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Caveats with using in-built User entity?

I'm building an app that uses the organisations users, so I decided that the built-in entity User should meet my needs. In using this entity do I need to take into account any caveats?

 

For example;

  1. Can the user record remain in the CDS even though the user leaves the org. and is deleted from Office365?
  2. Is the user creation in the user entity a one time synchronisation from Office365 (AAD)?
  3. In my test the managed-by attribute (Manager) is not synchronised from O365 to CDS, or the Manager was set after initial synch.

Many thanks

Paul

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Solution Sage

Re: Caveats with using in-built User entity?

  1. Can the user record remain in the CDS even though the user leaves the org. and is deleted from Office365?
    Yes the user record will remain so it exists for historic purposes. From memory you will need to manually reassign records belonging to the user but there are ways to do update records in bulk (but I can't remember how).
  2. Is the user creation in the user entity a one time synchronisation from Office365 (AAD)?
    Yes from memory, there is an initial first load and then it will create new users as licenses are assigned to the user
  3. In my test the managed-by attribute (Manager) is not synchronised from O365 to CDS, or the Manager was set after initial synch.
    That is a known issue, managers need to be assigned to users separately as the O365 synch does not include it. One solution is to export the user records in excel and add the manager records that way.
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Solution Sage
Solution Sage

Re: Caveats with using in-built User entity?

  1. Can the user record remain in the CDS even though the user leaves the org. and is deleted from Office365?
    Yes the user record will remain so it exists for historic purposes. From memory you will need to manually reassign records belonging to the user but there are ways to do update records in bulk (but I can't remember how).
  2. Is the user creation in the user entity a one time synchronisation from Office365 (AAD)?
    Yes from memory, there is an initial first load and then it will create new users as licenses are assigned to the user
  3. In my test the managed-by attribute (Manager) is not synchronised from O365 to CDS, or the Manager was set after initial synch.
    That is a known issue, managers need to be assigned to users separately as the O365 synch does not include it. One solution is to export the user records in excel and add the manager records that way.
---
If this post has answered your question please consider it for "Accept as Solution" or if it has been helpful give it a "Thumbs Up".

View solution in original post

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Frequent Visitor

Re: Caveats with using in-built User entity?

Ben,

 

Thank you for the insight and information.

 

For the third point I guess I could explore adding a flow based on record change in the user entity or run on a schedule to check the manager setting in AAD compared with Dynamics. If I can't change the record via flow then I could use the third-party solution for managing CDS records with PowerShell - https://github.com/seanmcne/Microsoft.Xrm.Data.PowerShell and described by Access your Common Data Service using PowerShell (sharepains.com)

Thanks again

Paul

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