How do you configure SharePoint document management?
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Documents belong in SharePoint, not in Dataverse. Here is the setup and the choices that are difficult to change later.
- 6 steps
- Total time: 1 h 10 min
- Preparation: 30 min
- Result: Documents stored in SharePoint and visible in Dynamics 365
Required tools
- Administrator access in Dynamics 365 and SharePoint — Both are required.
- A SharePoint site for this purpose — A dedicated site collection is recommended rather than an existing one.
Set up
1.Select which tables should contain documents
Enable document management only for the tables where it makes sense—typically account, opportunity, and case. Enabling it everywhere creates thousands of empty folders.
2.Decide on the folder structure before activating
Should the folders be grouped under the customer, or organized in a flat structure by record type? This is difficult to change once the structure has been created for many records.
3.Connect to the SharePoint site
Validate the connection after setup. If it fails, the issue is usually permissions for the area rather than the configuration in Dynamics 365.
Clarify access and use
4.Control who can access the folders directly
Access in SharePoint does not follow the security roles in Dynamics 365. If sensitive documents are involved, access must also be configured in SharePoint—this is almost always overlooked.
5.Teach users how to upload from the listing
If they upload it directly to SharePoint, the file may end up in the wrong folder and not appear in CRM. Uploading from the record ensures that it is stored in the correct location.
6.Decide what should not be there
Signed agreements and documents subject to retention requirements may need to be moved to an archive rather than remain in a project folder. Clarify this with the person responsible for document management.
Discussion
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