Users as Contacts

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Pretty new to CRM so bear with me. We need to keep records that reference users for historical data. When a user leaves the company we will lose the user record because they will no longer have an active directory account, correct? Is there another way to go about this? Do we create a contact record for this user and tie the records to that?

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PS 23,577 on at

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You can keep a track of it without creating contacts.

User once created in CRM can not be deleted, it can only be deactivated.

For instance: User A leaves the organization; now you cant delete it from CRM, you can only deactivate it.

Once deactivated: Go to settings>>Administration/Security>>Users>>Select view as 'Disabled Users'

Even if you delete them from AD(Active Directory)-Disabled users data will stay in CRM

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Mahadeo Matre 17,021 on at

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Hi..you don't need to create contact records..from crm you cannot remove /delete user record..you can only deactivate user record. you need to deactivate user once user left company so that you can use users license. .

when active directory account is deactivated, you need to manually deactivate user record in crm..

hope this will help.

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Mithilesh Kumar 10,047 on at

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Hi Tjlusga,

Couple of quick points here

1. Users and Contacts are two different entities having exactly opposite meaning.

2. Users are someone from your Organization who needs to use your CRM System whereas Contacts are individuals which are customers for your Organizations.

3. Users will have access to your Records, they will have their Login ID saved in Active Directory which will then be brought to Dynamics CRM to assign them license to use the system

4. You cannot delete a User from Dynamics CRM System, you can disable them to release your License. This license will then can be assigned to other new user. Even if you remove the user from AD, they will still be present in the Dynamics CRM Users list.

5. However, before disabling your User, you need to assign his Records to some other Active Users in the system (provided they have access to the Record Entity).

6. Contacts won't be able to use your records as they do not have access to the system.

Any queries, feel free to post :)

Hope that helps

Thanks

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Aileen Gusni 44,524 on at

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Hi Tom,

No need, instead, just disable the users and then the history is there, remember as long as you didn't re-assign his record to other users so that the record still belongs to him. Moreover, you cannot delete user in CRM.

If you do delete the user from AD, yes the user is still there in CRM record, but as risk if you want to import the organization somewhere else you cannot map this first as enable user unless you re-map this to the new AD, but be calm, it does still exist in the CRM DB. You also cannot use the same AD for two users and once the user is deactivated and you delete the AD you cannot re-enable it again and the user can't login anymore. The deactivated user wont consume License.

If you create the record as contact, it doesn't consume the license but the ownership in CRM cannot be owned by a Contact record, so here the advantage here you wont lose the User Information, but you will lose the Records owned by this user, including all record reference the historical data for this users.

This is what you want to achieve right, to keep the historical data for the user. So that for example an Opportunity in Jan - March John Doe is an active user then in May he resigns, replaced by Mary, so you pass the rest to Mary but of course the management don't want to recognize John effort from Jan until March as Mary's right... So that if you don't want to lose, just disable it, again CRM cannot delete the user in supported way. And creating a contact record here for every resigned user is like over the top so no need

Hope this helps.

Thanks.

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