Kuijpers manages authorizations for 1,100 users in Business Central with 2-Controlware

At a glance

• Company: Kuijpers, nationwide installation company
• Size: approximately 1,500 employees, more than twenty legal entities
• Users: around 1,100 employees work with 4PS daily
• Solutions: Authorization Box, Field Security, Field Validation
• Result: user creation and permission changes in a few minutes; approximately two hundred field validations in place

The challenge: a complex organization requires structure

Kuijpers is a nationwide installation company with approximately 1,500 employees and more than twenty different legal entities. Within that structure, around 1,100 employees work with 4PS on a daily basis. That scale and organizational structure create considerable complexity when it comes to roles and permissions.

Before 2-Controlware, management was largely done manually. Authorizations were tracked in Excel files and had to be adjusted per entity. Especially when employees were active across multiple legal entities, this quickly became a time-consuming process.

Alexander Doorn, process administrator at Kuijpers: “Sometimes a toggle was forgotten or a setting was missed. That led to error messages or extra work to fix things again.”

The solution: central roles in Authorization Box

With the Authorization Box from 2-Controlware, that changed. Roles and permissions are now managed centrally and linked to clearly defined process roles. Alexander played an important role in setting up the system. During workshops with 2-Controlware, the role model was built collaboratively and aligned with Kuijpers’ processes.

Creating new users or adjusting permissions now takes just a few minutes. Temporary roles, for example for year-end closing, can also be easily configured for a specific period.

More control over data and processes

In addition to authorization management, Kuijpers also uses Field Validation and Field Security. These allow the company to determine which fields are mandatory and who is allowed to modify specific fields.

Kuijpers has set up approximately two hundred field validations. As a result, input is checked immediately and errors are intercepted more quickly, helping prevent missing or incorrect data.

Segregation of duties is also better safeguarded. For example, the financial administration can process invoices but cannot modify purchase orders when that is not intended. With the permissions structure in 4PS and 2-Controlware’s apps, Kuijpers can configure these authorizations precisely.

Alexander notes: “By using those validations and that permissions structure, we prevent errors much earlier in the process. That saves a lot of corrective work afterward.”

A partnership that works

Kuijpers is positive about the collaboration with 2-Controlware. The implementation was carried out through workshops in which the role model was built together. Afterward, the system’s functionality was explained internally to colleagues.

When technical questions or issues arise, Alexander says the response is quick, with effective coordination between teams for both support inquiries and complex technical issues.

Alexander states: “What used to take an hour of work, we now handle in a few minutes. The software from 2-Controlware is user-friendly, intuitive, and promotes data quality. Above all, it means less manual work and a more manageable authorization process for all users.”

About 4PS

4PS develops ERP software for companies in the construction, installation, and civil engineering sector. With 4PS Construct, built on Microsoft Dynamics 365 Business Central, the company supports organizations across their entire business operations, from project management and finance to service and maintenance.

Today, more than 450 companies worldwide use solutions from 4PS. To support their customers better, 4PS integrates with solutions from partners such as 2-Controlware.