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User Duplication

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Posted on by ET-15051314-0

One of our employees had an issue with his 365 account becoming corrupt. Our team ended up creating a new account for him. Fast forward and we've discovered that the one employee is now tied to two different user profiles within Business Central (BC). Since he has worked with both accounts, one of the users cannot be deleted. We've given him the "Sales and Relationship" Manager role. For privacy we've just labeled them as 1 and 2.

With ‘user 1’ disabled and ‘user 2’ enabled, he can get authenticated, but still gets a role error.
With ‘user 1’ enabled and ‘user 2’ disabled, he cannot even get authenticated.

The ‘user 1’ account does not have a BC license. The ‘user 2’ account does have a BC license.

When we removed the ‘Dynamics 365 Business Central External Accountant’ license account from his AD user in MS 365 admin center, it removed it from the ‘user 2’ profile.
When we added the ‘Dynamics 365 Business Central External Accountant’ license account to his AD user in MS 365 admin center, it only added it from the ‘user 2’

Both accounts in BC have the same email address. I believe this is key to the issue at hand since you authenticate with your email address. They may be conflicting with each other.

Right now the only way he can log in is if a user has the "Super" role. However - we don't want the person to have this role. Does anyone know how to fix the issue?

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Dynamics 365 Business Central

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Mustafa Omerbegović 1,473 Super User 2025 Season 2 on at

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Hello,

Everything that you explained is expected behavior.

Our client had same problem, two accounts with same email on tenant, but they solved that on their, formerly Azure AD, now Entra ID.
From the BC side you just need to disable user and you should not have a problems with that.

With ‘user 1’ disabled and ‘user 2’ enabled, he can get authenticated, but still gets a role error.
Please, copy the error text or paste the image.

Also, check these posts from Yun, it may be helpful. Yun, if you are reading, thanks :D

https://yzhums.com/25881/

https://yzhums.com/14066/

Greetings

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Rishabh Kanaskar 6,150 on at

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Hi,

This happens because BC identifies users by email, so having two users with the same email creates authentication and role conflicts.
Solution
> Keep only one active BC user for the employee (the one with a license).
> Ensure the BC email matches the Azure AD login email.
> Assign the required roles (e.g., Sales & Relationship Manager) to the active user.
> Disable or remove roles from the duplicate/inactive user.
> Verify the user can log in without the “Super” role.

Key point: Do not have two BC users with the same email; only one licensed user per email should exist.

Thanks

Rishabh

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Nimsara Jayathilaka. 4,836 on at

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Hi

Keep only the account with a valid BC license (User 2), align its Azure AD Object ID, remove/disable User 1, sync BC users with Microsoft 365, and reassign proper roles. After that, the employee should be able to log in with his normal role, without needing “SUPER.”

Thanks

Nimsara

1 people found this reply helpful.

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YUN ZHU 95,750 Super User 2025 Season 2 on at

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Hi, As far as I know, there's no way to directly delete a user, even with code.
This can only be resolved by contacting Microsoft.

Thanks.

ZHU

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Jeffrey Bulanadi 8,760 on at

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Hi,

Duplicate user profiles tied to the same email address can cause serious authentication and role assignment issues, especially when Microsoft 365 accounts are recreated midstream.

This scenario typically happens when a corrupted or deleted Microsoft 365 account is replaced, but the original BC user record remains tied to the old Azure AD object ID. Even if both profiles share the same email, they’re technically distinct identities in the system.

Here’s how you can approach resolution:

First, confirm the Azure AD object ID for both user profiles in BC. You can do this via PowerShell or by exporting the user list. This will help you verify that the system sees them as separate identities.

Disable the original ‘user 1’ profile in BC and remove any roles or permissions. Do not delete it if it has historical transactions, just mark it inactive and remove its license.

Ensure ‘user 2’ has the correct license and role assignments. If the role error persists, try reassigning the “Sales and Relationship Manager” role manually, or clone the role and assign the clone to avoid cached permission issues.

If both profiles share the same email, consider renaming the old profile’s email to a placeholder (e.g., user1_old@domain.com) to avoid authentication conflicts. BC uses email for login matching, so duplicate emails can cause unpredictable behavior.

Avoid using “Super” as a workaround, it bypasses permission checks and can mask deeper identity issues. Instead, validate that ‘user 2’ has the correct permissions and is mapped to the active Azure AD identity.

Helpful Reference
"Update users from Microsoft 365" causes duplicate users – Dynamics Community
Duplicate profile issue – Microsoft Q&A
User management and licensing – Microsoft Learn

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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Sumit Singh 10,305 on at

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Hi,

I hope that issue has been resolved already or any other workaround has been found, as time has passed since it was initially raised in August 2024.

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