'Admin' account assigned to a person who is leaving in few days.

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Posted on by VRD

Hi All,

We have 'Admin' user on production with one of the employee is assigned to it and this employee is leaving the organization in few days.

We can see certain batch jobs are created by this 'Admin' account and running fine with it at the moment. We can change these batch jobs to a service account.

But we are not sure how to change this 'Admin' user account such that we can map it to a service account. Is it good idea to map it to service account and Also, How to do it?

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Bhartendu B Pandey Microsoft Employee on at

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Hi @IamVikky,

Thank you for writing to us . The ask and the process would require a little bit of planned downtime.

We can look to do the below

Deactivate all the batch jobs , workflows , plugins , custom workflow activities owned by Admin User .

Changing the same to a service account is a better approach - This account should be just like a normal user however we won't be actually using this account to manually login and perform operations.

Post disabling the jobs - You can look to check for Onwer fields on the Jobs - Mostly this is a lookup . You can look to select the service account -

Replace all these with the intended account - Ensure we give this account the required security role - (Normally it is the system administrator)

Now we can activate the jobs.

We would need to remove the set of licenses assigned to the Admin user and we can look to assign the same set of license to the New service account .

Please mark my answer as verified if you found it helpful. Please let me know if you have any other questions around the above.

Bhartendu Pandey

Support Engineer - Customer Engagement- Dynamics CRM/PowerApps/Power Automate

Microsoft

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André Arnaud de Cal... 303,679 Super User 2026 Season 1 on at

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Hi Vikky,

It is needless to say that you never should have a persons account to be used as ADMIN user in a Dynamics 365 production environment. In a production environment, you can't change the AAD user linked to the ADMIN user yourself if this is a Microsoft managed environment. There are options when you are running on-premise as you then control the environment and database yourself. You can log a support case at Microsoft Support to help you here.

At least, I would recommend to change the password of the current user when he left the company and don't disable the user in Azure AD and Dynamics 365. The batch jobs and other features will then continue to run. When the Azure AD user linked to the Admin user is changed, then you can disable the current user in Azure AD.

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VRD on at

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Thanks Bhartendu and André for your quick response.

At the moment we followed advice from both of you. Kept the user account active in AAD and set the jobs to be run by Service account. We will take separate activity to change the mapping of AAD account with Admin account.

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