Remember: Please do not delete or reassign the Salentica Maintenance users. They are required for your CRM to run properly.
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In this article, we will show you how to disable a user and give you some ideas for updating your existing records in your CRM so that they are reassigned to another user. This will ensure that the records will still be accessible.
Removing Licenses
If a user is leaving your firm or no longer needs access to Engage, you can disable the user by removing their Dynamics 365 Sales Enterprise Edition subscription. This task should be performed by your IT Department or an Administrator in the Microsoft 365 Admin Center. Your Engage team cannot perform this step on your behalf.
NOTE: for more information about the specific permissions/roles to access the Microsoft 365 Admin Center, please see this article: About admin roles in the Microsoft 365 admin center - Microsoft 365 admin
Once the license is removed, you will be able to assign this license to another user; for more information, please review this article.
Lastly, it is a good practice to review processes (classic workflows, Power Automate, etc.) owned by the deactivated user and assign ownership to another user who holds an Engage (Dynamics 365 Sales Enterprise) license.
If you no longer need this license under your subscription, please have your Designated Support Contact create a ticket with our Support team to request the license removal from your subscription. Please note, the monthly subscription minimum applies per your contract regardless of the number of users licensed for your org. Feel free to reach out to our team to discuss this if you have any questions.
- Login to https://admin.microsoft.com.
- Click Active Users.
- Look for the user you want to assign a license.
- Click on the ellipses and select Manage product licenses
5. Uncheck Dynamics 365 Sales Enterprise Edition licenses and save your changes.
6. On the same user record, Click Manage groups and remove Salentica Engage - Users.
FAQ
Q: When a user is disabled, what happens to the Engage records owned by this user?
A: Records will still belong to the disabled user and will not be deleted when the license is removed. Records can still be accessed using Modern Advanced Find.
Q: What is the difference between removing a license from a user record and deleting a license?
A: Removing a Dynamics 365 Sales Enterprise license from a user record will disable the user from Engage so they are no longer able to login to Engage (CRM); the removed license will remain in your tenant and can be assigned to another user by your local IT Administrator. Since the license remains active, the license will continue to be billable.
Deleting the license from your subscription means you will no longer have a license available that you could assign to another user, and the next time you need an additional license, you will need to open a ticket with the Support team to purchase a new one.
Q: Can I delete users from Engage?
A: Yes, Microsoft has recently released the possibility of deleting users. Although Engage does not recommend this function at this time, you can find more information in this article: Delete users from an environment - Power Platform.
Q: Can I reassign all records from one user to another?
A: Yes, you can; please follow the below steps to accomplish this:
Option 1 - Reassigning All records
a. Login to admin.powerplatform.microsoft.com.
b. Click Environments, select your environment, click Settings (located in the ribbon), and expand Users + permissions.
c. Select Users and select the user who owns the records.
d. On the ribbon, select Reassigned records, and choose the user or team that will now own the records.
Option 2 - Reassigning specific records or specific entities
In Engage, from an existing view or using Modern Advanced Find, you can single-select the records you want to assign by clicking the Assign button (located in the ribbon), then choose the new user or teams who will own these records.
Note: Reassigning records will affect your audit trail, records owned by the previous user will now show the new owner.
Here is an example:
User A owns and created records in 2022 and left the firm.
User B was hired in 2023 and will now own records from User A. When reassignment is complete, the Audit history will show User B was the owner and created the records in 2022 - even though User B only existed in 2023.
