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Attachment in Notes or Documents (SharePoint)

  • 1.  Attachment in Notes or Documents (SharePoint)

    Posted Mar 11, 2019 03:47 PM
    Hi Guys,


    Just wanted to see what would be the best practice for document management in CRM?

    Our sales team would upload documents (PO, etc) to Opportunity. Currently, our users simply upload a zip file to the notes section as an attachment. I am planning to migrate the attachments to SharePoint via a third-party to free up more CRM space. We also had configured SharePoint & CRM integration (Document Management) but never used it.

    My question is: what is your best practice for attaching documents in CRM?
    • Document Management (SharePoint)
    • Attachments in Notes ?

    Thank you!

    ------------------------------
    Hao Qin
    CRM Manager
    Winslow Technology Group LLC
    MA
    ------------------------------


  • 2.  RE: Attachment in Notes or Documents (SharePoint)

    SILVER CONTRIBUTOR
    Posted Mar 11, 2019 05:55 PM
    HI Hao Qin

    SharePoint storage cost is cheaper than Dynamics Storage cost.

    Accessibility to documents - How are you guys making use of the attachments, do you search within documents, do you need to navigate amongst your notes to find the right document, do you have the documents within notes somewhat scattered, and some amongst e-mails. Does it matter to you that they are like so.

    The SharePoint document storage and the accessibility via the SharePoint List associated within the CRM records does it make it easier to navigate, find and help with version control of the documents.

    Your challenge will be the documents which come in via email attachments, you may need something to strip those documents into a place in the a sharepoint location. I believe there may be solution available for that too.

    The only challenge you have left then is security of documents in sharepoint and record access within Dynamics. Dynamics 365 and SharePoint have their own security models so a user with access to certain folder within sharepoint may continue to have that access irrespective of that user no longer having access to an entity in Dynamics etc. But this may not be an issue for you guys.

    I would still go for sharepoint for ease of location of documents against a record, version control and easy upload / down/ access to documents.

    ------------------------------
    Abdul Majid
    Westwood Software Limited
    ------------------------------



  • 3.  RE: Attachment in Notes or Documents (SharePoint)

    Posted Mar 12, 2019 08:16 AM
    Thanks for sharing, Abdul! I am assuming the documents are stored in SharePoint and only takes storage of SharePoint, right? Although there is an associated document grid on CRM.

    ------------------------------
    Hao Qin
    CRM Manager
    Winslow Technology Group LLC
    MA
    ------------------------------



  • 4.  RE: Attachment in Notes or Documents (SharePoint)

    SILVER CONTRIBUTOR
    Posted Mar 12, 2019 09:15 AM
    SharePoint Storage is separate correct.

    Think of it like you have two servers one hosting CRM and another SharePoint.

    The CRM servers also has your database. Any records you create in CRM entity is saved in a crm database and consumes the space on your CRM Server.

    Any documents you attach in SharePoint get saved in a SharePoint Database and consume the space on your SharePoint Server.

    The grid you see within CRM/ Dynamics 365 is a user interface convenience, giving user a seamless experience in making use of two products within one.



    ------------------------------
    Abdul Majid
    Westwood Software Limited
    ------------------------------



  • 5.  RE: Attachment in Notes or Documents (SharePoint)

    Posted Mar 12, 2019 10:12 AM
    Great to know! Thank you, Abdul!

    ------------------------------
    Hao Qin
    CRM Manager
    Winslow Technology Group LLC
    MA
    ------------------------------



  • 6.  RE: Attachment in Notes or Documents (SharePoint)

    Posted Mar 12, 2019 03:03 AM
    Hi Hao Qin

     I believe SharePoint integration is better solution than attaching in notes section. As Abdul Majid said, SharePoint is better system for document storage and management.

     For the email in incoming attachment, assuming you already integrate the mailbox within CRM, we can built some workflow to strip attachment out, upload to SharePoint, and attach it to the matching contact using Microsoft Flow or LogicApps.

    Here is a good post to start with: Save my email attachments to a SharePoint document library | Microsoft Flow

     Other thing you might want to consider is also using Azure Blob Storage. If you just need a cheaper storage to dump and link all the documents without needing document versioning or approvals that SharePoint has, Blob storage is compelling solutions as well. Of course you don't have to stick with Microsoft Azure, you can explore Amazon S3 as well if that suits.

    ------------------------------
    Aylwin Wijaya
    NobleP
    ------------------------------



  • 7.  RE: Attachment in Notes or Documents (SharePoint)

    Posted Mar 12, 2019 08:22 AM
    Hey Aywin, appreciate your response. Would you mind sharing how I could start connecting CRM with Azure Blob? Thanks!

    ------------------------------
    Hao Qin
    CRM Manager
    Winslow Technology Group LLC
    MA
    ------------------------------



  • 8.  RE: Attachment in Notes or Documents (SharePoint)

    TOP CONTRIBUTOR
    Posted Mar 12, 2019 09:23 AM
    This is something we need to begin addressing as well.  Does anyone have a recommendation on a tool to integrate with CRM which would automatically move the attachments from notes and tracked emails?  thanks so much! Laura

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------



  • 9.  RE: Attachment in Notes or Documents (SharePoint)

    Posted Mar 12, 2019 10:12 AM
    Hey Laura, we use PowerAttachment built by PowerObjects.

    ------------------------------
    Hao Qin
    CRM Manager
    Winslow Technology Group LLC
    MA
    ------------------------------



  • 10.  RE: Attachment in Notes or Documents (SharePoint)

    TOP CONTRIBUTOR
    Posted Mar 12, 2019 10:40 AM
    Hello Laura,

    Our mscrm-addons.com  AttachmentExtractor solution can automatically move your note and email attachments from Dynamics 365 to SharePoint or the Azure Blob while leaving the user experience virtually unchanged.  Our fully supported solution is easy to download and configure.  If interested in seeing it, let me know and I will be glad to show you how easy it is to begin using.  Here is a link to our AttachmentExtractor product page on the MS AppSource Store.  It provides additional product information and a link for a free trial if interested.

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



  • 11.  RE: Attachment in Notes or Documents (SharePoint)

    SILVER CONTRIBUTOR
    Posted Mar 12, 2019 01:38 PM
    Edited by Abdul Majid Mar 12, 2019 01:38 PM
    Moving attachments can be done using Microsoft Flow/ Logic App.

    However its the user experience that you would need to consider and also security around these documents which are now living in another place. This other place may be accessible without going via CRM security - of course this may not be an issue for you, perhaps.

    It could be worth trying out the demo what Patrick O'Donnell's team is offering. I have personally NOT used this product.

    ------------------------------
    Abdul Majid
    Westwood Software Limited
    ------------------------------



  • 12.  RE: Attachment in Notes or Documents (SharePoint)

    TOP CONTRIBUTOR
    Posted Mar 12, 2019 02:37 PM
    Thanks Abdul!

    And if you are interested, I can always take 30 minutes and show it to you as well!


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



  • 13.  RE: Attachment in Notes or Documents (SharePoint)

    Posted Mar 12, 2019 07:21 PM
    Edited by Chris Ittensohn Mar 12, 2019 07:21 PM
    Hi,

    We have been using the CloudStore Sharepoint tool by CRM Gallery with great results. As mentioned with the other tools above, it updates the entry in the Notes entity to point to Sharepoint file/location.

    This has also worked seamlessly for our field staff, who first save the notes via Resco/Microsoft Field Service app, then we archive 10 days later. Users can still access as normal via mobile apps, web based forms or reports.

    CloudStore - Reduce Dynamics 365 Online storage by 70%

    ------------------------------
    Chris I
    Century Yuasa Batteries
    ------------------------------



  • 14.  RE: Attachment in Notes or Documents (SharePoint)

    TOP CONTRIBUTOR
    Posted Mar 13, 2019 08:08 PM
    Thanks everyone for all the suggestions.  We will evaluate all the options presented.  I appreciate support from so many of you! :)

    Laura

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    ------------------------------



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