When it comes to document management in Dynamics 365, there is no better option than SharePoint integration. OneDrive for Business with Dynamics 365 is a great way to expand on SharePoint integration by allowing users to associate documents to SharePoint-enabled entities from their own OneDrive for Business folders.
In today’s post, we’ll talk about OneDrive for Business within Dynamics 365, including:
- How to enable OneDrive for Business within Dynamics 365
- OneDrive for Business Settings & Security
- How to use OneDrive for Business within Dynamics 365
How to enable OneDrive for Business within Dynamics 365:
- A CRM Organization with SharePoint integration enabled. For more information, see https://docs.microsoft.com/en-us/dynamics365/customer-engagement/admin/set-up-sharepoint-integration
- A OneDrive for Business license for each user.
- A SharePoint license for each user.
- Access to OneDrive for Business through a web interface.
From within Dynamics 365, navigate to Settings > Document Management > Enable OneDrive for Business.
Select the checkbox for Enable OneDrive for Business and click OK.
OneDrive for Business Dynamics 365 Settings & Security:
As a user, if you want to use OneDrive for Business, you’ll need two things:
- Your security role must allow you to use OneDrive for Business. This can be checked under the Miscellaneous Privileges section on the Core Records tab, as shown:
- You must set the default save file path for your OneDrive for Business. To set the default save file path, navigate back to the Document Management page and you’ll have the option to set your default folder for storing files:
In this example, we’ll create a default save location for our OneDrive for Business and then show what it looks like. Click on OneDrive for Business Folder Settings
Choose a folder name that is appropriate for storing all documents within CRM for your OneDrive for Business. In our case, we’ll choose CRM. When you navigate to OneDrive for Business, you’ll see that folder has been automatically created.
How to use OneDrive for Business within Dynamics 365:
From any entity that has SharePoint integration enabled, navigate to Documents. In this example, we’ll look at an Account. From this screen, we can look at all associated documents to this entity, including the Document Location.
To create a Document in OneDrive for Business, click on DOCUMENT LOCATION > OneDrive. Select +NEW and pick a file type and name. In this example, we created an Excel document called Test for ODfB.xlsx.
The document has now been made and associated with the Account record. The Document Location shows the document lives in OneDrive. You can also see this within the OneDrive for Business web application:
Here you’ll see the full file path of the record saved.
Navigating back to the CRM record, we can see all documents and Document Location of each document.
It is important to note only the user who added the document from OneDrive can see this file. Another user who accesses this account record will not be able to see the Excel file unless it is shared.
OneDrive for Business with Dynamics 365 and SharePoint integration-enabled records is a great way to associate documents you want to keep private yet associated. Happy D365’ing!