Manage Documents across CRM and SharePoint platforms
Most organizations want to present a corporate image when they communicate externally, so that all their communications are instantly recognized. The most common documents are quotes, orders, invoices, and service contracts. These documents are designed with Microsoft Word, and Emailed as PDF attachment to the clients.
How to generate documents in Dynamics CRM and Dynamics 365?
The process starts by creating Word document as a template. In the Word template, insert Content Controls or Placeholders (if using Dynamics Docs), which will be populated with data from fields in CRM records of an entity and related entities. The document is generated on the fly, while the user is in the record form or list view, by clicking the ribbon button “Word Template” or “Dynamics Docs”.
By now you understand that there are 2 ways to generate documents, both are using Microsoft Word. The first option is using CRM 2016 Word Templates. This feature was introduced with the release of CRM 2016. Word Templates feature is not available for CRM released before CRM 2016. The Word Template stores the information, where to insert fields from CRM record, in an XML file. (
The second option is Dynamics Docs, a product developed well before Microsoft released CRM 2016 and is compatible with all CRM versions. The solution is based on Microsoft Word and the placeholders are stored in the document custom properties. (
While both products work in similar way, some complex documents that require the retrieval of data from second level relationship between entities, insert document within another document, advance filtering, logical operations, and similar, are available with Dynamics Docs. With Dynamics Docs, documents can be generated from list view, a feature only available with Excel Template, but not Word Template.
Our mission is providing CRM users the tools to generate documents in any language supported by Microsoft Word, and convert them to PDF, ensuring the conversion to PDF is perfect and What You See Is What You Get. The generated PDF file is then attached to Notes and Emails. Develop tools to automate and schedule this process with CRM Workflows and attach the PDF files to Emails. Provide tools that automate business processes across CRM and SharePoint platforms, by uploading and saving the document in SharePoint, retrieving data stored in CRM records and save this data, together with the document, in the corresponding columns of the document list in SharePoint, which will then trigger SharePoint workflows, as an extension of the business process followed by SharePoint users.
Dynamics Email Signature
While documents are the main method communicating with clients, these documents are delivered by Email. E-mail signatures should reflect professional and consistent appearance for conducting business through E-mail. If you don’t develop a standard, you are leaving the door open for your staff to become amateur artists.
For this purpose we developed Dynamics Signature. System administrators can create templates of Email signatures with the company logo and text retrieved from the user’s record in CRM, and populated in the signature as name, phone number, Email address, position and similar. (
While we offer off-the-shelf solutions, we also provide custom solutions, tailored for specific needs of the organization, to generate documents and manage them within Dynamics CRM and SharePoint.