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.
Select which service you would like the PowerAttachment solution to push you documents to. By default the setup will push your attachments to SharePoint.
Enter the URL, specific to your database, for the service that you are pushing your documents to.
Enter the username used to access the service that you are pushing your documents to.
Enter the password used to access the service that you are pushing your documents to.
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
In this field choose whether you are using SharePoint Online or Hosted.
Enter the domain of your SharePoint. (I.e. if using a PowerObjects Hosted org you would enter “PowerObjects.”
Enter all document types you would like to accept through PowerAttachment. Any document types not listed here will be left as attachments in CRM.
Number of emails to include in each sync cycle (the syncing cycle runs every 5 minutes).
Overwrite existing duplicate file
In this field you can choose whether you would like the solution to automatically overwrite existing duplicate files in SharePoint or whichever service you chose to push your attachments to or not.
In this field you are able to denote which Azure cloud you would like the PowerAttachment solution to use.
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.
The last tab you will have to configure is the ‘Excluded Entities’ tab. Under this section you can choose to exclude specific entities in your CRM system from working with PowerAttachment. If an entity is listed in the Exclude Entities section the PowerAttachment solution will not trigger for attachments added to the entity.
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.
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.
Note: PowerAttachment will sync documents to your SharePoint every 5 minutes.
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.
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.
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.
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.
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.
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.
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).
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.