10 Hidden Features in Business Central You Need to Know
If you’re a Microsoft Dynamics 365 Business Central user, you might already know about some of its powerful capabilities for managing finance, sales, inventory, and customer service. But did you know there are some hidden features that can help streamline your processes even further? In this post, we’ll explore seven lesser-known features that could take your Business Central experience to the next level. I’ll admit, even I just discovered feature number 6!
Whether you’re an experienced Business Central user or just getting started, these features could help you get more out of your software investment.
Key Article Takeaways
Discover ten hidden features in Microsoft Dynamics 365 Business Central that boost productivity, control, and customization.
Simplify repetitive tasks with saved filtered views, customize dashboards with Power BI insights, and streamline approvals with workflows.
Maximize the power of Business Central by unlocking features designed to save time, improve accuracy, and enhance user experience across roles.
These hidden gems can make a significant impact on your daily operations, helping you get more from your Business Central system with less effort.
1. Import Item Images in Bulk
One of the biggest timesavers in Business Central is the ability to import item images in bulk, which can simplify inventory management and make your product listings more visually informative.
How to Use It
Go to the "Import Item Pictures" page in Business Central.
Name your image files to match item numbers (ex: ItemNo.bmp).
Compress the images into a .zip file and upload.
This feature can save you hours if you’re managing a large inventory with hundreds of items. No need to upload images one at a time; instead, you can set up your images quickly and keep your catalog looking professional.
2. Find a Field Faster Using "Zoom"
When working with extensive data fields in Business Central, locating a specific field can be challenging. The "Zoom" feature, accessible through the Page Inspector, makes this task quick and easy.
How to Use It
Open the Page Inspector by pressing Ctrl + Alt + F1.
Enter the name of the field you want to locate in the search bar.
Click on the field name, and the focus will shift directly to it.
This feature is a game-changer for efficiency, especially if you regularly work with large, complex forms and need quick access to specific data points.
3. Built-In Password Handler
Security is a top priority in any ERP system, and Business Central’s built-in password handler can help maintain your company’s security standards. Using just two codeunits, you can easily integrate a robust password management solution.
How to Use It
Use Codeunit "Password Handler" to manage encrypted passwords within Business Central.
Pair it with Codeunit "Password Dialog Management" for a secure password dialog interface.
These built-in tools save you from having to purchase a separate password management solution, and they integrate seamlessly with the existing security framework in Business Central.
4. Define Ranges to Color Your Cues
Visualizing data trends is easy when you can color-code your cues based on ranges. Business Central allows you to set up to three color-coded ranges for each cue, giving you quick visual insight into important metrics.
How to Use It
Select a cue, and look for the arrow next to the Cue Title ⌄.
Set up to three different ranges for each cue to define colors based on specific value limits.
This feature is ideal for tracking metrics like inventory levels, sales targets, or overdue invoices. It’s a powerful visual aid that helps you focus on what matters most without getting lost in numbers.
5. Document Check as You Go
One of the best ways to prevent errors in data entry is to catch them as they happen. With Business Central’s "Enable Data Check" feature, you can validate data while typing entries into documents and journals.
How to Use It
Navigate to General Ledger Setup and activate "Enable Data Check".
Data validation messages will appear in a new FactBox, alerting you to any issues.
This feature ensures that you’re capturing accurate data in real-time, reducing the need for corrections and preventing costly errors.
6. Master Setup Page
If you’ve ever wished for a single page where you can access all setup configurations in Business Central, the Master Setup page is your answer. The Co-Development initiative has categorized the setups, making it easier than ever to manage.
How to Use It
Go to the "Manual Setup" page in Business Central.
Browse through categorized setup options for easy access.
This page simplifies system configuration and helps you standardize your settings without searching through multiple areas of the software.
It’s a time-saving feature that I wish I’d known about earlier!
7. Shortcut to Search Data
Searching for specific data across your company’s records can be time-consuming, but Business Central has a shortcut for that. Simply use "Alt + Q" to search for data across all fields instantly.
How to Use It
In any field, press "Alt + Q".
Click "Search in company data" to bring up the results.
This hidden shortcut is a fantastic tool for users who frequently need to look up records or data entries. By making data access faster, it helps improve productivity across the board.
8. Auto-Save Filtered Views on List Pages
If you find yourself constantly applying the same filters on list pages, Business Central’s Saved Views feature can save you a lot of time. This feature allows you to save custom filtered views and quickly access them without reapplying filters every time.
How to Use It
Set up your desired filters on any list page (such as Customers, Sales Orders, etc.).
Click on the “Save View As” button to name and save this custom view.
Access your saved views anytime from the View Selector.
This feature is especially useful for accessing specific customer segments, monitoring sales orders by status, or viewing product inventory within a certain threshold.
9. Customize Role Center with Personalized Insights
Your Role Center dashboard is where you get an overview of your key tasks, reports, and insights. But did you know you can customize it with Power BI reports and personalized shortcuts?
How to Use It
In Personalize Mode, add tiles, charts, or reports that display the metrics most important to you.
Embed Power BI reports directly in your Role Center to get deeper insights without switching to another platform.
By customizing your Role Center, you can create a tailored workspace that keeps you informed and focused on what matters most to your role.
10. Approval Workflows for Streamlined Authorization
If you need more control over authorizations in Business Central, Approval Workflows can help you standardize and streamline approvals across sales, purchasing, and other areas.
How to Use It
Set up workflows by going to the Workflow page in Business Central.
Define triggers, such as requiring manager approval for sales orders over a certain amount or approvals for new vendor entries.
Assign approvers who will receive notifications when approval is needed.
This feature ensures that key actions are reviewed and authorized, adding an additional layer of control and security to your processes.
Final Thoughts on Hidden Features in Business Central
Exploring these hidden features in Microsoft Dynamics 365 Business Central can unlock new efficiencies and streamline your processes. From bulk image uploads to real-time data checks, each of these tools is designed to make your job easier, faster, and more accurate.
Don’t stop here; keep digging into Business Central’s capabilities to find more hidden gems that can optimize your workflow.
Ready to Transform Your Business Central Experience?
Contact Solution Systems to learn how you can maximize your Business Central investment. We’re here to help you leverage the full power of Business Central and drive meaningful business growth.
For more insights and resources, check out our latest blog posts on Business Central and learn how to transform your operations!
Additional Resources
Learn more about maximizing productivity with Microsoft Business Central on Microsoft’s official Business Central page.
For more in-depth insights on Business Central's advanced capabilities, visit the Microsoft Learn page.
This blog post was inspired by Alberto Soben's LinkedIn post.
