Resolve SharePoint Unique security scope threshold by creating custom library structures within Microsoft Dynamics 365 CRM!

James, a sales manager at Datum Corporation, stores and manages CRM documents/attachments in SharePoint using Microsoft Dynamics 365 SharePoint Integration. However, he eventually outgrew Microsoft's recommended SharePoint document library limit of 5,000 items “also known as unique security scope threshold.”

Although you can add up to 30 million items per library or list, Microsoft recommends a general document library limit of 5,000 items per list or library, beyond which you will encounter issues such as being unable to view more than 5,000 items in a library, experiencing errors when creating unique permissions for folders, and performing actions such as renaming or moving files within the library taking a long time due to servers becoming overloaded.

As a result, Microsoft has placed the 5,000-item limit to provide users a seamless experience with the SharePoint document library by maintaining server performance and allowing users to conveniently access the library, not because of any storage capacity limitations.

Admittedly, there is no out-of-the-box functionality in Microsoft Dynamics 365 SharePoint integration that allows users to add more than the SharePoint document library limit of 5,000 items without facing all of the problems that come with it. Furthermore, there is no way to overcome the unique permissions limit of 50,000 items per document library or list.

So, when James was looking for ways to resolve these SharePoint limits. Brad, a sales executive on his team, informed him about SharePoint Security Sync by Inogic, limitless document management capabilities and how it can aid their organization in overcoming both SharePoint document library limit and unique permissions limit by creating customized library structures based on their document management requirements to keep files across multiple libraries and avoid exceeding the 5,000 item limit.

If, like James, you are also interested in learning more about SharePoint Security Sync by Inogic, then keep reading.

SharePoint Security Sync is a 5-star rated Microsoft AppSource preferred solution for integrating Microsoft Dynamics 365 CRM with SharePoint for managing documents and user privileges. James can use SharePoint Security Sync to automatically sync user security privileges set in Microsoft Dynamics 365 CRM with SharePoint document access permissions.

This ensures the same level of security for documents stored in SharePoint as it does in Microsoft Dynamics 365 CRM, and James can also use workflows to automate the process of creating SharePoint folders.

James can also resolve both SharePoint limits by using SharePoint Security Sync to create custom folder structures in SharePoint.

Let's take a closer look at the custom folder structure feature in Inogic SharePoint Security Sync.

Custom folder structures to resolve SharePoint library limits

James can easily customize the SharePoint document library structures to meet his needs. Structures of SharePoint document libraries can be customized by Period (periodically), Starting Character (alphabetically), or Custom Names (based on any particular field name).

This enables James to create folder structures different from the default Microsoft Dynamics 365 SharePoint integration folder structures. Instead of keeping document libraries organized on a per-entity basis (e.g., Account, Contact, or Lead), he will have complete control over creating folder structures based on his specific needs. It would help James increase his team's productivity by allowing them to quickly find the SharePoint documents they require. It would also help James avoid hitting the 5,000-item limit by storing files/items across various customized folder structures.

Assume James has exceeded the SharePoint document library limit of 5,000 items for the library where he stores account entity data. So, James creates a customized document library structure based on a periodical basis to store documents for a period of six months. By setting the 'Period type' to 'X Month' and 'Duration' to '6' for the Account entity. and also customizing the SharePoint record folder structures by using a logical name, text, or a combination of the two.

As a result, James now has a half-yearly SharePoint document library where he can store files/items for each Account entity record created during that time period.