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If you have both a Dynamics 365 v9.0 online instance and an online SharePoint instance, you are able to configure these two online tools to work together. This blog will help you through the process.
First, navigate to Settings > Document Management. (Note that your screen may look slightly different, but the options should be the same.)
Next, click on the option for Enable Server-Based SharePoint Integration, as shown below.
A screen similar to the one below will open. On the first page, select Online, and press Next.
On the next page, enter the URL for your SharePoint site in the URL box, and click Next.
The system will verify the SharePoint instance, and that it can be connected to your Dynamics 365.
Setting up SharePoint to Receive Documents
Before you can send documents to SharePoint, you need to set up SharePoint to receive those documents. This means telling SharePoint which entities we will want to connect between SharePoint and Dynamics 365.
To start, click on Document Management Settings to set up your entities in SharePoint.
For each entity you select, a folder structure will be set up in SharePoint for that entity. A list of your entities will appear in the pane. Select all of the entities you want to appear in your SharePoint.
You will also enter in the URL for your SharePoint site again, so it can confirm which SharePoint instance it is creating in.
On the next page, it will confirm your SharePoint, and ask which Entity you want to base the structure on. In our example, we have chosen Account.
When you click Next, another pop-up will appear, letting you know it is creating the folder structure in SharePoint, and that it may take a few minutes (depending on how many entities you are setting up).
The next page will show the progress made for each entity, and when it’s done it will show you which entities were set up successfully, and which could not be made. This process can be done again if you want to add new entities, but taking entities out is far more difficult.
Your SharePoint instance should now be structured to receive documents from these entities.
Making sure the Documents Tab is Set Up
Our next step is to set up the new Documents tab on our forms. To do this, go to a record of an Entity for which you just set up a SharePoint structure.
The integration system is usually very good about setting up the Documents tab automatically, but just in case, click on the Form to edit the form of this entity to make sure the tab is there.
Once the Form Editor is open, click on Navigate. If Documents is in the right-hand pane, drag it over to the appropriate section in the left-hand pane. In our example, the integration system did its job, and set up the Documents Tab on its own in the Common section.
Press Save, press Publish, and close the Form Editor.
Next, we will look at the carat to the right of the record name at the top of the screen. Click on this, and it will bring up your Navigation tabs.
Here is our Documents tab. Click on it.
From here, you can UPLOAD files from your record directly to SharePoint. You should be able to click on OPEN LOCATION to be brought right to your SharePoint instance.
This will take you to your SharePoint instance and the location of the file. From here, depending on your settings, you should be able to download, edit, or upload other files.
Hopefully, this helps you manage and integrate your own instances of Dynamics 365 and SharePoint. Happy D365’ing!
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