Inactivate, but not remove, a Company Database.

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Posted on by mikepeck

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We have 20 company databases. 17 of these companies are no longer in active use, the last posted transaction being in 2015 and earlier, depending on the company.

When a user attempts to login to one of the three companies with 2017 (and soon 2018) activity, they are presented with a drop-down list displaying all 20 companies.

There are still occasional requirements to run inquiries or generate reports for these company databases, but no work is being performed on a daily basis.

I am researching whether there is a way to either inactivate or hide these 17 companies so they no longer appear on the ‘Select Company’ drop down list, but remain available for selection when the infrequent need to access them arises?

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RE: Inactivate, but not remove, a Company Database.

Hi Michael,

A quick way to stop users entering data is by taking the companies offline for maintenance (Administration >> Utilities >> Take Company Offline) and then you can remove user access to the companies as suugested by Ven Shama.
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RE: Inactivate, but not remove, a Company Database.

We have 85 active companies but not all users work in all companies. Each user is assigned specific company access and they are not able to see companies they do not have access to. If a user needs access to a company on a temporary basis,we grant them access then remove access when the temporary time frame has passed.

You could grant your users access to only the three active companies then the inactive companies would not appear in the drop down list. If a user needs access to history they can be granted temporary access.
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26P2ER 1,775 on at

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RE: Inactivate, but not remove, a Company Database.

Hello Mikepeck

We recently went through a similar requirement.

Our controller was not comfortable with the idea of removing access to these "old" entities.

So I added a prefix of "x-" to the company names. What this did was to push the older companies to the bottom of the pile.

On the SQL server side, I made these old companies "read-only".

Ideally, I would have removed access to all users to these old companies from

>Setup>System>User Access>Pick a user and uncheck all the old companies.

Move to the next user and so on.

Alternatively -

you could run the below SQL

delete from dynamics..sy60100
where cmpanyid in (select cmpanyid from dynamics..sy01500 where cmpnynam = 'old company name 1')

Please try this in a non-production environment and log into GP to affirm your outcome.

The above script will remove access to "old company name 1" for all users.

Best Regards
Richard Wheeler 75,848 Moderator on at

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RE: Inactivate, but not remove, Company Databases not in daily use.

Tools->Setup->System->User Access. Highlight each user and only give them access to the active companies.
mikepeck 356 on at

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Inactivate, but not remove, Company Databases not in daily use.

We have 20 company databases.

17 of these companies are no longer in active use, the last posted transaction being in 2015 and earlier, depending on the company.

When a user attempts to login to one of the three companies with 2017 (and soon 2018) activity, they are presented with a drop-down list displaying all 20 companies.

There are still occasional requirements to run inquiries or generate reports for these company databases, but no work is being performed on a daily basis.

I am researching whether there is a way to either inactivate or hide these 17 companies so they no longer appear on the ‘Select Company’ drop down list, but remain available somehow for selection when the infrequent need to access them arises?