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This is probably caused by the Outlook integration that can/will create contacts for/from addressees that are not in the CRM system.
It's a personal setting but can be disabled via the org db settings, setting: AutoCreateContactOnPromote. See: support.microsoft.com/.../orgdborgsettings-tool-for-microsoft-dynamics-crm
Or via the XrmToolBox plugin: User Settings Utility
First of all, sorry for this problem! Is this on development or production environment? Or both?
Do you have any integration with third parties? Check that too.
I don't know if you can perform this kind of tests (since I don't know if you environment is Production) but even so, try to do it on a non-work schedule or something, because this is a serious problem and I'm sure that you already have performance issues due to this.
Thanks for answering, Stefan. I'm afraid this doesn't work. For one of the users who is continually creating Contacts at any moment in time, if I set their "Automatically create records in Microsoft Dynamics 365" to "No" (in "XRMToolBox" plugin "User Setting Utility") for that user, it doesn't make any difference. They keep on creating the same Contact over and over.
So basically unchecking the "Create" checkbox under "Personal Options -> Automatically create records in Microsoft Dynamics 365" makes no difference, and that user continues to create the same contact over and over and over again.
Did you check if you have any Record Creation and Update Rule active?
Hi again, Joana. Thanks again for your suggestion. We don't have any "Record Creation and Update Rules" defined. So it can't be that. Thanks anyway tho'.
You could try to disable this setting forever(ybody) via the org db settings, setting: AutoCreateContactOnPromote.
and see if this makes a difference.
We're experiencing the exact same issue, with the same version of Dynamics, however our problem appears to have only started in the last week...
We were having other issues with server-side synchronisation, and after performing 'Test & Enable' for all our mailboxes this behaviour has started, similar to Mike's experience.
i.e. There are a handful of users that have "created" thousands of the same contacts each day for the last week
I'm suspicious about it being an Outlook Client/AddIn issue, but will follow Stefan's suggestion of disabling "AutoCreateContactOnPromote" and see what happens over the next 24 hours.
MikeBradley - have you made any further progress?
Here is more info on preventing duplicates:
Hi Stefan, thanks for your suggestion and for taking the time to reply.
I don't wish to do this (use OrgDBOrgSettings to set “AutoCreateContactOnPromote” to false [False = Disables the automatic creation of contacts.]) for 2 reasons:
We don't wish to stop syncing of Contacts completely. It's an important part of our users do their jobs. If we can’t use this (syncing Contacts) functionality, we might as well not use CRM. Outlook syncing (including Contacts syncing) is central to how we use CRM.
Also, I don't think this suggestion would work. I think this because if I change this setting for ONE user, it makes no difference. To explain further: if I get one of the users (who is generating all these Contacts) to go into their personal settings, and under Email -> "Automatically create records in Microsoft Dynamics 365", uncheck the "Create" box, it makes no difference. Contacts continue to be created with that user as the Contact owner. Switching the option off makes no difference for ONE user.
This is the same thing as using OrgDBOrgSettings to set “AutoCreateContactOnPromote” to false, except that the OrgDBOrgSettings way of doing things applies to ALL users.
What I'm saying is that making this change for ONE person makes no difference. So why would changing this setting for EVERYONE make any difference?
Thanks Stefan, I'll take a look at those links and let you know if any of them worked. Thanks for posting those links friend.
Hi Omniscient. Unfortunately I’ve not resolved this yet.
If I find a solution, I’ll be sure to post it here.
If you want to change the Org DB Setting, you could use the following tools:
Thanks Stefan, Mike hopefully you have more success than me.
I have disabled the OrgDBSettings - for AutoCreateContactOnPromote, unfortunately the duplication still continues.
Looking at the timestamp "CreatedOn" - I'm confident it has nothing to do with the Outlook Client/AddIn either - we have hundreds of records created when the user's machine is switched off (& they don't have a mobile)
So, to me, it looks like something's broken in Server-Side Synch... I tried to "test" this with two of the worst offenders by disabling their mailboxes... but after refreshing the mailbox view each of them has ended up with two mailboxes!?
I don't know how that's possible - each mailbox has the same 'Regarding' & 'Owner' & same created on timestamp...
I obviously can't delete either of the mailboxes (a mailbox associated with a user or a queue cannot be deleted).
I see 'verbose' logging against mailboxes - does anyone know if this can be used to shed some light on the matter?
Hi Stefan. Unfortunately there's nothing in those links that helps our situation. Thanks for posting anyway, mate.
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