and also process payment to the vendor. This type of work that they are receiving, for example, goods at the same time, can create an apayment if the person is not respecting all the ethics. There is a risk of fraud and scams, right? For this reason, we say that you know what,I would not like her to acknowledge doing the two tasks together to perform both tasks and I will add a separate person to define saying that hey,there should be another person in an organisation doing, for example, the process of payment to the vendor. So we cannot give these two tasks together to the same person because there is always a risk of fraud. So in order to comply with regulatory requirements such as those from Sarbanes-Oxley, International Financial Reporting Standards, and the United States Food and Drug Administration, you can definitely use segregation of duties. The point is that default duties are provided and the administrator can modify the privileges that are associated with the duty or create new duties. So, within the system, rules can be set up to separate tasks that must be completed by different users. For this you have to go to system administration, go to the security section, and there is a sub-section called Segregation of duties. And then by clicking on segregation of duties rules here, you can define the duties that you would like to be segregated. If you click on the new, you can give it a name; let's say I will just name it as IFRS, and then from here, from this list you can pick, for example, the duty that you would like to be segregated. The first one I would just use as an example I will choose any of those. For example, I will approve budget plans. The second duty that should not be conflicted should not be performed by the same person. For example, I would put approved closing transactions and I will name it as the Biked medium and I will save it once you've done this. Set up the system. If within the security configuration and user assignment to the rows there is any conflict within the system, you can always consult by clicking on the segregation of duties conflicts. So I will click on the segregation of duties conflict. It shows me that there are two conflicts between these two users with the role of accounting manager, for example, for Phyllis and also the manager role, right? As for Sarah, it tells me that with the role of budget manager and also accounting supervisor, she has a conflict in her segregation of duties. Now, in order to identify and resolve conflicts, and verify whether user role assignments comply with the new rules for segregation of duties, You can run a test to verify compliance of user role assignments. So let's do that. And here, if I click on okay, you will see that I have received a new message. If I click on this one, it shows me that there are some violations for certain users, such as Phyllis, by having the role of manager, which has the duty of approving budget plans, and also having accounting supervisor role, which also includes the duty of approving closing transactions, as well as Sarah has the same issue and same segregation of duties. So what I have to do now is go in to both users and make sure that they do not have this problem in their role assignment.

5. Security reports

Hello and welcome to this session. In this session, let's focus on security reports that exist within the system. The Finance and Operations Apps provide a set of rich security reports to help you understand the set of security roles running in your environment and the set of users assigned to each role. So, security reports can be found under System Administration. Let's get to know some of them. We go under the system administration. We have inquiries and this is the list of ports available out of the box in the system. Now let's just explore some of the existing OutoftheBox reports. I'm going to go ahead on the inquiries under the subsection of Security. I'm going to go ahead and run the user role assignment report. This is my parameters pane, which allows me to change some parameters within this report. This destination is usually common across all the reports in the system. If you want to open it up, it allows you to print your report, whether on the screen, the one that we've seen together, or send it to the printer, or create a file, or email it to anybody that you wish to. I click on "agree" because I don't want to change these parameters. And there is another section when you can limit the records that are being shown in your report. In the Advanced Filter Page, you are able to create custom queries for any specific areas you are interested in. In this example, we would like to filter our report based on, for example, the specific ID Aliya. Okay, so let's see the list of columns that exist in your query builder Greet The first field is a table name because sometimes it happens that you might have several tables to create any report or any views. That's where several tables will be listed here. But in this specific report that we are running, we are just looking into the User Information table. All right, the next column that you should be sensitive about is the Field column. right in here. All the fields that exist within this table will appear and you will be able to choose any of them and then provide the criteria you're looking for. So for our example, I'll just leave it as ID and I'll just say that I would just like to see the ID of Alija as a criteria. You are able to add another criteria based on your own needs. For now, I don't need it and I'll remove the new one after I click on OK. So now my filtration has been properly done and I will click okay. As you see, this time there is just filtered out based on Alicia's role. Let's take a look at another report role to User Assignment. Okay, so I'll click on the report. So as you see in this report, now we'll see the users that are associated with each individual role. So, for Accountant, we can see that the account is associated with Z Oscar Retail Service. So the next report that I would like to demonstrate to you is Security Role Access. The Security Role Access Report provides a view of the effective permissions for each security role. Okay, so if I click on this one, you'll see that you can choose what security role you're looking for. For example, here is just the suggested use of accountant, but you can choose any of the roles you're looking for. I will change it, for example, to accounts payable clerk. And then you say which security type or item you're looking for. For example, do you want to know which web controls are accessible for this particular role? Or, for example, what menu item displays are available for this particular role? If you want to see all the permissions that are associated with this specific role, you leave it blank, okay? And you say okay. So, as you see, this report provides a flat list of permissions grouped by type across all sub roles, duties, and privileges contained in the role. For example, if I open this up, as you see, there are like two items or privileges available. If I click on any of these items, it shows me what access that is granted for each particular object within that menu item. For example, applicant Anonymous, the report indicates that there is a full control for this particular object on this menu item.

Work with workflows in D365 F&O

1. Work with workflows in D365 F&O

Hello and welcome to this session. In this session we'll see what topics will be covered with regard to workflow features in finance and operations and what you'll learn at the end of this module. So the first thing we have to learn is what a workflow is in general. So first thing we'll learn what a workflow is and then we'll look into the workflow types and learn the workflow types in various modules within Ethanol products. And at the end of this module, we'll learn how to create and set up workflow within the system. We will learn how to work with Workflow Editor and we will create a purchase requisition workflow using Workflow Editor at the end of the module. Are you excited to learn about these topics? Then let's get started.

2. What is a workflow?

Hello and welcome to this session. So now let's see what a workflow is. A workflow represents a business process. It specifies how a document flows or moves through the system by indicating who must complete a task, make a decision (either manually or conditionally), or approve a document. Okay, to better understand workflows, consider the following scenario. Suppose that Susan, who is the employee of an organization, submits an expense of $8,000 USD. What is happening in this organization is that once the expenses are between a thousand and 10,000,they should always be reviewed by Yvonne, who is the manager of, for example, Suzanne, right? And here he can decide whether to approve the expense report or reject it or delegate it to another person to do the approval process. There is another rule in the system that if the expenses are greater than $10,000, they should also be reviewed by Patrick to be either approved or rejected or delegated to other people. And any type of expense should always be reviewed by Susie, who is, for example, the hiring manager of the whole, for example, organization. And similarly, Susie also should either approve it or reject it or delegate it to somebody else to do this process. All these processes can be set up in the system as a workflow. Okay, that's the whole definition of a workflow. And this is an example that shows how an expense report has been flown within the different departments or people within the organization. A workflow configuration is based on a workflow type. You can create multiple workflow configurations for each workflow type. Numerous workflow types are available for numerous modules throughout the system. If you need a specific workflow that doesn't exist in the system, you can ask your development team to create new workflow types in the Finance and Operations apps by using Visual Studio. But before you plan to create a new workflow, it is always a good idea to see if any out-of-the-box workflows in finance and operations apps can be used instead of creating a new one. Now let's look into some of the modules that contain workflow type templates general Ledger accounts Payable Accounts Budgeting for Receivables, Fixed Assets, Human Resources, Procurement and Sourcing, Inventory Management Project, and Accounting time and attendance. Cash and Bank Management Business These are the lists of the modules that already have out of the box workflow types. So if you want to learn about each type, it's recommended to go through each module and see the available workflow type templates that are in the setup of each module. There is also a reference link to this session. You can go through all the workflow types and see the details of the purpose for each one. I'll give you a quick overview of General Ledger. There are several workflow types in general ledger, such as Ledger Daily Journal Workflow, where you can use this type to create approval workflows for daily journals or ledger allocations journal workflow. You can use this type to create approval workflows for allocation journals. This type can be used to create approval workflows for the illuminations journal. Advance Ledger Entry workflow You can use this type to create approval workflows for advanced ledger entries.

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