Disabling CRM Online user without losing his data

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Hello,

I would like to disable a CRM User in order to stop deducting his license fees monthly, but I still want his data to be visible in the CRM even if it cannot be edited. I do not want to assign his records to another user. Is that possible?

Please correct me if i'm wrong, but I understand that if I removed his CRM License from Office 365, it will delete his data.

Thanks in advance

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Community Member on at

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Please see the link below suggesting that is the case with MS response.

community.office365.com/.../203941

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Community Member on at

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You could re-assign his records and leave a note on the records saying from whom they originate from.

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That does not sound right to me at all. If you disable a user in CRM their records still exist, albeit you might then have records that no-one is following up or taking action on. It must be possible to disable users who have left the business and re-assign their licences without impacting historical data, this is clearly a core requirement for any CRM customer.

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Thank you, this makes more sense to me too. But is it confirmed in the CRM documentation? since the answer here by Microsoft Support sounds completely the opposite.

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razdynamics 17,308 User Group Leader on at

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Hi SB, the article your pointing too is a couple of years old so may possibly be inaccurate. ..as we are always disabling crm online users who leave the company to assign their licence to a new starter, and the disabled users historical records always remain intact. Yes we do have an option to reassign them if we desired...but this could skew reports on sale person performance so we do not wish to do so and keep the record in the disabled state. But I understand a documented statement from Microsoft to confirm this would be helpful.

I hope this answers your question :)

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I would be inclined to go with the advise that it will work if the other guys have practical experience of it being fine.

Maybe run a test on a user account with less critical information first, throw some data in your test org to be certain?

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Thanks everyone for your help. I've finally removed the CRM Online License from the user and it seems that the user's records are still there.

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Feridun Kadir 1,705 Most Valuable Professional on at

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I would disregard the MS Support answer and I support the contention that removing a CRM license from an Office 365 user does not delete data in CRM. It will mark the user record as disabled so that the user cannot login into CRM but no data will be removed.

You can later re-assign a CRM license to the user who will then be able to use CRM again.

The support engineer was probably applying her knowledge on how this behaves with other office 365 products to CRM which does not apply here.

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I believe it is worth mentioning that I haven't received this warning message when removing the CRM License from the User, however I got this message when I was testing "Delete this user". It also said that I have 30 days to restore his data or lost completely.

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