Customer Engagement & Dynamics CRM Forum

Expand all | Collapse all

CRM365 integration with Sharepoint

  • 1.  CRM365 integration with Sharepoint

    SILVER CONTRIBUTOR
    Posted Sep 20, 2019 01:41 PM
    Hello,
    I've enabled CRM365 online integration with sharepoint.
    Enabled Account, Contact, Case, Lead and Opportunity entities . Thus, I can go to open any account (or contact), click on Documents, then upload any document. Then, I can see the doc in sharepoint site.
    When I do the same with Case, open a case, upload a document, then I CAN"T see it in sharePoint site.
    Any thoughts ?
    Thanks

    ------------------------------
    Mohamad Idlepi
    CRM Development Manager
    Cineplex Inc.
    Toronto ON
    ------------------------------
    Conference-CRMUG_200x200


  • 2.  RE: CRM365 integration with Sharepoint

    Posted Sep 23, 2019 11:10 AM
    Did you default your folder structure based on a specific entity (Account)?  The records will then fall under the account folder, then the record and under the record the associated records' folders.   Also, you can click on "Open Document Location" to open the SharePoint folder of the missing document to determine the exact location.


    ------------------------------
    Sanford Mosby
    Sr. Technical Consultant
    Dyn365Pros
    St. Louis MO
    ------------------------------

    Conference-CRMUG_200x200


  • 3.  RE: CRM365 integration with Sharepoint

    SILVER CONTRIBUTOR
    Posted Sep 23, 2019 11:22 AM

    Hi Sanford
    Yes, you are right. The case shows under Incident, under the "account".
    However, why ​I see "case" folder : I assume, cases should appear here ?

    Also, why I see the account name with a hug alphanumeric number append to it ? is it possible to see the exact name as it shows in CRM ?
    Thanks



    ------------------------------
    Mohamad Idlepi
    CRM Development Manager
    Cineplex Inc.
    Toronto ON
    ------------------------------

    Conference-CRMUG_200x200


  • 4.  RE: CRM365 integration with Sharepoint

    Posted Sep 23, 2019 11:49 AM
    When you set up the integration, the folders for entities selected are created as a default.  If you didn't select the Record Base, the default folders would be used.  If you create a case without a parent account (not impossible but hard to do), the case would fall under the cases folder.

    The out of the box integration uses the record guid (internal unique indenter) to ensure the unique folder name when creating the SharePoint folders.

    ------------------------------
    Sanford Mosby
    Sr. Technical Consultant
    Dyn365Pros
    St. Louis MO
    ------------------------------

    Conference-CRMUG_200x200


  • 5.  RE: CRM365 integration with Sharepoint

    SILVER CONTRIBUTOR
    Posted Sep 23, 2019 01:16 PM
    Hi Sanford

    is there a way to change it :
    The out of the box GUID (internal unique indenter) attached to record name (account name) ?

    Thanks

    ------------------------------
    Mohamad Idlepi
    CRM Development Manager
    Cineplex Inc.
    Toronto ON
    ------------------------------

    Conference-CRMUG_200x200


  • 6.  RE: CRM365 integration with Sharepoint

    Posted Sep 24, 2019 01:52 AM
    There is an app on the web to change the configuration setting to not use the guid.  It was for 2016.  I haven't tried it with v9+.

    What I've done in my own scenario is a Flow to create the folder and document location record on create of a record instead of waiting until a user clicks on the "Documents" of a record for the first time.  The Flow uses the record name as the folder name and doesn't include the GUID.

    ------------------------------
    Sanford Mosby
    Sr. Technical Consultant
    Dyn365Pros
    St. Louis MO
    ------------------------------

    Conference-CRMUG_200x200


  • 7.  RE: CRM365 integration with Sharepoint

    SILVER CONTRIBUTOR
    Posted Sep 24, 2019 10:20 AM
    Hello,
    Do you know the name of this app ?
    Or do you mind if you share your Flow with me ?​

    Thanks

    ------------------------------
    Mohamad Idlepi
    CRM Development Manager
    Cineplex Inc.
    Toronto ON
    ------------------------------

    Conference-CRMUG_200x200


  • 8.  RE: CRM365 integration with Sharepoint

    Posted Sep 24, 2019 12:20 PM

    Here is the link to the app.  Again, I haven't tested this app with an online instance. 

    For the flow, you need to determine your trigger,
    Create a sharepoint folder using the name of the record
    Create a Dynamics 365 Document Location record with the regarding set to the triggering record and the relative URL set to the folder created in the previous step.  The document location record is how Dynamics associates SharePoint folders. 

    I'll attempt to create a template and share in the near future. 



    ------------------------------
    Sanford Mosby
    Sr. Technical Consultant
    Dyn365Pros
    St. Louis MO
    ------------------------------

    Conference-CRMUG_200x200


  • 9.  RE: CRM365 integration with Sharepoint

    Posted Sep 25, 2019 11:48 AM
    I can confirm that the Orgdbsettings solution works for online instances up to 9.1+

    The OOB integration is pretty basic. The Flow that Sanford is constructing provides you a lot more flexibility, IMO.

    ------------------------------
    Chris Bishop
    Kee Safety Group
    Buffalo NY
    ------------------------------

    Conference-CRMUG_200x200


  • 10.  RE: CRM365 integration with Sharepoint

    Posted Sep 25, 2019 01:34 PM

    I had to update the org db for another issue.  I used this solution and it worked well.   Goto releases to download the zipped managed solution file.  Of course the command line app will not install a solution in your instance, so it is up to you which to use. 

    Thanks



    ------------------------------
    Sanford Mosby
    Dyn365Pros
    St. Louis MO
    ------------------------------

    Conference-CRMUG_200x200


  • 11.  RE: CRM365 integration with Sharepoint

    Posted 5 days ago
    Hi Mohamad and others,

    I'm just curious what is your reason for storing documents in Sharepoint now? Microsoft recently made changes so that all files in the system are automatically stored in Azure Blob storage. They do not count towards your transactional data storage limits and fall under the File type storage limits. Are your users also going directly to the sharepoint site to view/edit the documents?

    We are still on-prem and toying with an online sandbox, preparing for an eventual migration. Please feel free to correct me if any statement here is wrong.


    ------------------------------
    Mayank Agrawal
    CRM Team Lead
    Medline Industries
    Northfield IL
    ------------------------------

    Conference-CRMUG_200x200


  • 12.  RE: CRM365 integration with Sharepoint

    Posted 4 days ago

    Hi Mayank,
    I'm not sure which change you're referring to, is this something you can provide a link to?

    Barring what that change might be, our users are sharing files and syncing them to their desktops as well as making use of the versioning and collaboration tools that SP Online provides. Up to this point, those kinds of features seem require a lot of finagling to set up with Blob storage.
    Few are actually going to SharePoint online but they all need the 'Dropbox' like desktop syncing.

    Best of luck with the migration,
    Chris



    ------------------------------
    Chris Bishop
    Consultant
    Bishop Technology Consulting
    ------------------------------

    Conference-CRMUG_200x200


  • 13.  RE: CRM365 integration with Sharepoint

    Posted 4 days ago
    Hi Chris,

    This link should explain it. Prior to April 2019, attachments consumed space within the monolithic Database storage tier. Storage in that tier is expensive and I figure many customers migrating large databases to CRM online would have looked at solutions like sharepoint integration/azure blob storage simply to move attachments out of the CRM database and reduce their storage costs.

    Since the storage changes mentioned above, there is a generous allocation of file type storage and additional file storage can be purchased for much cheaper rates compared to the database storage tier. So, that takes away the need to look at external file storage solutions due to higher costs.

    I would still do the sharepoint integration to segregate my files from CRM notes, allow the files to be living documents vs closed out document attached in CRM and allow users to collaborate over those files via link sharing, online editing other such rich features. Just that I generally didn't hear these as the reasons for people wanting to move their files from CRM into sharepoint.

    Many vendors still advertise their add-ons for moving CRM files to Azure blob storage. I wonder if the Azure blob storage is further cheaper compared to the CRM File storage tier.

    PS: I realized something here as I finished writing. Power platform people, please read CRM = Power Platform :-)

    ------------------------------
    Mayank Agrawal
    CRM Team Lead
    Medline Industries
    Northfield IL
    ------------------------------

    Conference-CRMUG_200x200


  • 14.  RE: CRM365 integration with Sharepoint

    Posted 4 days ago

    Hi Mayank.  

    Thanks for the information.  Many companies continue to use the SharePoint integration for the reasons you listed. Mainly as a document repository for collaboration.  The updated storage capacity allows for more data being generated and stored.  Which can then be used to provide better analytics for example with Power Bi.  With the new storage capacity, we can create more robust apps to capture data and refine reports to show the data.  Documents and other attachments used in a collaborative fashion should be stored elsewhere. Again, the records created in the CDS will be used for analysis or something similar. 

    Of course this is all based on the requirements of the Company and project.  For example, we have a Site Visit app which stores photos of the site in SharePoint to be used by 3rd party team during installation of the product.  

    I hope this helps with "Why still use SharePoint?"



    ------------------------------
    Sanford Mosby
    Sr. Technical Consultant
    Dyn365Pros
    St. Louis MO
    ------------------------------

    Conference-CRMUG_200x200


  • 15.  RE: CRM365 integration with Sharepoint

    Posted 3 days ago
    Key Steps in the Integration Process
    • Download and install Microsoft Dynamics List Component to SharePoint. ...
    • Configure Document Settings in Dynamics CRM-choose which record types to allow document storage. ...
    • Validate the SharePoint URL in CRM.
    • Choose the entities to be enabled for Document Management.
    Regards,
    Lewis


    ------------------------------
    lewis hamilton
    NA
    ------------------------------

    Conference-CRMUG_200x200


  • 16.  RE: CRM365 integration with Sharepoint

    SILVER CONTRIBUTOR
    Posted 3 days ago
    Thanks for outlining the clear steps to integrate SharePoint.  Our integration is down a bit on the priority list but I hope it goes that smoothly for us.

    ------------------------------
    Mary Dupree
    Business System Support Analyst
    California Hospital Association
    Sacramento CA
    ------------------------------

    Conference-CRMUG_200x200


If you've found this thread useful, dive deeper into User Group community content by role