Transferring records from one user to another in Dynamics is typically an easy task. If you’re dealing with a single record or a few records, you can handle it manually. However, when you need to assign all records owned by a particular user to another user or team, it becomes a more significant undertaking. Thankfully, Dynamics offers a convenient solution—a feature button located on the system user entity. With just one click, you can transfer all the records from a selected user to a designated user or team.
Automating this process can be especially useful in situations where a user is moving out and their Dynamics account becomes deactivated. In such cases, we need to seamlessly move all the user’s records to another user. This scenario is common in many organizations, and we can achieve automation through tools like Power Automate flows. It’s worth noting that even if you don’t move the records, they will remain in Dynamics. The platform is designed to handle such scenarios. However, there are instances where an active sales or marketing team needs to take ownership of the records as soon as possible. In these cases, having automation in place becomes essential. In most scenarios, it makes sense to transfer all records owned by a departing user to their manager.
Now, let’s explore the available options for automating this process.
1. Power Automate: This option is easy and straightforward to implement. You can create a Power Automate flow to handle the record reassignment automatically.
2. Plugin/Workflow: If you require more customization, you can opt for using plugins or workflows. This method allows for greater flexibility but involves additional custom work.
In Dynamics, there are two standard actions that can assist with record reassignment: bound actions and unbound actions.
– ReassignObjectsOwner: This is an unbound action that requires two parameters: FromPrincipal and ToPrincipal. By specifying these parameters, you can provide information about the source and destination of the record transfer.
– ReassignObjectsSystemUser: This is a bound action that only requires one parameter: ReassignPrincipal. This parameter represents the destination user, and the action is executed on the bound record associated with it.
Both methods mentioned above essentially achieve the same outcome. They create a system job in the background to facilitate the transfer of records between the source and destination users.
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