Increase the Productivity of Your Organization With Contextual Document Management

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Dynamics CRM 2011 offers significant new and enhanced features that can increase effectiveness and productivity in your organization.  This article will highlight Contextual Document Management, one of the many enhancements delivered with the new version.  To read more about the new functionality in Dynamics CRM 2011, click here.

Dynamics CRM has always provided the ability to attach documents to virtually any record in the system.  Documents attached to records in this way get stored in the database which means that you can access them while out of the office or offline.  Dynamics CRM 2011 provides a new and expanded way to share and collaborate on documents in Dynamics CRM using the document repository capabilities of SharePoint Server 2010.

Once Dynamics CRM is pointed to a SharePoint site, an administrator can configure virtually any record type for document management.  Once configured, creating a new record automatically creates a new document repository for that record in SharePoint and links it to the CRM record.  To interact with documents for a record in CRM, simply open the record and click on the Documents tab.  Now CRM users can take advantage of all of the document repository and collaboration functionality of SharePoint (upload, view, check out, etc.) without leaving CRM.  For non CRM users, the documents can be accessed via standard SharePoint clients like the web or Outlook extending this capability to your entire organization.

A common use for this functionality would be to manage document collaboration around the customer proposal process.  Proposals often go through many revisions and require input from multiple people across an organization.  Document management can be enabled for the Opportunity or Quote record type (or a custom Proposal record type) in Dynamics CRM.  Then when a new Opportunity is entered, the document repository for the Opportunity is automatically created in SharePoint.  Sales users can then upload and collaborate on documents from their familiar CRM interface, while stakeholders from the product engineering and finance departments can contribute via the SharePoint web interface or Outlook.

If your organization could benefit from the power of Microsoft Dynamics CRM for contextual document management or to address any other business objectives you might have, Please contact NexusTek at 303.773.6464

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by Randy Bristol, Nexus Tek, Colorado Microsoft Dynamics CRM Partner

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