Dynamics 365 – SharePoint Integration

If you have both a Dynamics 365 v9.0 online instance and an online SharePoint instance, you are able to configure these two online tools to work together. This blog will help you through the process.

First, navigate to Settings > Document Management. (Note that your screen may look slightly different, but the options should be the same.)

Next, click on the option for Enable Server-Based SharePoint Integration, as shown below.

A screen similar to the one below will open. On the first page, select Online, and press Next.

On the next page, enter the URL for your SharePoint site in the URL box, and click Next.

The system will verify the SharePoint instance, and that it can be connected to your Dynamics 365.

Setting up SharePoint to Receive Documents

Before you can send documents to SharePoint, you need to set up SharePoint to receive those documents. This means telling SharePoint which entities we will want to connect between SharePoint and Dynamics 365.

To start, click on Document Management Settings to set up your entities in SharePoint.

For each entity you select, a folder structure will be set up in SharePoint for that entity. A list of your entities will appear in the pane. Select all of the entities you want to appear in your SharePoint.

You will also enter in the URL for your SharePoint site again, so it can confirm which SharePoint instance it is creating in.

On the next page, it will confirm your SharePoint, and ask which Entity you want to base the structure on. In our example, we have chosen Account.

When you click Next, another pop-up will appear, letting you know it is creating the folder structure in SharePoint, and that it may take a few minutes (depending on how many entities you are setting up).

The next page will show the progress made for each entity, and when it’s done it will show you which entities were set up successfully, and which could not be made. This process can be done again if you want to add new entities, but taking entities out is far more difficult.

Your SharePoint instance should now be structured to receive documents from these entities.

Making sure the Documents Tab is Set Up

Our next step is to set up the new Documents tab on our forms. To do this, go to a record of an Entity for which you just set up a SharePoint structure.

The integration system is usually very good about setting up the Documents tab automatically, but just in case, click on the Form to edit the form of this entity to make sure the tab is there.

Once the Form Editor is open, click on Navigate. If Documents is in the right-hand pane, drag it over to the appropriate section in the left-hand pane. In our example, the integration system did its job, and set up the Documents Tab on its own in the Common section.

Press Save, press Publish, and close the Form Editor.

Next, we will look at the carat to the right of the record name at the top of the screen. Click on this, and it will bring up your Navigation tabs.

Here is our Documents tab. Click on it.

From here, you can UPLOAD files from your record directly to SharePoint. You should be able to click on OPEN LOCATION to be brought right to your SharePoint instance.

This will take you to your SharePoint instance and the location of the file. From here, depending on your settings, you should be able to download, edit, or upload other files.

Hopefully, this helps you manage and integrate your own instances of Dynamics 365 and SharePoint. Happy D365’ing!

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

As the Spring '14 Wave continues to make 'waves', we continue our own deep-dive into the changes.  Previously, versions of Microsoft Dynamics CRM online used a client-to-server strategy to authenticate and transmit data from Microsoft Dynamics CRM to SharePoint Online. Now Dynamics has introduced a new approach to CRM and SharePoint integration. The integration now happens at the server level and, administrators can enable server-based SharePoint integration.

NOTE: The SharePoint list component is now deprecated. PowerObjects recommends that you utilized server-based integration as outlined in this blog. For more information on the list component, jump to the end of the blog.

Steps to enable server-based SharePoint Integration:

1. Make sure your organization has been upgraded to Spring '14 version.
2. Navigate to Settings ->Document Management. Click Enable server-based SharePoint integration. You can also click Enable Now in the yellow alert notification as seen in the picture below.

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

 

3. When you click on Enable server-based SharePoint integration, a wizard will open where you have to enter your SharePoint Site URL and click Next.

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

4. The wizard will validate your SharePoint site. After validation is finished, click Next.

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

5. Click Finish to finish creating a server connection between Microsoft Dynamics CRM and SharePoint Online. Server-based SharePoint integration is now enabled.

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

6. Click Document Management Settings as seen in the picture below. A wizard will pop up to configure Document Management Settings. Select entities for which you want to enable the document management and enter your SharePoint site URL and click Next.

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

 

7. Next step is to select a folder structure as seen in the picture below and then click Next.

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

 

8. Click Finish to finish configuring Document Management Settings. Now, you can start using the document management feature in Microsoft Dynamics CRM by using server-based SharePoint integration as you did with the previous client side integration.

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

 

Key Points:

 

Spring '14 Wave Update: Server-Based SharePoint Integration in Dynamics CRM

SharePoint List Component Deprecation

The need for managing documents into document management repository from within Dynamics CRM has always been there for organizations and it has been fulfilled normally by using the SharePoint List Component to store documents into SharePoint. The list component uses a sandbox solution of SharePoint which will be deprecated completely in the near future. The recommended solution is server-based SharePoint integration. Currently, CRM online only supports this feature but soon this will be available for on-premises version of CRM. Let’s take a look at some of the drawbacks of using the list component listed below.

With server-based SharePoint integration you would not need to sign into both CRM and SharePoint. SharePoint documents will display in CRM lists and user can perform SharePoint actions from the CRM command bar. The things you will need to consider before migrating into server based integration can be found here important considerations for server-based SharePoint integrations.

Please keep your eye out on our blog for additional tips and tricks to enhance your CRM experience, as well as for education and other Microsoft Dynamics CRM updates.

Happy CRM'ing!


Spring ‘14 Update: Server-Based SharePoint Integration in Dynamics CRM

As the Spring '14 Wave continues to make 'waves' , we continue our own deep-dive into the changes.  Previously, versions of Microsoft Dynamics CRM online used a client-to-server strategy to authenticate and transmit data from Microsoft Dynamics CRM to SharePoint Online. Now Dynamics  has introduced a new approach to CRM and SharePoint integration. The integration now happens at the server level and, administrators can enable server-based SharePoint integration.

Steps to enable server-based SharePoint Integration:

  1. Make sure your organization has been upgraded to Spring '14 version.
  2. Navigate to Settings ->Document Management and click Enable server-based SharePoint integration. You can also click Enable Now in the yellow alert notification as seen in the picture below.

 

3. When you click on Enable server-based SharePoint integration, a wizard will open where you have to enter your SharePoint Site URL and click Next.

4. The wizard will validate your SharePoint site. After validation is finished, click Next.

5 .Click Finish to finish creating a server connection between Microsoft Dynamics CRM and SharePoint Online.


Server-based SharePoint integration is now enabled. Now, you can start using the document management feature in Microsoft Dynamics CRM by using server-based SharePoint integration as you did with the previous client side integration.

 

Key Points:

  1. The server-based authentication does not require you to install the Microsoft Dynamics CRM list component in the sandbox environment for Microsoft SharePoint Online.
  2. You can enable server-based SharePoint integration for Microsoft Dynamics CRM online only by using the web or Outlook client.
  3. After you enable server-based SharePoint integration, you can't revert to the previous client-based authentication method.
  4. With server-based SharePoint integration enabled, you can now perform SharePoint actions in the CRM command bar. And, you can now view SharePoint documents in Microsoft Dynamics CRM lists, no more iFrames.

 

Note: Users don't need to log into SharePoint before viewing documents in CRM.

Please keep your eye on our blog for additional tips and tricks to enhance your CRM experience, as well as for education and other Microsoft Dynamics CRM updates.

Happy CRM'ing!