Good day, CRM users!


Assigning records in Dynamics CRM has always been fairly straightforward. You have a record owned by your own user, and you want someone else to own it. So you assign it, and you’re done. This could be done via the Dynamics CRM user interface or programmatically using .NET code, SSIS, Scribe or other tools that connect to the Dynamics CRM web service.

Assigning Records to Inactive Users

There are considerations to keep in mind regarding this, however. One primary consideration is that you cannot assign a record to a user that has been marked as inactive or disabled in the system. This makes sense on the face of it, but it can get you into problems in certain situations.

Consider a scenario where you are migrating data from a source database to Dynamics CRM. The source database has a set of users that own data in the legacy system, but are no longer with the company.

Obviously you would not want to create users for these former employees as you would have to pay for additional unnecessary licenses. However, you would probably like to maintain the historical data about the records these former employees owned. In the past, you had to either assign the record to a default user and have some sort of reference field to indicate the former owner, or do away with the historical data.

Well, no longer!

Assigning Records to Inactive Users in Dynamics CRM

A small, quiet, but rather important change took place sometime ago on the way the CRM database handles assigning records to inactive users that many may not be aware of. So long as the inactive user still maintains a security role, even though it is inactive, you can programmatically or via the UI assign records to that inactive user. This means that you can maintain the historical data of who owns a particular record even though they may no longer be with the company, and save yourself some extraneous licenses as well.

Pretty cool! Happy CRMing!

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Joe D365

Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.