Changing Owner of records, 3 questions(Long)

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Long story.
The company I work for(MC) had a sister company(SC A) that hosted CRM for one of our other sister companies(SC B).

We sold SC A, and SC B was going to lose access to MSCRM. So MC migrated MSCRM to MC's infrastructure. We upgraded the whole thing since the CRM on SC A was ancient. Coworker was put in charge of migrating the data in which he had no idea or previous experience on CRM. So he exported the data as XML, and reimported it. All was fine and dandy until we realized it had removed the owner of the contacts in the data, and put him as owner.

We managed to find the original data. Problem is, a lot of the contacts in the data are no longer relevant. So my coworker had each sales person go through and mark the contacts in an excel sheet of which ones he wanted to keep. There were roughly 5k contacts per sales person, and the average salesperson only wanted to keep about 450. The remaining contacts were to be changed owner to the VP of Sales.

So what he did is he took the excel spreadsheet, and matched it with the exported XML file. Marked which ones were to keep the original owner, and changed the owner with Find and Replace tool of the remaining to the VP of sales. He never finished this project and left the company, and I got stuck with it. So here comes the questions and problem:

Problem: I changed the owner in the XML file for the remaining contacts to the VP of Sales. When I go to re-import the data, it had about 1200 successes, over 3k partial imports, and 1 error. I re-evaluated the data, found that the partial imports didn't change owner. Went back through the data, and made the proper changes. Re-import and there were 0 successes, over 3k partial imports, no errors. The data still didn't change owners. I found I can manually change it in the web interface, but only a max of 50 records at a time, because I have to pull up each salesperson, and sift through each page of 50 records, select the ones to change, and change.

Question 1: Is there a more efficient way to go through an entire list of over 3k contacts per sales person to change the owner?

Question 2: I would like to block any person from making changes to ownership of a contact besides those in the System Administration security group, which setting is this?

Question 3: Is there an easy way to find all users in a security group? Instead of clicking each user and going to manage roles.

Any advice would be extremely helpful.

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Sean K 1,537 on at

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1. Have you tried exporting your contacts to Excel, making the change in the Excel document and re-importing? Also you can change the record limit from 50 to a max of 250 which can make the manual process a little easier (changed in your options).

2. You can remove the assign privilege for the contact entity in the Security Role to stop users assigning records to other users.

3. You can perform an Advanced Find, users where security role = x

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razdynamics 17,308 User Group Leader on at

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Hi MercenaryOne

1) You can create a view of those records and run a bulk workflow executor to update all the records in the view - you can use xrm toolbox or gap consulting bulk workflow executor

2) Assign privelidges to change Owner of record

3) Download the free XRM toolbox from which includes apps to manage bulk users and security roles, you can also run a User Report from CRM > Service/Marketing > Reports which will list all your users againt security groups

Let me know how it goes, Kindly tick 'Yes' to verify :)

Best Wishes, Raz

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Community Member on at

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When exporting, it only gives the option for XML or All Files. When importing it only supports XML, csv, txt and zip. But thanks for pointing out the 250 records. That will speed up the process dramatically. I still need to try Raz's option as if that does what I need it to do, I will mark both answers correct. Your response was just much simpler explained for someone like me with zero CRM background, and solved the issue.

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