web
You’re offline. This is a read only version of the page.
close
Skip to main content

Notifications

Announcements

No record found.

News and Announcements icon
Community site session details

Community site session details

Session Id :
Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Delete User/Workflows/...
Microsoft Dynamics CRM (Archived)

Delete User/Workflows/Storage

(0) ShareShare
ReportReport
Posted on by Community Member

Hi,

We have had a few staff leave the company and we have stopped their CRM licenses but we have not deleted users form CRM. What is best practice? What happens if we delete a user - are all their accounts, records lost etc.?

Also how much storage do workflows take up? Should disabled workflows be deleted to save storage space?

Lastly, we have an issue with storage limits, if I download a storage analyser such as uds.systems/storageanalyzer how much further storage space does this take up in CRM if any?

Thank you

Helen.

*This post is locked for comments

I have the same question (0)
  • David Jennaway Profile Picture
    David Jennaway 14,065 on at

    Deleting a user will not delete records that they own (unless the cascading properties on the owner relationships are set to cascade delete); instead I don't think you will be allowed to delete a user who owns records.

    Normal practise would be to reassign the records from the user to a different user - CRM has a reassign records function to do that.

    Workflow definitions rarely take up much space; however the system jobs associated with the workflows are more likely to take up significant space, as there are typically many more records.

    I doubt any storage analyser will take up much space, though if you have CRM Online it's also worth looking at the new Organization Insights to see what information it can provide about storage

  • Verified answer
    NicolasBrandl Profile Picture
    NicolasBrandl 170 on at

    Hi Helen,

    You cannot delete users from CRM, just disable them. Disabled users do not consume licenses.

    If you want to save storage, you can go ahead and delete Completed workflow jobs. For async workflows, you have the option to get the completed instances to get automatically deleted after completion.

    You can use the XrmToolBox plugin 'Reduce Storage Space Usage' to try to recover some free space. (www.xrmtoolbox.com/Plugins.html).

    I do not know how much space will the store analyzer solution take, but as far as it is a CRM solution, it is going to consume some space.

    Cheers

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Responsible AI policies

As AI tools become more common, we’re introducing a Responsible AI Use…

Neeraj Kumar – Community Spotlight

We are honored to recognize Neeraj Kumar as our Community Spotlight honoree for…

Congratulations to the November Top 10 Community Leaders!

These are the community rock stars!

Leaderboard > 🔒一 Microsoft Dynamics CRM (Archived)

#1
SA-08121319-0 Profile Picture

SA-08121319-0 4

#1
Calum MacFarlane Profile Picture

Calum MacFarlane 4

#3
Alex Fun Wei Jie Profile Picture

Alex Fun Wei Jie 2

Last 30 days Overall leaderboard

Featured topics

Product updates

Dynamics 365 release plans