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Setup of the Document Management feature of Dynamics 365 within just a few minutes

You want to store the documents from Dynamics 365 in SharePoint and you are looking for an example of how to set up the Standard Document Management feature in Dynamics 365 correctly? In this article, we will show you what steps the setup of the standard feature consists of and what you need to pay attention to before and during the setup.

The need to activate the Document Management feature of Dynamics 365 often starts when someone from your organization heard something about the feature and asked you to quickly activate it.

In this article, we'll describe precisely what setting up the Dynamics 365 and SharePoint integration looks like. Dynamics 365 and SharePoint integration is also referred to as "server-based SharePoint integration."

This article is designed for Dynamics 365 and SharePoint Online integration.

Definition Dynamics Integration 

Dynamics Integration is the creation of an interface between Dynamics as a CRM tool and a specialized document management system. How exactly such an interface can look like and how you can use Microsoft's standard integration, we want to introduce to you in this article.

Purpose of a Dynamics Integration 

Often, the maintenance of business relationships generates large volumes of customer-specific documents that need to be managed, stored and archived. Especially with large data volumes, it quickly becomes impossible to take care of the maintenance of these documents manually. Automated solutions that create an associated folder for document creation directly when a new D365 entry is created are much more efficient. Simply put, a Dynamics integration serves to automate your business processes around your data management to a large extent, so that your employees can take care of your core business. You can map different business scenarios with the Dynamics 365 integration.

Microsofts out-of-the-box Dynamics Integration 

Microsoft has also recognized the need for Dynamics integration. For this reason, you can activate Microsoft's standard SharePoint Dynamics Integration (hereafter also referred to as Standard Integration) in D365 in just a few steps and without much effort.

After you have activated Microsoft's standard integration for your D365 entities, you get an extra view in Dynamics that displays the documents linked to the record.

Power Apps Screenshot

Documents can now be uploaded, opened and edited directly via the Dynamics user interface in the respective SharePoint folder.

Comprehensive Success Guide

  • Secure the expert knowledge
  • Benefit from checklists
  • Use the decision matrix

Successfully connect SharePoint and Dynamics 365 in a seamless, value-added way.


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Activating the Standard Integration 

Here we want to give you a step-by-step guide on how to activate the SharePoint Standard Integration for your company as a system administrator. 

First, go to your D365 interface, click on the gear in the upper right corner and then on "Advanced Settings". Here you will find the item "Document Management".  

Einstellungen Dynamics 365

In the first step we activate the server-side SharePoint integration. For this we only need the link to a SharePoint site collection on which we want to structure our document storage. The site collection must be located on the same tenant as the Dynamics environment.

Document Management Feature Screenshot

 

After the click, the installation wizard opens and guides us through the activation process. 
 Installations Wizard Schritt 1

In the first step we select where our SharePoint site(s) are located. In our example, we use the cloud version of SharePoint, and therefore select "Online". 

Installations Wizard Schritt 2

 

Then, in the URL field, we enter the URL to the SharePoint site collection we created earlier.

Installations Wizard Schritt 3

The installation wizard then checks whether the specified site collection really exists. If the validation is successful, you can close the window via "Finish". The server-based SharePoint integration is now activated.

Installations Wizard Schritt 4

Back on the Document Management overview, we select "Document Management Settings" on the top left. Here all our Dynamics 365 entities are listed.

Installations Wizard Schritt 5

Make sure that some of the system entities are already checked by default. If you do not want to enable standard integration for these entities, uncheck the respective field. At the end of the activation process, the installation wizard will create a separate document library for each hooked entity. At the bottom, we specify the same SharePoint Site Collection that we validated earlier.  

In the next window we have the possibility to influence the SharePoint folder structure. 

Installations Wizard Schritt 6

With Out-of-the-box, Dynamics allows us to put a kind of "focus" on a particular entity of our choice. For example, if we select the accounts entity here, then all entities that have a reference to a particular account will be created in a library that is nested in the account's library.

SharePoint Screenshot mit Standard Integration

For our demo, the normal standard integration is sufficient, so we just click continue.  

In the last step, the wizard creates the desired libraries on our SharePoint site. In the status field of the window, we can see if the creation was successful.  

Screenshot Wizard Document Management Settings

We can check the results, after reloading the page, directly on SharePoint (under "Site Contents"). There you should now find the new libraries. 

Power Apps Screenshot zeigen neue Bibliotheken nach Document Management Feature Aktivierung

In D365 you should now see the option "Documents" for all entities for which the standard integration has been activated (if necessary, reload the page here as well). Click on it to get to the view of the document grid described at the beginning. 

Entitäten mit Option "Documents" in  Microsoft Power Apps

Comprehensive Success Guide

  • Secure the expert knowledge
  • Benefit from checklists
  • Use the decision matrix

Successfully connect SharePoint and Dynamics 365 in a seamless, value-added way.


Download Success-Guide now

Activating the Document Management feature was easy. Is everything done with it now?

Unfortunately, not everything is done with the activation of the Document Management feature of Dynamics 365. If you've read our article this far, we're sorry to tell you that there are a few steps you should take even before activating this feature to avoid future problems. If you are planning to integrate Dynamics 365 with SharePoint, you should review the 5 key building blocks of a Dynamics 365 and SharePoint integration solution for your needs.

Steps for integrating Dynamics 365 with SharePoint

  1. Activate server-side SharePoint integration
  2. Auswahl des SharePoint Typs (Online | On-Premises) 
  3. Select SharePoint type (Online | On-Premises)
  4. Check document management setting of Dynamics 365 entities
  5. Select the entities for which the standard integration should be activated
  6. Select the folder structure
  7. Complete the wizard and check the result 

Comprehensive Success Guide

  • Secure the expert knowledge
  • Benefit from checklists
  • Use the decision matrix

Successfully connect SharePoint and Dynamics 365 in a seamless, value-added way.


Download Success-Guide now

Conclusion

In this article, we have provided you with the steps to enable Dynamics 365 Document Management feature. We hope that you can quickly identify how easy it is to set up the Document Management feature of Dynamics 365. It is important to perform the activation on an environment so that you can test the features of Dynamics 365 Document Management. We recommend a system design and evaluation of the 5 most important key building blocks for Dynamics and SharePoint integration before you activate the Document Management feature of Dynamics 365.

The Ultimate Microsoft Dynamics 365 & SharePoint Integration Guide 2022

  • 4 reasons why integration is inevitable
  • Why Dynamics 365 is not a good platform for document management
  • Why Microsoft's off-the-shelf solution is detrimental to Dynamics 365 and SharePoint integration
  • Everything you absolutely need to know about Microsoft Dynamics 365 document management

BONUS: Checklist for using the standard Dynamics 365 document management feature.

 

Download Success-Guide now
 
Sharepoint-Dynamics-SuccessGuide