Whether you're a new Business Central user or an experienced one looking for a refresher, understanding the platform's navigation and productivity features can help you work more efficiently. This session highlights practical tips and tricks that make it easier to find information, navigate the system, and customize your workspace.
Changing roles and companies
Business Central allows users to switch between different roles and companies when permissions allow. Role changes can affect:
- The homepage layout
- Available navigation options
- Activities and actions
- Role-specific data and dashboards
Users working across multiple companies can switch companies through My Settings and use company badges or banners to quickly identify which company they are currently viewing.
Understanding the work date
The work date determines the default date used when entering transactions. This can be useful when:
- Entering year-end adjustments
- Processing recurring journal entries
- Working in accounting periods different from the current date
In most situations, Business Central automatically reverts the work date back to the current date at the next login.
Using search to navigate
Search is one of the most powerful navigation tools in Business Central. Instead of browsing menus, users can quickly locate:
- Pages
- Reports
- Documents
- Functions
- Modules
Search is designed to be flexible and can often identify results even when users enter partial names, abbreviations, or minor misspellings.
Using navigation menus
Users who prefer menu-based navigation can access the full application menu through the navigation panel. For frequently accessed areas, it's possible to:
- Pin navigation items
- Reduce repetitive clicks
- Create faster access paths to commonly used modules
Bookmarks and favorites
Frequently used pages and reports can be bookmarked. Benefits include:
- Faster navigation
- Reduced searching
- Personalized access to important functions
Bookmarks appear directly on the Role Center homepage for quick access.
Working with multiple windows
Business Central includes tools for managing workspace layouts. Users can:
- Open records in a separate window
- Expand pages to use more screen space
- Collapse pages to simplify layouts
These settings are remembered and help users work more comfortably based on personal preferences.
Using tooltips and help features
Most fields in Business Central include built-in tooltips. By hovering over a field, users can:
- View field descriptions
- Understand field purposes
- Access additional guidance
Users can also access:
- Copilot explanations
- Microsoft documentation
- Context-sensitive help resources
FactBoxes
FactBoxes provide additional information related to records and transactions. Users can:
- Show FactBoxes when additional context is needed
- Hide FactBoxes to maximize workspace
FactBoxes are available on many card and list pages throughout Business Central.
Exporting and sharing data
Many list pages include options to:
- Open data in Excel
- Edit data in Excel
- Share links with other users
- Integrate with Microsoft Teams
These capabilities make collaboration and data analysis more efficient.
Changing list views
Users can adjust how records are displayed by selecting:
- List View
- Tile View
- Large Tile View
The preferred layout depends on user preferences and the type of records being viewed.
Filters and saved views
Filters allow users to narrow large lists to the information most relevant to their work. Examples include:
- Vendors by state
- Specific customers
- Open transactions
- Department-specific data
Filtered views can be saved for future use, making it easy to return to commonly used data sets. Saved views help eliminate the need to repeatedly apply the same filters.
Sharing views with others
Users can share links to filtered views with other team members. When recipients have appropriate permissions, they can access the same filtered information and save the view for future use.
Using analysis mode
Analysis mode allows users to analyze data directly within a list page without modifying the underlying records. Features include:
- Rearranging columns
- Applying filters
- Summarizing data
- Creating pivot-like views
- Saving custom analysis tabs
Analysis mode provides a fast alternative to running formal reports when users need quick insights.
Helpful keyboard shortcuts
Several keyboard shortcuts can improve efficiency:
- Alt + T: Open My Settings
- Esc: Close a page or collapse a menu
- F5: Refresh the current page
- Ctrl + Alt + F1: Open Page Inspection
Learning these shortcuts can significantly speed up everyday tasks.
Using page inspection
Page inspection provides advanced details about records and pages. Users can view:
- Table information
- Page information
- Hidden fields
- System metadata
- Additional record details
This tool is especially helpful when troubleshooting or locating information not displayed on the page.
Personalizing pages Users can customize their own Business Central experience through personalization. Available options include:
- Hiding fields
- Reordering columns
- Adding fields
- Removing unnecessary information
- Adjusting page layouts
Personalizations only affect the individual user's view and do not impact other users. This flexibility allows each person to configure pages based on their specific responsibilities and preferences.
Key takeaway
Business Central offers numerous built-in tools that improve navigation, reduce repetitive tasks, and create a more personalized user experience. Features such as Search, Bookmarks, Filters, Analysis Mode, Keyboard Shortcuts, Page Inspection, and Personalization help users work more efficiently while tailoring the system to fit their unique business needs.
