Enable Document Management on Entities

Can I do this task?

The integration of Microsoft Dynamics CRM with Microsoft SharePoint Server enables you to use the document management capabilities offered by Microsoft SharePoint. This integration lets you store the documents related to Microsoft Dynamics CRM records in SharePoint and manage these documents from Microsoft Dynamics CRM.

To use the document management capabilities, you must first select the entities for which you want to manage documents.

1. In the Navigation Pane, click Settings, and then under System, click Document Management.
2. Click Document Management Settings.
3. Select the entities for which you want to manage documents in SharePoint.
4. Specify the URL of the site where the document locations and folders for storing documents must be created, and click Next.

   If the specified URL is a valid SharePoint Server 2010 site URL, and if the site collection for this site has the Microsoft Dynamics CRM List component installed, Microsoft Dynamics CRM enables automatic creation of document libraries and folders for Microsoft Dynamics CRM entities and records on SharePoint. The Microsoft Dynamics CRM List component, delivers the documents stored in SharePoint into Microsoft Dynamics CRM with the same appearance and behavior as other Microsoft Dynamics CRM lists.

   The wizard validates the URL and displays the validation status.

   Note

   This procedure assumes that the specified site is a SharePoint Server 2010 site and the site collection for this site has the Microsoft Dynamics CRM List component installed.

   By default, a folder for each Microsoft Dynamics CRM record is created under the corresponding document library for the entity. For example, if you have an opportunity record called 100 bikes, Microsoft Dynamics CRM creates the opportunity document library, and then the 100 Bikes folder in this document library. The path is ../opportunity/100 Bikes.

5. If you want the folders to be created under the parent account or contact, click the Based on entity check box. In the list next to the check box, click Account or Contact.

   If you select this option, the folders for different entities that are related to the Account or Contact entity are created under the folder of one of these entities (based on your selection). For example, assume that you have two opportunity records 100 bikes and 250 bikes, both associated with the parent customer Margie's Travel. If you select Account in the list, Microsoft Dynamics CRM creates this folders structure:

   ../account/Margie's Travel/opportunity/100 bikes

   ../account/Margie's Travel/opportunity/250 bikes

   Where

   • account is the document library for referenced entity that you selected from the list.
   • Margie's Travel is the folder for the referenced record of the selected entity.
   • opportunity is the folder for the main entity that references the selected entity.
   • 100 bikes and 250 bikes are the folder for individual records of the main entity.
6. Click Next.

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

   Microsoft Dynamics CRM creates folders in context of Microsoft Dynamics CRM records when a user clicks Documents under Related in a Microsoft Dynamics CRM record form for the first time (when a location is not associated already with the record).

7. Click Finish.

Note

• If the specified site is a SharePoint Server 2010 site, but the site collection for this site does not have the Microsoft Dynamics CRM List component installed, you will be given an option to install the component.
• If the specified site is not a SharePoint Server 2010 site, you must manually create the document libraries and folders on SharePoint and associate these with the Microsoft Dynamics CRM records.
• To remove document management on entities, in the Navigation Pane, click Settings, and then under System, click Document Management. Click Document Management Settings. Clear the check boxes for the entities on which you want to remove document management, and click Next. In the confirmation message, click OK. In the Document Management Settings wizard, click Finish. Removing document management on an entity does not delete the document library, folder, or documents in SharePoint.