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How to align Dynamics 365 security roles with SharePoint document access?

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Posted on by LP-03122117-0

Hi everyone,

I’m looking for guidance regarding security roles and privileges for document access in SharePoint integrated with Dynamics 365 Sales Hub.

In our scenario:

- Users upload documents directly from Sales Hub (Dataverse)
- Documents are stored in SharePoint (server-side integration)
- Currently, once the document is uploaded, it is accessible to all users who have access to the SharePoint location, regardless of their security role in Dynamics

What I’m trying to achieve:

- Align Dynamics 365 security roles (privileges) with document access in SharePoint
- Ideally ensure that users can only access documents based on their Dataverse permissions (e.g. Account ownership, BU, Teams, etc.)

My question:
Is there a recommended way (or best practice) to synchronize or replicate security role privileges from Dynamics 365 to SharePoint document libraries?

I understand that SharePoint has its own permission model, but I’m looking for:

- Proven approaches
- Architecture patterns
- Or at least direction where to start (e.g. automation, plugins, Azure, etc.)

If anyone has dealt with a similar scenario, I’d really appreciate being pointed in the right direction.

Thanks a lot! Lukas

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Power Platform integration

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11manish 1,545 Super User 2026 Season 2 on at

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In Dynamics 365 Sales + SharePoint integration:

Dataverse controls record-level security

SharePoint controls document-level security

But:

These two security models are NOT synchronized

There is no out-of-the-box way to synchronize Dynamics 365 security roles with SharePoint document access. SharePoint uses its own permission model, so to align access, you must implement a custom solution—typically using folder-level permissions with automation, Azure AD group-based access, or plugins to replicate Dataverse security.
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SC-27031429-0 4 on at

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Hi Lukas,
You can build custom automation with plug-ins, Power Automate, or Azure, but keeping permissions updated for ownership changes, teams, shared records, and role changes can get very complicated very quickly.
A solution worth looking at is CB Dynamics 365 to SharePoint Permissions Replicator. It helps keep SharePoint document permissions aligned with Dynamics 365 access, so users only see documents for records they’re permitted to access in Dataverse.
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ananeto 42 on at

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Hi there Lukas!
You can use Power Automate or a specialized plug-in, but given your description, I'd say a plug-in is best.
I actually just updated an article I wrote back in 2020 on this, so I would love a visit from you to the updated version… and maybe let me know your thoughts on whether it is helpful?
Setting up the SharePoint integration in Dynamics 365
You have to skip to the end of the article, as it starts with how to set up the integration, which you have already done!😋
Sara Suarez 14 on at

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SharePoint can handle document storage while Dynamics 365 manages the business records and metadata. Proper permissions, versioning, and document organization are important for maintaining secure and reliable document management. This guide may provide useful implementation considerations: https://www.damcogroup.com/blogs/sharepoint-document-management
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rajeshjamrodh 96 on at

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Hi @LP-03122117-0 ,
SharePoint document managements security and data protection owan security permissions.
The key best practice is not to synchronize Dynamics 365/Dataverse security-role privileges directly into SharePoint permissions. Microsoft treats the two security models separately: Dataverse security roles control access to Dataverse records, while SharePoint permissions control access to SharePoint content. Users accessing SharePoint through D365 must have appropriate SharePoint permissions as well.
If your question is specifically "How can we make SharePoint document access follow D365 security?", design it as per below details..
Microsoft Entra ID
│
┌─────────┴─────────┐
│ │
▼ ▼
D365 / Dataverse SharePoint
│ │
Security Roles M365 Groups /
Teams / BU SharePoint Groups
│ │
▼ ▼
Record Access Document Access
│ │
└─────────┬─────────┘
│
Business Mapping

https://learn.microsoft.com/en-us/power-platform/admin/sharepoint-document-management-software-requirements?utm_source=chatgpt.com