With Dynamics SharePoint Organizer (SPO) each CRM entity is configured how the entity integrates with the corresponding SharePoint Document Library. Naturally, each CRM entity has different type of documents and different tags (metadata) that describes the type and content of the document, what the document is about, and how it relates to other documents and other related parties in and outside the organization. When document is generated in CRM entity, it is linked to a record as attachment to Notes, and as attachment to Email activity. The record has attributes / fields to describe the record and documents related to it. A record of an Invoice entity has the Invoice document attached to Notes or attached to incoming Email sent from the accounting department. The record has fields that describe the Invoice document such as invoice number, total amount, due date, invoice description, and the Account that was issued with this invoice. When invoice document is uploaded to SharePoint, the SharePoint columns are updated with these fields, which are called metadata. Metadata is crucial to filter documents in a Document Library View, and improve the relevance of SharePoint search results.
One entity may have many documents, and the documents can be grouped into Document Types. As an example, an organization managing projects with customised entity Projects, may have documents of the types: Project SOW, Project Milestones, Invoices, and Payments. SharePoint document library is configured to accept these four types of documents, created in the Project Entity in CRM. Dynamics SPO can be configured, for the Project Entity, to match the document in CRM with the corresponding Document Type in SharePoint. Categorizing documents by their types enhance SharePoint navigation. The corresponding projects document library stores all project’s documents in one library, and displays the list of documents based on selected document type.
Dynamics SPO can configure the SharePoint folder structure where documents are uploaded. There are 3 different approaches to SharePoint folders structure:
Single Folder Structure – in this configuration all documents related to an entity are uploaded into a selected folder. Each entity can be configured to upload to a related folder in SharePoint, Orders are uploaded to a folder called Orders, Invoices to Invoice Folder, and Payments to the Payments folder.
Alternatively, two or more entities are configured to upload to one selected folder, let’s say “Commercial” folder. In this case Orders, Invoices, and Payments documents are all uploaded to “Commercial” folder. Note that in addition to selecting the folder to upload the documents, tagging them with Document Types like Orders, Invoices, and payments, will filter the required documents, although all documents are in one single folder.
Child / Parent Folder structure – When two CRM entities are related to each other, like Invoices are related to Accounts, Dynamics SPO will create new folder when an invoice is uploaded for an Account folder not yet created in SharePoint. In this structure it firstly lists all Accounts as folder names, the Parent Folder and when a folder of an Account is opened, the documents of this account are listed in the Child Folder.
CRM Out Of Box Structure - The third option in Dynamics SPO is for customers already using CRM out-of-box (OOB) integration with SharePoint, and wishing to keep the existing folder structure which already is in use to upload documents to SharePoint. While Dynamics SPO will follow the CRM OOB integration with SharePoint, other features like Document types and metadata are available even for those existing folders.
No doubt that using SPO functionality to upload documents to SharePoint is far more efficient and time saving than the one offered with CRM OOB integration with SharePoint.
- Users can automatically upload documents with Workflow
- User can upload multiple selected documents directly from Notes and from Emails in one go. With the OOB integration you can upload one document at a time, and only after it is saved to hard disk
- Upload file Zipped with many documents or unzip on the fly when zip file is selected to upload to SharePoint.
Incredible offer for Dynamics SharePoint Organizer (SPO) users
For limited time only, customers purchasing Dynamics SPO will receive FREE online hand on training configuring any 2 CRM entities to upload documents to SharePoint. Dynamics SPO is available to download as trial version. We provide unlimited 30 day extended trial periods, and FREE email support and advice on best practises configuring Dynamics SPO for your organization.
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