Disabling Automatic Contact Creation in Outlook Dynamics Plugin

Applies to Product - Microsoft Dataverse
 

What’s happening?
Users have reported that contact records are being automatically created even when required fields are not populated. This results in the creation of incomplete and unnecessary data in the environment
 

Reason:
This occurs due to the automatic contact creation functionality when emails or appointments are tracked in Dynamics 365. Specifically, if the AutoCreateContactOnPromote setting is enabled (either by default or not explicitly disabled), Dynamics 365 will attempt to create Contact records for unresolved sender or recipient email addresses.



This behavior can be influenced by:
(i). Organization-wide setting:

• AutoCreateContactOnPromote (an OrgDbOrgSetting) controls whether Dynamics 365 automatically creates contacts when emails are promoted (tracked).
• If this is set to True, contact records will be created automatically, even if the personal user setting is disabled.
• If set to False, automatic contact creation is prevented organization-wide, regardless of individual user settings

• Users can configure whether to automatically create records for unresolved senders or organizers under Settings > Personal Options > Email.
• If this option is enabled, and the OrgDbOrgSetting allows it, Dynamics will create new Contact records.

Resolution:
To prevent automatic and unnecessary contact creation:

 

1. Review and adjust Personal Options for users if needed:
   
   Navigate to Settings > Personal Options > Email and uncheck the option "Automatically create records in Microsoft Dynamics 365".

2. Set the OrgDbOrgSetting AutoCreateContactOnPromote to False:
   
   This ensures that Dynamics 365 will not automatically create contacts for unresolved email addresses globally.