Dynamics Community Forum Thread Details

Automatic email record sharing behavior

Can anyone please confirm if this behavior is expected.

We are using Dynamics 365 CRM v9 online (cloud version).

The setting below is set to No.

Set whether reassigned records are shared with the original owner
Share reassigned records with original owner

Steps:

1. Track an email into Dynamics. The initial owner of the email record after it gets tracked is the user who tracked it. Usually, it's the recipient of the email.

2. Re-assign the email record to another user.

3. Click on the Share button, then Manage Access, we can find that the email record is shared to the previous owner (or the recipient of the email). Eventhough, the setting "Set whether reassigned records are shared with the original owner" is set to No.

Is this expected behavior or is this a glitch?

Thanks.

Categories:

Microsoft Dynamics CRM

Good morning, afternoon, or evening – depending on where you are in the world!
This issue you are describing—where an email record appears to be automatically shared with the original owner after reassignment, despite the setting “Share reassigned records with original owner” being set to No—is a nuanced behavior in Dynamics 365 CRM (v9 online).
Here’s what’s happening:

The setting “Share reassigned records with original owner” = No is designed to prevent automatic sharing during reassignment.
However, email records tracked from Outlook often carry implicit sharing behavior due to:
- The Exchange sync process.
- The initial tracking ownership and activity party roles (e.g., sender/recipient).
Even when reassigned, the system may retain access for the original owner if they are listed as a recipient or sender in the email’s activity parties. This is not governed by the reassignment sharing setting.

So yes, this behavior is expected, but it’s not due to the reassignment setting—it’s due to how Dynamics handles access for users involved in tracked activities.
Key points:

The setting controls ownership-based sharing, not activity party-based access.
Users listed in the To/From/CC fields of an email may retain access regardless of ownership changes.
This is by design to ensure users can still view emails they were involved in, even if reassigned.