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 Microsoft Employee

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

  • Verified answer
    NicolasBrandl Profile Picture
    NicolasBrandl 170 on at
    RE: Delete User/Workflows/Storage

    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

  • David Jennaway Profile Picture
    David Jennaway 14,063 on at
    RE: Delete User/Workflows/Storage

    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

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

Announcing Our 2025 Season 1 Super Users!

A new season of Super Users has arrived, and we are so grateful for the daily…

Vahid Ghafarpour – Community Spotlight

We are excited to recognize Vahid Ghafarpour as our February 2025 Community…

Tip: Become a User Group leader!

Join the ranks of valued community UG leaders

Leaderboard

#1
André Arnaud de Calavon Profile Picture

André Arnaud de Cal... 292,494 Super User 2025 Season 1

#2
Martin Dráb Profile Picture

Martin Dráb 231,307 Most Valuable Professional

#3
nmaenpaa Profile Picture

nmaenpaa 101,156

Leaderboard

Featured topics

Product updates

Dynamics 365 release plans