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Configure SharePoint Online

Your Dynamics 365 and Office 365 users are not automatically allowed access to your SharePoint sites.
This step will guide us through how to work with
Your Dynamics 365 and Office 365 users are not automatically allowed access to your SharePoint sites.

This step will guide us through how to work within the SharePoint site to assign specific permission levels to individual users or groups.

Assign User Permissions to the Team SharePoint Site

Your Dynamics 365 and Office 365 users are not automatically allowed access to your SharePoint sites. You must work within the SharePoint site to assign specific permission levels to individual users or groups.

Assign Users to the Team Site

  1. Browse to the Office 365 admin centre and sign in using Office 365 Global administrator credentials.
  2. Open the Office 365 app launcher, and then click SharePoint. On the left-side menu, click Team Site.
  3. On the Home page, click SHARE (upper-right corner). The Share icon is highlighted on the Home Page screen
  4. To view the default permissions for your team site, click lots of people. A screenshot of the Share with (x) pop-up screen, with the “Shared with lots of people” message highlighted.
  5. By default, all users in your Office 365 organisation are able to add and edit documents on the Team SharePoint site. To invite others, choose to invite people and add people external to your organisation to share documents.

Configure a New Organisation

Take the following steps to set up a SharePoint document manage with Dynamics 365.

  1. Go to Setting in the classic interface and select Document Management. A screenshot of the Document Management page on Dynamics 365, with Document Management Settings option highlighted
  2. Click on Document Management Settings and the following window will open; from here you select the entities you want to enable for document management with SharePoint. By default, the SharePoint Site URL is added if your Dynamics 365 environment is in the same Office 365 tenant as SharePoint. A screenshot of the Document Management Settings screen, with the selectable entities tick-boxes highlighted, as well as the URL for the SharePoint site
  3. Click Next and you will have the choice of setting the base entity for your folder structure. Also, the URL is validated to make sure that the SharePoint site exists, and you have access to it.

A screenshot of the Document Management Settings screen, with the SharePoint URL verified, based on specific entity “Account”

SharePoint is now integrated to Dynamics 365.

Working with SharePoint with Dynamics 365

All entities that you enabled from document management will now have Documents under the related menu.

A screenshot of an account in Dynamics 365, with the Related drop-down, highlighted, with the Documents option also highlighted

Working with Documents

After server-side SharePoint integration has been configured, many SharePoint commands are available from the command bar. This will typically be common actions like Upload, Check out and Check-in.

Additional items like Alert me, download a Copy, Copy Shortcut, Send Shortcut, View properties and Version History are not available directly from the command bar, however, you will be able to access these commands by clicking on the Open SharePoint command.

A screenshot of an account in Dynamics 365, on the Documents pane, with the Editing options highlighted of a selected document named Proposal.docx

Working with Records

It is important to remember that when you connect Dynamics 365 to SharePoint, you are only providing a mechanism for accessing a SharePoint Document Library from within Dynamics 365. Think of it is a link to the SharePoint Document Library.

What people can do with the documents in the Document library is controlled by the user’s permissions to that library in SharePoint. SharePoint and Dynamics 365 permissions are maintained independently and discussed in a later lesson.

Some additional items to consider about the integration include:

  • Deleting a document in Dynamics 365 does delete the document in SharePoint.
  • Deleting a Dynamics record does not remove the SharePoint documents.
  • Merging records will result in merged record having multiple document locations.
  • Document location can be auto-created via workflow or other custom code.
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Dynamics 365: Implementing Power Platform Integrations

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