The Microsoft Dynamics CRM List component provides a way to obtain the document management capabilities of SharePoint in Microsoft Dynamics CRM with the appearance and behavior of Microsoft Dynamics CRM. This component also enables CRM to automatically create document libraries and folders on SharePoint in the context of entities and fields. These folders are used to store documents for CRM records on SharePoint.
Supported Operating System
Windows Server 2008
Windows Server 2008 R2
Microsoft Dynamics CRM 2011
Microsoft Office SharePoint Server (MOSS) 2007 or Microsoft SharePoint Foundation 2010
The integration will create folders following the Account or Contact hierarchy nesting child entities and record names below:
The folder-driven nature of this integration may not be optimal for all implementations, however using flat (folder-less) views and / or manual linking the user experience may be streamlined.
CRM 2011 out-of-the-box integration with SharePoint requires no coding.
Configuration is straightforward using the CRM Administration interface.
The automatic folder creation only works with the default library of the selected SharePoint site
Existing SharePoint folder structure will require manually location editing or a migration strategy
CRM users must be SharePoint users with access to the Document Library
Navigate to system settings – Document Management – Document Management Settings
This will launch a wizard to select entities that will offer Document folders. This wizard may be re-run at any time to add new entities.
Structure may be based on entity or simply a folder for every record. Additonally the heirarchy can be driven by either Accounts or Contacts:
Some organization may consider ‘Contacts’ the Customer so it may be appropriate to use Contact as the heirarchy:
Complete the wizard and creation details will be displayed:
Navigate to the SharePoint site and you will now see the folders for the entities:
Select an Account and click on the ‘Documents’ link in the left nav bar.
If this is the first time accessing the user will be notified:
The folder is now displayed in a custom CRM iFrame with SharePoint functions:
The pointer for the CRM record to SharePoint folder is a CRM record in the ‘Document Locations’ entity:
Each folder will have a corresponding record. These can be edited and used in workflow.
The field: ‘Relative URL’ contains the name of the SharePoint folder:
Back on the Account record, documents may be added using the same steps as if working directly in SharePoint:
Browse and attach
The destination folder will display the designated folder for this record
If the Document library has additional metadata the user will be prompted:
The document is now displayed:
If the library has associated templates they may be accessed from the menu as well:
Launching a new template document also prompts for metadata:
Saving the document will display the familiar save dialog:
Configuring the view to diplay the metadata (in this example a column called: Document Type) will be helpful for the user to locate documents.
The folder location may be edited from the CRM ribbon:
This displays the Document location.
Note: If manually edited the folder must exist in SharePoint.
Child records that were selected to use SharePoint such as Opportunities may also contain documents.
Open the record and navigate to Documents.
Once again a new folder will be created:
Add a document using the same steps used for the Account:
Navigate back to the Account and the Opportunity entity folder is now visible:
Navigate to SharePoint and the folder heirarchy is as displayed:
The complete list of folders can be viewed here.
It may be beneficial to create additional views without the folder structure:
Using the Group By function and the flat view option documents may be grouped by any column:
By editing the Site map these views may be delivered directly from SharePoint:
There you go. Everything you need to know about Sharepoint 2010 configuration and folder structure. If you need help with your CRM Implementation, feel free to contact our CRm Experts.
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