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Hi everyone,
My disabled users are continuing to create contacts in CRM, every now and then, just randomly when they send emails. How do I stop that?
Thank you
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Hi BobbyC,
Are these email activity created through a workflow? because once the user is disabled in CRM they cannot login to the system.
Hope this helps
Thanks
Akhil
Hi Akhil,
I'm not aware of any workflow to do that. The contacts are being created automatically when the disabled user will send emails out(but not for all emails, just like 2-3 contacts created randomly every month). It's like they have the box ticked to automatically create contacts. But they aren't active users anymore. Also mailboxes have been deactivated.
Can you please explain the criteria on when these email are being sent? Is it on creation of a contact in CRM? if so please check if any workflows are running on contact entity.
If its a workflow then try deactivating that.
"My disabled user are continuing to create emails every now and then, just randomly when they send emails. How do I stop that?"
Did you mean create contacts every now and then?
AKHIL
Apologies Akhil, it should read: "My disabled users are creating contacts every now and then, just randomly, when they send emails. How do I stop that?"
So they send emails from outlook and sometimes some of these emails are being converted to CRM contacts.
Hello BobbyC,
As you said, disabled users are creating emails. As per my knowledge, disabled users can not send emails, perhaps that user is not disabled then user can create email. still you can achieve this by creating workflow.
you might be able to set up a workflow which checks the statecode/statuscode for a certain value (pending?) and if this value is found delete the email record.
Never tested it, but it might be an option.
good luck!
Thanks,
Herry.
Go to outlook and select File->CRM->Options. Click on the E-mail tab and make sure the Create is unchecked under the Automatically create records in Microsoft Dynamics CRM section.
But since these users are disabled its shouldn't happen.
Please once again check if the mailboxes are deactivated.
Akhil, these users have never had the outlook client installed so there will be nothing in Outlook. Just double checked and the mailboxes are indeed inactive. Any other suggestions?
Since they don't have outlook client installed, from where these emails are being sent?
As you said once the email is being sent, the contact is created automatically in CRM.
How you are tracking that the contacts are automatically created in CRM?
There should be some automated process behind this, may be a workflow. Just Check.
Akhil, thank you for that. I have attached the screenshot below. I have checked one more time and there's no workflow. If it will be, I guess the created by shouldn't say SYSTEM but eventually the owner of the workflow or the email sender. Also a workflow should create hundreds of emails everyday for the inactive users. Even the user in the below example being the head of IT should generate dozens even hundreds of emails daily but instead I only have 3 emails in 2 consecutive days last month. Which doesn't make sense? For another user I only have 1 email on the 3rd of July and so on.
Looks a bit strange to me.
Please check the email id of the auto created contacts. Is it a valid one?
Please refer the below link. See if it helps.
https://social.microsoft.com/Forums/en-US/f4248bc9-eca5-4598-be4f-a9350f5ee772/prevent-automatic-creation-of-contacts?forum=crm
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