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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Users in Dynamics CRM ...
Customer experience | Sales, Customer Insights,...
Suggested Answer

Users in Dynamics CRM without Licenses and not added manually

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Posted on by Logos1204 10

We seem to have quite a few users listed in Dynamics CRM who shouldn't be there and I'm not sure how they got there and how to remove them.   They do not have dymanics licenses and wouldn't have ever gotten one as their positions have nothing to do with our development activities.

We have an Enterprise Office 365 account and don't know if that matters. 

How does one remove them from the Dynamics 365 user list in the software?

Thanks. 

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  • Suggested answer
    Asif365 Profile Picture
    Asif365 1,431 on at

    Hi Partner,

    you can use security groups to control which licensed users can be a member of a particular environment.

    If you do not assign a security group to an environment, the environment will show up in environment even for those who have not been assigned a security role in that Common Data Service environment.

    please have a look at the below link for more details:

    community.dynamics.com/.../restrict-user-access-to-a-d365-instance-using-security-groups

  • Ana Pereira Profile Picture
    Ana Pereira Microsoft Employee on at

    Hello Logos,

    You check if the users have a flow free license.

    You can remove them by removing the licenses from O365 or AAD or Powershell (docs.microsoft.com/.../disable-access-to-services-with-office-365-powershell)

    or adding a security Group to the environment, all users that do not belong to the security group will be disabled in the CRM instance,

    (docs.microsoft.com/.../add-instance-subscription

    nevertheless even if the users have synced into the instance in the past as the instance did have a SG, only with a security role assigned will be able to access the environment, (docs.microsoft.com/.../create-users-assign-online-security-roles

    Hope it helps:)

    Teresa

  • Logos1204 Profile Picture
    Logos1204 10 on at

    Thanks for your response, Asif.  

    I'm still confused (not unusual).  These users would never have received a D365 license, and we don't have multiple instances.   I don't have any idea how they became D365 users.   They have no security role assigned to them, but it would be nice to dis-enable (to get them off the enrabled view) and stop unlicensed users from showing up in the user list (not sure how these users were selected - it appears to have been almost random.)

    Thanks.

  • Suggested answer
    Asif365 Profile Picture
    Asif365 1,431 on at

    Hi Logos,

    As Ana Teresa Pereira stated that, You check if the users have a flow free license.

    User enablement and disablement only applies to environments that have a Common Data Service database. A user can be disabled by removing them from the security group that is associated with an environment. Removing a user from the security group doesn't remove the user's license. Removing a license from the user frees up the license for assigning to another user, but may not always result in disabling the user.

    You should assign the security group to the environment to control the user Security/View in User list.

    docs.microsoft.com/.../control-user-access

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