By “User Id Mismatch in OneDrive scenario” I mean user’s own OneDrive, not somebody’s else OD. Somebody’s else OneDrive site can be fixed the same way as any other site – remove the legacy user, add the new user. Simple. But when a user is experiencing User Id Mismatch with their own OneDrive site – it’s a separate scenario.
Why such cases exist? How can a user cannot access their own OneDrive site because of User Id Mismatch? It happens when an account is deleted and then recreated with the same UPN within a short period of time. E.g. contractor converted to employee or user returned earlier from a short-term leave.
The thing is OneDrive sites are not deleted immediately when Entra Id account is deleted. There is a retention period (Customizable. 30 days by default. Actually there are two processes – archiving and retention here is the review – OneDrive Site Lifecycle – 93-Day Unlicensed Archiving vs Standard Retention).
Typical workflow that leads to a User Id Mismatch in OneDrive case
- User leaves organization by some reason, here is what usually happens
- User account is disabled
- Permissions are removed
- Licenses are removed -> OD archival process is triggered
- User account is deleted -> retention process starts
2. User returns to organization after his Entra Id account is deleted, but before his OneDrive site is deleted, here is what usually happens
- A new Entra Id account is created with the same UPN
- User assumes that he/she still should have all his OD files in place
- what actually happens with respect to OneDrive
- case 1: a new OneDrive is created – user claims that all OneDrive documents are missing
- case 2: an existing OneDrive associates with the new user account – user “looses” access to own OD
What do we do to resolve a User Id Mismatch in OneDrive scenario
Case 1: a new OneDrive is created – user claims that all OneDrive documents are missing.
This case in terms of tech resolution is similar to the regular User Id Mismatch scenario. The only we need is to explain the issue to the user and engage user with data migration. Admin’s actions:
- ensure that it’s the same person
- provide access for the new Id to the old OD
- inform user that the old OD will be deleted automatically, so if any information is needed – user should move data out of old OneDrive site
Case 2: an existing OneDrive associates with the new user account – user “looses” access to own OD.
This case is different, and the regular regular User Id Mismatch resolution workflow won’t work. The reason – we cannot remove a single primary owner from a site. So Admin’s actions would be:
- ensure that it’s the same person
- add temporary account (admin’s account) to the OD site owners as primary owner
- remove the old Id from the OD site
- add new user account to the OD site owners as primary owner
- remove temporary account from the OD site