Reassign All Records Owned by a User to Another User

Written By: Chad Rexin

from May 4, 2015

This is not something totally new with Microsoft Dynamics CRM 2013 and Microsoft Dynamics CRM 2015 as the functionality existed in Microsoft Dynamics CRM 2011 as well. If you ever have had a user leave the company or have had a partner or consultant do some work and then deactivate their user account, you may find that some things are no longer working, especially if that user had created Microsoft Dynamics CRM Workflows. What I’m going to do is to go through the process for reassigning all records that a user owns and include one extra set of steps that is needed since the method to reassign all records does not account for the new Business Rules in Microsoft Dynamics CRM2013 and 2015.

You can reassign all records owned by a user by navigating to Settings – Administration – Users (Microsoft Dynamics CRM 2013) or to Settings – Security – Users in Microsoft Dynamics CRM 2015. Depending on if you have already disabled the user or not, select the Enabled Users or the Disabled Users view, and select the user you wish to reassign the records for. Double-click on the user record to open it, and then click on the Reassign records icon on the command bar ribbon. Note that if this user has created or been assigned as the owner of any business rules, you will receive the following error: “Published workflow definition must have non null activation id”. If this occurs, then before you can use the Reassign records here, you must search for and manually reassign the business rules assigned to this user.

You can search for the Business Rules by opening Advanced Find (note that in CRM 2015, the Advanced find icon is now always visible in the top right of the site map navigation bar). Choose to look for Processes (using the All Processes view), and add the following three filter conditions to find the business rules to reassign to another active/enabled CRM user:

  1. Type equals Definition
  2. Category equals Business Rule
  3. Owner equals Owner who you are wishing to reassign the records from.

Then simply click on the Results icon on the Advanced Find Ribbon, select the records found, and then click on the Assign icon on the Advanced Find command bar to assign those records to yourself or to another enabled user in Microsoft Dynamics CRM who has privileges for Business Rules. Once that is done, then you can go back to the Users and open the user record for whom you wish to reassign all records and successfully perform the Reassign all records.

Thanks goes to a fellow partner, developer, and blogger, Scott Durow, for the blog article that had this error in it that helped in being able to figure out a means to reassign the Business rules to resolve the error message, “Published workflow definition must have non null activation id”.