PowerAttachment User Guide

Trialing PowerAttachment

We recommend that users trial PowerAttachment in a test environment or with a small set of test attachments.  PowerAttachment moves attachments from CRM to SharePoint only.  Once the attachments have moved to SharePoint, they cannot be passed back to CRM if you choose to discontinue use.


Configuring PowerAttachment

Once you have imported and registered the PowerAttachment solution for your Microsoft Dynamics CRM system it will need to be configured to connect to your SharePoint. To configure PowerAttachment navigate to to Settings > Solutions and double click on PowerAttachment, the configuration window is on the set-up tab.

Location Type

Select which service you would like the PowerAttachment solution to push you documents to. Currently, PowerAttachments only moves your attachments to SharePoint, but we hope to be able to support other document storage locations in the future.

URL

Enter the URL, specific to your database, for the service that you are pushing your documents to.  If you're using a sub-site in SharePoint, then you must include the "/sites/{site name}" in your URL.

Username

Enter the username used to access the service that you are pushing your documents to.

Password

Enter the password used to access the service that you are pushing your documents to.

Document Library

Enter the Library name you would like PowerAttachment to file your documents. (I.e. Shared Files) Within this location PowerAttachment will use the file structure of Year > Month > Day, based off of the day the attachment was pushed to SharePoint, unless you choose to Save to Regarding folder (explained in greater detail below).

SharePoint Type

In this field choose whether you are using SharePoint Online or Hosted.

SharePoint Domain

Enter the domain of your SharePoint. For example, if you're using SharePoint online, you would enter https://xxxx.sharepoint.com.

Attachment Types

Enter all document types you would like to accept through PowerAttachment. Any document types not listed here will be left as attachments in CRM. To use a wildcard, simply enter *. For example, if you want to move .jpg and .jpeg files, you could put .jp* in the attachment type field. Attachment types should be separated by a comma only, no space.

Email Cycle

Number of emails to include in each sync cycle (the syncing cycle runs every 5 minutes). You can leave this field blank, and PowerAttachment will automatically pick up as many emails as it can, each time it cycles through.

Overwrite existing duplicate file

In this field you can choose whether you would like the solution to automatically overwrite existing duplicate files in SharePoint.

Service Provider

In this field you are able to denote which cloud location you would like the PowerAttachment solution to use. For best results, choose a service provider closest to where your CRM is hosted.

Save to regarding folder

Select "Yes" if you would like the folder structure in SharePoint to be created based on the Regarding field.  Otherwise, selecting "No' will create a date folder structure - Year > Month > Day.

Excluded Entities

Next to the Setup tab, you'll see a tab called "Excluded Entities". By default, PowerAttachment will move all attachments in the system to SharePoint. If there are attachments on certain records that you'd like to keep inside of Dynamics, you may choose to exclude them here.

 

Note: If you've been using PowerAttachment for some time, and then you choose to exclude entities, it will only exclude these entities from being moved going forward. 


Security Roles

Once PowerAttachment is imported you will notice two new security roles in your CRM system. The first is PowerAttachementAdmin, this security role should be granted to the user whose login information is entered in configuration. The second security role is PowerAttachementUser, this role should be applied to all users that you want to be able to use PowerAttachment.

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Using PowerAttachment

Once you have setup the PowerAttachment configuration, the solution will move all new attachments in the CRM system to your SharePoint site. The PowerAttachment solution will not touch any pre-existing attachments in your system or document types that are not defined in the “Attachment Types” field in the setup.

Attachments for Email Activities

If you navigate to an Email Activity in your CRM system, you will notice not much has changed with the form. We have simply added a section towards the bottom of the form for PowerAttachment, this is where your links to the SharePoint documents will appear once they have been synced.

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Sending an Email with Attachments

The process of sending an email with an attachment has not changed; simply write out your email content > save > attach your files > Send.

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Once the email has sent, PowerAttachment will sync the attachments to SharePoint and place links to the documents in the PowerAttachments section of the form.

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Receiving an Email with Attachments

PowerAttachment will also work with emails that are tracked back to CRM using the Outlook CRM client. Again, the solution will take the attachments and push them to SharePoint; placing links to the documents in the PowerAttachments section.

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Attachments in Notes sections

Additional to the Email Activity, PowerAttachment will move any attachments added to any entity in your CRM system to your SharePoint site. This can be an out of box entity or even custom; if there is a specific entity you do not want PowerAttachment to work with, you can define this is in the “Exclude Entities” section of the setup.

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In the second screen shot we can see the second attachment on the case record has been moved and replaced with a link to the document in SharePoint.

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Moving Pre-existing Attachments

PowerAttachment will start working once you import and register it in your system. If you'd like to move attachments that were in your system before PowerAttachment was installed, please use the PowerAttachment Utility, which can be found on the main PowerAttachment page, under the "Download Solution" button. Instructions on how to run the tool can be found there as well.

Please note that any email without a regarding field will not be processed by PowerAttachment.


Adding PowerAttachment to a Form

Users can add PowerAttachment to a record form and see a view of all of the record's attachments that have been moved to SharePoint.

Start by adding a tab for PowerAttachment to the form and then insert the PowerAttachment web resource (popat_/PowerAttachmentHTML).

PAT webres

Here is an example of all the related records that have successfully moved to SharePoint. With one easy click, you will be able to open the file.


PowerAttachment Process Queue

Each time a record is created in CRM, a PowerAttachmentProcessQueue record is created with a status of "Waiting Process". When the record is picked up and processed by PowerAttachment, the queue record is updated with a status of either "Processed - Moved" or "Processed - No Attachments". If the attachment failed to move, the status will be "Failed", and there will be an error in the "Error Message" field of the queue record.

You will see three different queue records in the system: one for appointments, one for emails and one for notes. These records can be helpful for troubleshooting. The best way to find these records is through advanced find.


Uninstalling PowerAttachment

To uninstall, navigate to Settings > Solutions > select the PowerAttachment solution and select delete. Deleting the solution from your CRM system will not remove any existing attachments in SharePoint that have been populated by the solution. However, future attachments will not be pushed to SharePoint.

Uninstalling the solution does not unsubscribe the solution.  If you're discontinuing use of the add-on, you must first unsubscribe in the solution.


Thank you for your interest in PowerAttachment, should you choose to subscribe you will be charged $1/enabled CRM user/month. If you have any questions or run into any issues with PowerAttachment, our friendly support team is here to help!

Support

We’re always here to help. Click one of the links below to see a list of frequently asked questions, view the entire PowerPack knowledgebase or contact a PowerPack Pro.