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File storage in dynamics

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Posted on by Leif_23

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Hi,

we are currently trying to think of a solution to store all customer relevant data within the system to quickly access everything. As I know there are two options:

1. Sharepoint with a site and library that is connected to the CRM and can be accessed not from the File section within a contact but within the "documents" section.

2. CRM internal: Can be accessed directly from files.

Could somebody explain the difference and whether it is possible to show the data stored in the sharepoint to directly access in the crm system (eg. use these files as an attachment etc.)? I d love to have everything to be easily accessed rather than having to click around for a while..

Thanks in advance!

Best!!

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LuHao 40,892 on at

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Hi Leif,

For the difference between storing files in D365 or SharePoint, please refer to the following articles.

https://community.dynamics.com/crm/f/microsoft-dynamics-crm-forum/370484/store-documents-in-notes-or-sharepoint

https://www.crmsoftwareblog.com/2019/09/what-you-need-to-know-if-you-store-your-crm-documents-in-sharepoint/

https://www.powerobjects.com/blog/2016/06/09/get-a-better-understanding-of-the-sharepoint-online-integration-with-dynamics-crm-online/

In general, the biggest benefit of using SharePoint is lower cost, data storage is cheaper on the SharePoint side

This is the storage limit stored in D365.

The security models of Dynamics 365 and SharePoint differ significantly. Because of this, there is no automatic synchronization of permissions. This results in documents in SharePoint being accessible to users without the required Dynamics CRM privileges.?

In addition, in the D365 form, there is a File tab where users can upload files to the SharePoint site without having to click Related > Documents.

Files stored in the SharePoint site cannot be directly used as attachments in D365.

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LuHao 40,892 on at

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Hi partner,

Has your problem been solved? Need more help?

Please don't forget to click Yes under "Did this answer your question?" to close this thread.

Thanks.

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Leif_23 169 on at

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Hi!

there is no "yes" button below your post - but yes, you solved it again! :))

best!

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Aric Levin - MVP 30,190 Moderator on at

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Hi, Leif,

First of all is understanding where the data is stored.

When you store the data in SharePoint (or OneDrive for personal files) you have the ability to use the Document Management features that are available in SharePoint for those files. This means that you would have version control and the ability to check in and check out.

When you store attachments in Dynamics, the files are stored in Azure Blob (once you are in the new capacity model). You also have the ability to configure Azure Blob integration directly with Dynamics. This is basically storing a copy of a file in that location. There is no version control or check in/outs. If you need to update the file, you will delete the original file and create a new one (or just add a new note with the new file).

There is also the cost factor. SharePoint Document Management is slightly more expensive than Azure Blob, but that depends on the number of files and number of users/capacity.

I would say determine your needs and based on that make a decision.

Hope this helps.

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