G2 Created By – Help & Documentation

Version: 20.0.0.8 | Last Updated:

1. Overview

G2 Created By is a Microsoft Dynamics 365 Business Central extension that automatically tracks and displays the user who created sales and purchase documents. This extension provides essential audit trail capabilities, helping organizations maintain accountability and compliance.

What Does It Do?

The extension automatically captures and stores:

• The User ID of the person who created a document
• The User Name (Full Name) of the person who created a document
• This information is tracked for all sales and purchase documents, including quotes, orders, invoices, credit memos, and general journal entries

Key Benefits

• Audit Trail: Maintain a complete record of who created each business document
• Compliance: Support regulatory and internal compliance requirements
• Accountability: Track document creation for better business process management
• Transparency: View creator information directly on documents and lists
• Automatic: No manual data entry required – information is captured automatically

2. Installation

Prerequisites

• Microsoft Dynamics 365 Business Central (Cloud or On-Premise)
• Appropriate permissions to install extensions
• Business Central version 20.0 or later

Installation Steps

1. Download the Extension: Obtain the G2 Created By extension package (.app file) from Microsoft AppSource or your G2 Systems Group representative.
2. Access Extension Management:
   • In Business Central, use the Tell Me feature (lightbulb icon or Alt+Q)
   • Search for “Extension Management”
   • Or navigate to Extensions → Manage
3. Upload Extension:
   • Click “Upload Extension” or “Deploy Extension”
   • Browse and select the G2 Created By .app file
   • Click “Deploy” or “Upload”
4. Install Extension:
   • After upload, the extension will appear in the Extension Management list
   • Click “Install” next to the G2 Created By extension
   • Confirm any prompts
5. Verify Installation:
   • The extension should show as “Installed” in Extension Management
   • You may need to refresh the page or sign out and sign back in

3. Features

Supported Document Types

The extension tracks “Created By” information for the following document types:

Sales Documents

• Sales Quotes
• Sales Orders
• Sales Invoices
• Sales Credit Memos
• Blanket Sales Orders
• Sales Return Orders
• Sales Document Archives

Purchase Documents

• Purchase Quotes
• Purchase Orders
• Purchase Invoices
• Purchase Credit Memos
• Blanket Purchase Orders
• Purchase Return Orders
• Purchase Document Archives

General Ledger

• General Journal Lines
• General Ledger Entries
• Invoice Posting Buffer
• General Journal Batches

Display Features

• Card Pages: “Created By” field displayed on document card pages
• List Pages: “Created By” column available on list pages
• General Ledger: Creator information visible in G/L Entries

4. Usage Guide

Viewing “Created By” Information

On Document Cards

1. Open any sales or purchase document (Quote, Order, Invoice, Credit Memo)
2. Look for the “Created By” field in the General section
3. The field displays the full name of the user who created the document
4. The User ID field is also available but typically hidden (can be made visible if needed)

On List Pages

1. Navigate to any sales or purchase list (e.g., Sales Orders, Purchase Invoices)
2. The “Created By” column appears after the customer/vendor name column
3. You can sort and filter by this column

In General Ledger Entries

1. Open General Ledger Entries
2. The “Created By” and “Created By User ID” fields are displayed
3. This shows who created the journal line that generated the G/L Entry

How It Works

The extension uses event subscribers to automatically capture user information when:

• A new document is created (OnBeforeInsert event)
• A General Journal Line is inserted (OnAfterInsert event)
• Documents are posted to the General Ledger

No manual intervention is required – the tracking happens automatically in the background.

5. Configuration

No Configuration Required

The G2 Created By extension works out of the box with no configuration required. Once installed, it immediately begins tracking creator information for all new documents.

Field Visibility

By default:

• “Created By” (User Name) is visible on cards and lists
• “Created By User ID” is typically hidden but can be made visible through page customization if needed

Permissions

The extension includes a permission set that grants appropriate access. Ensure users have the necessary permissions to view the extended fields.

6. Troubleshooting

Issue: “Created By” Field is Empty

Possible Causes:

• The document was created before the extension was installed
• The user account doesn’t have a Full Name set in User Setup
• The extension wasn’t properly installed

Solutions:

• Verify the extension is installed and running (check Extension Management)
• Ensure user accounts have Full Names configured in User Setup
• Note: Only new documents created after installation will have “Created By” information

Issue: Extension Not Appearing

Solutions:

• Refresh the Extension Management page
• Sign out and sign back into Business Central
• Verify you have permissions to view extensions
• Check that the extension was successfully uploaded

Issue: Fields Not Visible on Pages

Solutions:

• Verify the extension is installed and active
• Check that you’re viewing a document type that’s supported by the extension
• Try refreshing the page
• Ensure your user role has access to view the fields

Issue: Performance Concerns

The extension is designed to have minimal performance impact. If you experience performance issues:

• Verify you’re running a supported version of Business Central
• Check for conflicts with other extensions
• Contact support if issues persist

7. Frequently Asked Questions

Q: Will the extension update existing documents?

A: No. The extension only tracks “Created By” information for documents created after installation. Existing documents will not be retroactively updated.

Q: Does this work with document copying?

A: When documents are copied, the “Created By” information reflects the user who performed the copy operation, not the original creator.

Q: Can I customize which fields are visible?

A: Yes, you can use Business Central’s page customization features to show or hide fields as needed for your users.

Q: Does this work in sandbox environments?

A: Yes, the extension works in both production and sandbox environments.

Q: What happens if a user is deleted?

A: The “Created By” field will continue to show the user information that was captured at the time of document creation, even if the user account is later deleted or deactivated.

Q: Is my data sent outside of Business Central?

A: No. All data remains within your Business Central environment. The extension does not transmit any data outside of your tenant.

Q: Can I export this information?

A: Yes, you can export “Created By” information using standard Business Central export features, just like any other field.

8. Support

For technical support, questions, or feedback about G2 Created By, please contact us:

Additional Resources

• G2 Systems Group Website
• Privacy Policy
• End User License Agreement