Dynamics Community Forum Thread Details

Hello SP-15041608-0,

You've likely encountered a side effect of the "Reassign Records to another user" feature in Dynamics 365. While it's designed for bulk reassignment of existing records, it doesn't inherently create a permanent rule for future record ownership. The automatic reassignment of new records suggests a different mechanism is at play.

Here's a breakdown of the likely causes and how to stop the automatic assignment of new records created by User A to User B:

Likely Causes:

Personal Views with Ownership Criteria: User A might have personal views saved that include a filter based on ownership (e.g., "My Active Accounts"). If these views are set as the default views for certain entities, and User B now has ownership of User A's old records, any new records created by User A might still temporarily appear in those views until refreshed or until a system process updates the ownership. However, this wouldn't typically cause a permanent reassignment.

Workflow or Power Automate Flow: This is the most probable cause. You likely have a custom workflow (real-time or background) or a Power Automate flow configured to trigger on the creation of new records by User A and then automatically reassign those records to User B.

Plugin: A custom plugin registered on the "Create" message of the relevant entity might be programmatically changing the OwnerId of the newly created records to User B.

Default Team Ownership: If User A was the owner of a team, and new records are being created and associated with that team by default, and User B has now become the primary owner or a key member of that team, there could be a team ownership setting influencing this. However, this is less likely for direct user-to-user reassignment.

Goal Rollup Queries: If you have goal rollup queries that are specifically looking at activities or records owned by User A and then attributing them to User B (though this wouldn't change the actual ownership), it might give the appearance of reassignment in goal tracking.

How to Stop the Automatic Assignment:

You need to identify and disable or modify the underlying mechanism causing this automatic reassignment. Here's how to investigate each potential cause:

1. Check Personal Views (Less Likely for Permanent Reassignment):

Have User B check their default views for the entities where the new records are being created by User A.

Look for any views that were originally created by User A and might still have ownership-based filters. While this won't reassign the records, it could be misleading.

2. Investigate Workflows:

Go to Settings > Processes.

Filter the processes to show All Processes and ensure the status is Activated.

Look for workflows that:
- Are owned by User A or a system administrator.
- Run on the Create event of the entities where User A is creating new records.
- Have steps that Assign Record to User B.

If you find any such workflows, deactivate them or modify them to remove the reassignment step.

3. Examine Power Automate Flows:

Go to Power Automate (https://www.google.com/search?q=make.powerautomate.com).

Check flows created by User A or other administrators.

Look for flows that have a trigger like "When a record is created" for the relevant entities and an action to "Update a record" where the "Owner" field is being changed to User B.

Turn off or edit these flows to stop the automatic reassignment.

4. Review Plugins:

You'll need administrator or developer access for this.

Use the Plugin Registration Tool (part of the Dynamics 365 SDK) to connect to your environment.

Look for registered plugins that are:
- Executing on the Create message of the entities where User A is creating new records.
- In the Post-operation stage.
- Code within the plugin might be modifying the OwnerId of the newly created record to User B.

If you find such a plugin, you can disable the specific step or modify the plugin code to prevent the reassignment.

5. Check Team Ownership (Less Likely for Direct User Reassignment):

Go to Settings > Teams.

Review the teams that User A was a member of or owned.

Check the ownership settings of these teams and ensure new records are not being automatically assigned to the team where User B is the primary owner in a way that indirectly reassigns records created by User A.

6. Inspect Goal Rollup Queries (Doesn't Change Ownership):

Go to Sales > Goals or Service > Goals (depending on your setup).

Review the goal rollup queries associated with User B's goals. Ensure they are not configured in a way that incorrectly attributes User A's new records to User B for tracking purposes. This won't change actual ownership but could be misleading in reports.

Troubleshooting Steps:

Start with Workflows and Power Automate Flows: These are the most common causes of automated record assignment.

Check Plugins: If you have custom development, investigate plugins as the next likely culprit.

Review Team Settings: If teams are heavily involved in your record ownership model.

Examine Personal Views: While less likely for permanent reassignment, it's a quick check for potential confusion.

Inspect Goal Rollup Queries: If you're seeing the reassignment reflected in goal tracking.

Important Considerations:

Audit Logs: If you have auditing enabled for the ownership field of the affected entities, review the audit logs to see exactly when and how the ownership of the new records is being changed. This can provide valuable clues about the triggering mechanism.

System Administrator Access: You'll likely need System Administrator privileges to investigate and modify workflows, Power Automate flows, and plugins.

Testing: After making any changes, thoroughly test the creation of new records by User A to ensure they are no longer automatically assigned to User B.

By systematically checking these areas, you should be able to identify the automation rule or customization that is causing the unwanted automatic reassignment and stop it. Good luck!

If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.

My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.

Regards,

Daivat Vartak