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Delete contact and keep activities

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Posted on by KVa

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There are a few contacts in our organization, which have the same e-mail address as user records, basically contacts of employees. This leads to duplicated To: and From: in e-mail and appointment activities, becuase Dynamics is matching those activities againt the contact and the user record. So there is a contact with the e-mail: employee1@contoso.com and a user with the same email address.

Now, I want to clean up by 'Deactivate'-ing the contacts, but the activities are still matched against the deactivated contact. So, deactivating does not solve the issue.

Next, I am thinking about deleting the contact, which has the same e-mail address as the user record in Dynamics, but I do not want to lose the activites which are linked to the contact. Is it somehow possible to delete a contact and keep his activities?

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Wahaj Rashid 11,321 on at

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RE: Delete contact and keep activities

Hi,

Thank you for your query.

Do you want to keep the activities as orphaned?

Why don't you remove the email from the contact record? So the future emails are not tracked against these?

Anyhow, if you still need to delete the contacts, I have 2 approaches in mind:

You can first relate the Activities to another contact record and then delete the contact. For example, we can create a generic contact which can be used to relate the activities for the deleted contacts.

For this approach, here are steps to follow:

Open Advanced Find, Look for Activities.

Set Regarding Equals '<Select Contact>' filter and then click on Results.

Select all records and click on Edit button.

In the Regarding field, select the other contact record and then click on Change.

Now the activities are related to the other contact record and you can delete the actual contact.

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KVa 293 on at

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RE: Delete contact and keep activities

Hi Wahaj, thank you for your answer.

The activities should not be orphaned. As they are mapped to a contact and user record, I'd like to keep the user record. Removing the email address seems like a good approach, for the future. I just need to remove the contact from the mapping in the "To:" fields etc.

The activities do not have a regarding value associated, so this cannot be edited:

In the screensot, the "To:" field is mapped twice - once to my contact and once to my user. The regarding field is empty. I want to remove the mapping to my contact record, and keep the mapping to my user record. And, I'd like to remove my contact record from the system.

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