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Attachments in CE Online

  • 1.  Attachments in CE Online

    Posted Jan 14, 2020 07:51 AM
    Has anyone found an easy way to identify attachments which users have added to accounts, opportunities, leads, etc?
    We are trying to govern all attachments to be done via documents, which links to SharePoint online.  However, we stumble across users who are not using this preferred method which uses SharePoint, but rather adding the attachment in CE.
    Thanks in advance for any insight you may provide.

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    Kathy Anderson
    IT Project Mgr
    Milton CAT
    Londonderry NH
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    Conference-CRMUG_200x200


  • 2.  RE: Attachments in CE Online

    SILVER CONTRIBUTOR
    Posted Jan 14, 2020 09:35 AM
    Kathy,

    When you say "adding the attachment in CE," do you mean they are creating a note and adding the attachment there?
    If so you can create an advanced find on the Notes entity and set your filter to include 'File Name contains data'. This will show all notes that were created with an attachment. You can identify the record the note was created against by either opening the note or by adding a field from the associated record type to your columns e.g. Account Name via Accounts (Regarding).

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    Scott Florance
    Business Applications Consultant
    KTL Solutions, Inc, Frederick MD
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    Conference-CRMUG_200x200


  • 3.  RE: Attachments in CE Online

    TOP CONTRIBUTOR
    Posted Jan 14, 2020 09:50 AM
    Kathy,

    It sounds time consuming to have to do these kinds of checks for attachments in Dynamics 365.  Would it be helpful to have an add-on solution that automatically moves all note and/or email attachments from Dynamics 365 CE to SharePoint to better govern and streamline this process?  That way, even if someone does not follow your preferred process, the attachment will still be automatically moved to its correct "home" in SharePoint.  If interested in learning more, or seeing our AttachmentExtractor solution in a live environment, let me know and I would be glad to setup a call with you.

    https://www.mscrm-addons.com/Products/AttachmentExtractor

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    Patrick O'Donnell | VP - Business Development, the Americas
    mscrm-addons.com
    Patrick.ODonnell@mscrm-addons.com
    Atlanta GA
    770 781 8260 Cell
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    Conference-CRMUG_200x200


  • 4.  RE: Attachments in CE Online

    SILVER CONTRIBUTOR
    Posted Jan 14, 2020 11:49 AM
    Edited by Doug Apicella Jan 14, 2020 11:49 AM
    Kathy if you are looking to copy attachments in notes to sharepoint as an option to mitigate this you can use Power Automate to accomplish this.

    https://community.dynamics.com/365/b/dynamicscrmconsultant/posts/use-microsoft-flow-to-move-notes-attachments-from-dynamics-365-to-sharepoint

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    Doug Apicella
    Solution Architect
    Hitachi Solutions America, Ltd.
    SC
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    Conference-CRMUG_200x200


  • 5.  RE: Attachments in CE Online

    TOP CONTRIBUTOR
    Posted Jan 15, 2020 10:49 AM
    @Kathy Anderson, You could do an Advanced Find Query for "Notes" and set "Is Document" to yes. This would retrieve all notes that have document attachments, although if you wanted to display the record they are linked to across all of the different entities, you would have to have a separate columns for each "Set Regarding", which would be cumbersome. Since you are trying to manage these as exceptions for those who don't use the SharePoint rules, searching for everything is probably your best bet. ​

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    Audrey Forrest
    Senior Accountant and Business Analyst
    Seattle WA
    CRMUG Co-Chapter Leader - Seattle
    D365 CRM V9, GP 2015 R2
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    Conference-CRMUG_200x200


  • 6.  RE: Attachments in CE Online

    TOP CONTRIBUTOR
    Posted Jan 15, 2020 01:52 PM
    I recommend using PowerAttachment from Power Objects. It will automatically move attachments to Sharepoint and leave a link in the original record for historical purposes.

    Tell your end users you have set up bulk deletion jobs for attachments within D365.  If they attach them, they will be removed. Assuming you're online, the storage costs can creep up on you without some sort of plan.

    The advanced find queries above are the best way to identify them and who is doing the attaching the incorrect way.

    best of luck!

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    Tim Dailey
    Sr Marketing CRM Administrator
    Starkey Hearing Technologies
    The CRM Dude (freelance consultant)
    Eden Prairie MN
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    Conference-CRMUG_200x200


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