Bringing files through to a custom entity beyond lead and opportunity

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Posted on by MtecMatt1178

Hi All,

I need some help. I have created and edited the customer service app for my company.

I have connected my app to SharePoint.

When I upload files to the Files tab in the lead form, they appear fine.

I qualify the lead and move into the opportunity entity, and the files are still in the file tab.

I then move on through the business process into a custom entity i have created, but there is no files tab.

I have a related > documents tab, but no files appear in there. It is as though they have been left behind in the previous entity.

I would really appreciate some advice.

I really appreciate any help you can provide.

Matt

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Answers (1)

dd555 65 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi Matt, I generally use Custom Workflow Activities (CWA). This is a personal preference as there is no right or wrong answer.

As leo pointed out PowerAutomate is an option and might be better as it has Dynamics and SharePoint connectors.

To solve this problem I would write a CWA as per the below pseudo code. The below could also be tried in PowerAutomate.

1. If SharePoint location (in SharePoint) does not exists then create it.

2. If CRM SharePoint Location does not exists then create it. See link 1 below.

3. Copy documents from original SharePoint location to target SharePoint location.

Link 1: MS Docs: Sample: Create, retrieve, update, and delete a SharePoint location record
LeoAlt 16,329 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi partner,

Thanks for your reply.

1.You should add the "Initialize Variable" step to new a variable.

2.What's the process flow? BPF, workflow or Power Automate?In general, I suggest that we could create a separate flow for each function for higher performance and easy to maintenance.

Regards,

Leo
MtecMatt1178 30 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi again Leo, so when I tried to go through the blog you sent I worked through it step by step but when I got to the point where I had to enter a variable the dropdown box was blank and it was a required field. Any other thoughts please?

I have a process flow running through the three entities. can I put something in that to get it to copy the documents across?
MtecMatt1178 30 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi Leo, Thank you for kindly sending me those links I will read through and have a go at completing them. I will update you in due course as to my success.
MtecMatt1178 30 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Thank you for taking the time to respond to me. I will update you in due course, I will have to do some homework on how to do this. Of the three suggestions which would you say would be my best chance to focus on?
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LeoAlt 16,329 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi Partner,

As dd555 mentioned, you could copy the documents from opportunity to custom entity.

Please refer to the following links for detail steps.

himbap.com/.../

himbap.com/.../

Regards,

Leo
dd555 65 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Matt, I suspect the files are copied from the lead to the opportunity as out of the box functionality.

My gut feel is if you want the files to be available on the corresponding custom entity then you will have to customise your power platform instances to copy the files to the new custom entity record. This could be done with PowerAutomate, Custom Workflow Activity or a Plugin.
MtecMatt1178 30 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi Leo,

Thank you so much for responding to my question.

I checked the settings you have suggested, and they were already set correctly and matched as you have advised. However, I am still not seeing any documents appear.

When I open a lead and add a file the doc is in files when I escalate to opportunity, it carries the file across and appears in opportunity files, but when I move into my custom entity, they do not appear.

Any further help would be most welcome.

Kind Regards,

Matt
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LeoAlt 16,329 on at

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RE: Bringing files through to a custom entity beyond lead and opportunity

Hi Partner,

1.Please make sure that you've added your custom entity into entity list in Advanced Settings->Document Management->Document Management Settings

2.Go to Cusomtiaztions->Customise the system and open your custom entity properties,make sure that you've selected the "document management"

Best Regards,

Leo