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Dynamics 365 Community / Forums / Microsoft Dynamics 365 | Integration, Dataverse... / Impact on Dynamics 365...
Microsoft Dynamics 365 | Integration, Dataverse...
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Impact on Dynamics 365 CRM data when removing licenses from users

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Posted on by tanay@D365 45

We have a few unused licenses which we would like remove from the user , but just wanted to confirm a few things before doing that : 

- when I remove a license from a user , will that result in any loss of data that was created by the user

- if the user is an admin user who might have created model driven app,  customizations , flows and workflows in CRM , will there be any impact other than service connections to be recreated?

- does Microsoft have any checklist for such a scenario where an existing user needs to be unassigned a license? 

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  • Suggested answer
    PerezAguiar Profile Picture
    PerezAguiar Microsoft Employee on at

    Hey!

    Interesting questions.  Basically, when you remove the Licenses (Sales, PowerAutomate, PowerApps per user) that a user might have, the user becomes Disabled, but not removed.  Therefore:

    > If you remove a license from a user, the data that the user created remains.  

    > PowerApps, modelDriven, customizations will continue to work, as long as they run under the context of a different user.   Otherwise, as the user is disabled they will cease to work.  This is specially important in the context of Plugins & Workflows

    > Currently there's no checklist for this kind of operation.  However, there is documentation about deleting users on Office365/AzureAD that you might find relevant in order to create your own procedure: docs.microsoft.com/.../delete-users and docs.microsoft.com/.../create-users

    Regards

  • Verified answer
    meelamri Profile Picture
    meelamri 13,218 User Group Leader on at

    Hi, 

    You will have errors when migrating data that is owned by a user without a license from one environment to another.

    To avoid any error, you can assign your reference data, as well as your components like apps and processes to a licensed user.

    For all the projects I work on, I keep a CRM ADMIN user who remains the owner of all the reference data and the CRM components.

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