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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / SharePoint Integration
Customer experience | Sales, Customer Insights,...
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SharePoint Integration

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Posted on by OllyMUK 305

Hi all

I'd like to turn on SharePoint integration so that we can start adding files to Dynamics. 

We currently have a SharePoint site where we have a very....organic file structure. 

I'm assuming that, given we have a nest of folders, it may be better to create a new SharePoint site for our files, and give each client a folder where the folder name matches the client name in Dynamics. Is that the best plan in this instance?

From what I can see, Dynamics will then create subfolders within that client folder for each entity type. Are able to create our own folders in the client folder, as long as they don't match the entity names?

Olly 

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  • Suggested answer
    Kokulan Profile Picture
    Kokulan 18,054 on at

    Hi

    Please see the suggestions below.

    "I'm assuming that, given we have a nest of folders, it may be better to create a new SharePoint site for our files, and give each client a folder where the folder name matches the client name in Dynamics. Is that the best plan in this instance?"

    Since your existing document library/folder structure is not designed to work with Dynamics 365, it would be better to create a separate site collection to integrate with Dynamics 365.

    From what I can see, Dynamics will then create subfolders within that client folder for each entity type. Are able to create our own folders in the client folder, as long as they don't match the entity names?

    You can create your own folders from Dynamics Documents tab or directly from Sharepoint and these folders will appear in Dynamics tab for that particular client.  Yes, you are right, you should avoid creating folders manually with entity names such as opportunity, quote, etc but if a folder with the same name already exists with content, it won't delete the content as far as I know.

    Please note Dynamics will not create entity related folders like the opportunity/quote/order folder under client until you create the records and navigate to the documents tab. 

    If your organization is using teams to collaborate, there is also now another way to store and share files against Dynamics 365 records

    https://docs.microsoft.com/en-us/dynamics365/teams-integration/teams-integration

  • Suggested answer
    ananeto Profile Picture
    ananeto 36 on at
    Maybe too late for Olly, but here goes - for everyone out there with a similar problem. 

    With such an "organic" file structure, creating a new SharePoint site for Dynamics 365 integration is a good idea. It keeps things clean and aligns with Dynamics’ default behavior, which auto-creates a folder per account name when you enable server-based SharePoint integration (you can choose Account or Contact).

    Dynamics will create subfolders for enabled entities (e.g., Opportunity, Quote) within the client folder. No problem in creating your own custom folders inside the client folder, as long as the names don’t conflict with entity names used by Dynamics. For example, folders like "ClientNotes" or "Contracts" are fine, and Dynamics won’t overwrite them.

    To set this up, enable integration following this: Setting up the SharePoint Integration in Dynamics 365 and choose "Based on entity - Account" for folder structure. Keep in mind the permissions won't be copied from Dynamics to SharePoint, so a good best practice is to get a 3rd party solution (you can check the article for details).

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