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Although no one likes to see the word manual appear in any task description, we strongly encourage you to reassign the records manually from the old user to a new user instead of using the Reassign Bulk Records tool. By doing so, you maintain the history of the data linked to the previous user. At first this may appear easy to accomplish because you can simply select the active records for the various entities and assign them to a new owner. For example, you could select just the open leads, cases, and opportunities and assign them to a new owner. However, Microsoft Dynamics CRM maintains entity relationships between records so that actions taken against a parent record cascade down to its children records. For example, when you change the owner of an opportunity record, Microsoft Dynamics CRM automatically changes the owner of the activities related to that opportunity based on the relationship configuration. More Info We explain entity relationships and cascading actions in detail later in 9,
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Entity Relationships.
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By default, Microsoft Dynamics CRM cascades the reassign action to all of the children records in almost all of the entity relationships. In this scenario, if you change the owner of an Account, all of its related records such as Cases, Opportunities, Quotes, Orders, and so on will also receive the new owner even if those related records are inactive. Likewise, when Microsoft Dynamics CRM changes the owner of the related records, it will cascade that reassignment action to all of the children records of the Cases, Opportunities, Quotes, Orders, and so on. Again, that reassignment would also apply to both active and inactive records, which most customers would not want to happen. To avoid this scenario, we recommend that you change the default entity relationship behaviors before you start reassigning records. You should configure the cascading behavior from Cascade All to Cascade Active so that it takes action only against active children records, as shown in Figure 3-7 for the Account to Task entity relationship. Unfortunately, you can t change this entity relationship behavior for the entire system in one place. You need to configure the relationships manually for each of the various entity relationships.
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3
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FIGURE 3-7 Changing the default relationship behavior between entities before reassigning records
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With the on-premise version of Microsoft Dynamics CRM, you need to keep track of the number of active Microsoft Dynamics CRM licenses your company uses to ensure that you do not use more licenses than you should. As we mentioned earlier, Microsoft Dynamics CRM licensing trusts customers to monitor their own usage because the software lets customers add as many servers and users as they want (regardless of how many they actually purchased). Therefore, the administrator needs to monitor license usage on a consistent basis to ensure compliance. Note Microsoft Dynamics CRM Online licensing differs from on-premise licensing because it
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uses a hard enforcement on the number of user licenses. If you try to add more users than you have licenses for, the system will send you an error message and reject the action.
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If you want to view a summary of your current active licenses, start the Microsoft Dynamics CRM Deployment Manager on the Microsoft Dynamics CRM web server, right-click the Microsoft Dynamics CRM link in the left column, and select Properties. The Microsoft Dynamics CRM Properties dialog box opens. Click the License tab (shown in Figure 3-8).
Part I Overview and Configuration
FIGURE 3-8 License summary in Microsoft Dynamics CRM Deployment Manager
As you can see in Figure 3-8, Microsoft Dynamics CRM reports the number of different users for each of the different license types: Full, Limited, and Administrative. It also shows how many server licenses should be owned. You must purchase the corresponding number of licenses to match the number of Full and Limited users in your system, but you do not need to purchase user licenses for administrative users. Microsoft Dynamics CRM allows you to set up multiple organizations in a single Microsoft Dynamics CRM deployment, and this license summary will display the total number of users across all of the organizations. Unfortunately, you cannot run this license summary tool for a single organization, so if you need this information detailed by organization, you must log on manually to each organization and perform a query to determine the number of active users in each category.
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