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With regards to an employee's Dynamics account, I want to learn the best process to go through when that employee leaves our company. We want to make sure we retain information that they were involved in, that we secure the account so they can no longer access it, and we want to free up the license that the account was using so we can pass it onto the next employee.
I was originally thinking that I just delete the account but that doesn't sound right.
Any tips would be appreciated thanks.
Hi RicksterBC44,
Users in Dynamics 365 cannot be deleted and can only be disabled.That's a platform limitation.
When a user account is deleted from the Microsoft 365 admin center(https://admin.microsoft.com/ ), the user isn't removed from environments in which they're active. Instead, the user's status is set to Disabled in Dynamics 365.
Delete users from Dynamics 365 environments - Power Platform | Microsoft Docs
When you delete users in the Office 365 Admin Center, the license assigned to that user automatically becomes available to be assigned to a different user.
If you want the user to still have access to other applications you manage through Office 365, for example Microsoft Exchange Online or SharePoint, don't delete them as a user. Instead, simply remove the Dynamics 365 license you've assigned to them, which also disable user in CRM.
Also, you can refer following links for more details:
points for leaving users: Best practice leaving employees/users – Organon Support Portal Dynamics 365 (zendesk.com)
User accounts and license: KA-01190 · Customer Self-Service (dynamics365support.com)
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