Dynamics Community Forum Thread Details

D365 Sales+Sharepoint: "Final" Opportunity documents to a central library

Hello all,

In Sharepoint there's a Site we've used to store all our records/docs for our "Accounts" before we ever tried D365 Sales and just managed with Excel.

Now we're implementing D365 Sales, I've created a subsite to test the model. I selected Entity so everything falls under Account. I noticed that documents uploaded during the Lead stage will go into the folder Lead (that was autocreated by the system in subsite alongside the default selected folders). Even as I qualify the lead the document path stays in the lead folder when I upload documents at the Opportunity level. This seems to be the internal structure of how the integration is auto setup in terms of folders, etc.

I'd like to know. If the last stage we want to upload a "final" approved and/or signed document, is there a way to have it automatically be placed in another location? This is to avoid having to go thru each Opportunity and/or Account to search the final documents. It's OK to of course have the history in D365 Sales/Files to see what was uploaded along the way. However, the final document(s) we'd like to place in a single location as to have them altogether, even if it's a copy that's fine. Otherwise it'd be a headache to look for each one, one by one.

Thanks in advance!

Categories:

Microsoft Dynamics CRM

Dynamics 365 Sales

The SharePoint integration with CRM creates records in the background called 'Document Locations' when a user navigates to the 'Documents' tab on the form. This is done automatically and is placed into the structure you indicated above.

You can always add additional Document Locations to a record if you would like (they are a 1:Many relationship with other tables). The trick is going to be how you want to trigger the creation and making sure that users know where the documents are located. I could do something like the following:

Trigger a cloud flow on create of an Account related Document location (meaning that the automated integration ran on an Account record)
Create a subfolder under the automated folder in SharePoint called something like "Final Documents" by creating a new "Document Location" record under the account one
Add a string field (with URL formatting) to the Account record called "Final Document SP location", to the Account table. Fill this field in with the URL of your new SharePoint folder
Now you can pull this field into any related Sales record (like Opportunities) so users have an easy place to access final documents under the Account

Sorry if it seems convoluted, it's a bit tough to explain. Important to note is that you can absolutely build on top of the OOB integration, but you want to make sure you create the "Document Location" records to keep things consistent.

Create or edit records for document locations to use SharePoint - Power Platform | Microsoft Learn

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