Enable SharePoint document management for specific entities

Store the documents related to Microsoft Dynamics CRM entity records in Microsoft SharePoint and quickly access, share, and manage these documents from Microsoft Dynamics CRM by enabling document management on the specific entities.


Tip

If you haven’t set up server-based SharePoint integration, you may want to do that before enabling document management for specific entities. For more information, see TechNet: Set up SharePoint integration with Microsoft Dynamics CRM.


  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM. Or verify that you have Read and Write privileges on all record types that are customizable.

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. Go to Settings > Document Management.

  3. Click Document Management Settings.

  4. Select the entities that you want to use to manage SharePoint documents.

    If a URL is not already specified, enter the URL of the SharePoint site where the document locations and folders for storing documents will be created, and then click Next.

  5. If you use server-based integration (recommended)

    • By default, document libraries and folders that are based on the CRM Account entity will be automatically created on the SharePoint site and users will not be prompted to create them.

      You can also base the folder structure on the Contact entity, or if you don't want folders automatically created, clear the Based on entity check box.

      When you first visit the documents grid, if you want users to confirm folder creation corresponding to the entity record on SharePoint, clear the Automatically create folder check box.


      Important

      If you have Microsoft Dynamics CRM Online and SharePoint Online, make sure the site is under the same Office 365 tenant as your CRM instances.

      The Folders will be automatically created on the SharePoint site option was first introduced in Microsoft Dynamics CRM Online 2016 Update 1 and Microsoft Dynamics CRM 2016 Service Pack 1.


    • Click Finish.

      For more information on server-based integration, see TechNet: Set up SharePoint integration with Microsoft Dynamics CRM.

    If you don't use server-based integration

    • If you want the document libraries and folders to be created, specify a valid SharePoint site URL, and make sure the SharePoint site has the Microsoft Dynamics CRM List Component for SharePoint Server installed. Note, this will also work if you specify a SharePoint Online site URL.


      Note

      The list component has been deprecated as of Microsoft Dynamics CRM Online 2015 Update 1. For information on converting from the List Component, see TechNet: Switching from the list component or changing the deployment.


    • The remaining steps assume that the specified site is on SharePoint Server 2010 or SharePoint Server 2013 and the site collection for this site has the Microsoft Dynamics CRM List Component installed.

    By default, a folder for each record is created under the corresponding document library for the entity. For example, for an opportunity record “100 Bikes”, a document library “opportunity” is created, and in it, a folder “100 Bikes<entityGUID>” is created. The path is ../opportunity/100 Bikes<entityGUID>.

  6. To have the folders created under the parent account or contact, select the Based on entity check box. In the list next to the check box, choose Account or Contact.

    When you select this option, the folders are created under the related account or contact folder.

    The structure is:.../account/Margie's Travel/opportunity/100 Bikes<entityGUID> where “account” is the document library for the referenced entity that you selected from the list, and “Margie's Travel” is the folder for the referenced record of the selected entity, which in this case it the Opportunity entity.

  7. Click Next.

    Microsoft Dynamics CRM creates document libraries for the selected entities on SharePoint. Microsoft Dynamics CRM also creates the corresponding document location records that contain the links to these document libraries. The Document Management Settings wizard shows the creation status of the document libraries.