Dynamics SharePoint Organizer (SPO) is the product you need to manage how documents are uploaded from CRM to SharePoint, the file structure and folders names where documents are saved, and the metadata to be uploaded with the documents, from attributes of CRM records. This metadata is saved in SharePoint columns, to improve SharePoint search results, and SharePoint metadata navigation.
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Each CRM entity can be configured to how documents are uploaded from CRM to SharePoint. SPO Configuration is available in the Settings area of CRM, and the configuration process has four sections: The entity we configure, the metadata we wish to upload to SharePoint column with the document, how and what content is allowed to be uploaded, and the folder structure / location where the documents are saved in SharePoint
The first step is selecting the entity, which then will display all views related to the entity. A view represents fields / attributes of the record and related records, which we use as SharePoint metadata. Before starting configuration process, consider which fields from the record are meaningful as metadata / column saved with the document, to allow SharePoint users to easily navigate and find the document they need. You may find that not all the fields you wish using for metadata are available in one view, and we recommend creating a “metadata view” for this purpose.
Metadata navigation is one of the best ways to present documents in SharePoint, and the fields we need for metadata navigation, as well as for improving search results, are not always stored in records where documents are uploaded from. In this case we suggest to create a view that includes fields from the entity and from related entities. As an example, when configuring SPO for Contact entity we may need the Account Number of the company that is the parent entity to contact entity, as metadata in SharePoint, for documents uploaded from Contact records.
For those attributes that update SharePoint columns enter the exact name of the column in SharePoint (case sensitive). Note that by default some names are reserved, especially the one called “Name” which will return an error if used. When SharePoint administrator configures a column as “Require that this column contains information” enabling the “Required” field ensures that column is only updated if the attribute corresponding to the Required selection does contain data.
Note: for initial testing of how documents are uploaded from a record to SharePoint to one document location (no folder structure) and no metadata, you only need to select the entity and leave the rest as default (unselected)
SP Folder Structure
This section of SPO Configuration page has 3 main configuration features.
File Types – by default all file types are uploaded to SharePoint, unless you filter that only selected type are allowed.
Content Type – SPO implements upload documents based on SharePoint Content Type. To use this feature you firstly need to configure available types, using “Content Type Settings” button.
SharePoint Location and Folder Structure – Documents are uploaded to the Document Library in a SharePoint site, by default is the value selected in “SharePoint Connection Details” page. Then we have number of options to save documents in folders and subfolders.
To keep with existing folder structure created by Microsoft out of box integration with CRM, select the “Associated entity folder structure (CRM OOB)” which includes a further option for “folder centric” structure, by selecting either the Account or Account entity.
Unlike CRM OOB that folder name is the Name field of the entity, with SPO any field / attribute of the entity can be selected as folder name. To explain the way folders are structured we will use the Contact entity is the entity we configure for SPO.
Store in folder with entity name – Documents from the Contact entity will be uploaded to this location in where the folder name is an attribute from the contact entity. As an example, if we select FullName as the attribute, then documents are uploaded to folder with the full name of the contact.
Store in folder under folder of parent’s entity name - when this option is selected, the document is stored in a folder which is a child to another folder.
Store in folder with the parent’s entity name - documents are uploaded to a folder, and the folder name is taken from an attribute of the parent entity. As an example, if folder name is Company Name, documents from Contact will be saved in a folder with the name of the Account they belong to.
In the final part of SPO configuration process, you have the option enable / disable overwriting existing documents when uploading document with same name. Do not overwrite will create document of the name and time stamp.
An option to delete documents uploaded from attachment to Note, after they are successfully uploaded to SharePoint, and further option to delete the Note itself.
An option to delete documents uploaded from Email attachments after they are successfully uploaded to SharePoint.
A zip file can be uploaded zipped to SharePoint or unzip and upload the documents included in the zip file.
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