Microsoft Dynamics CRM (Archived)

Help | Managing Sharepoint Locations for (Lead, Opportunities, Accounts ...)

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Posted on by Badrikudo

Hello All,

I am trying to understand how sharepoint douments locations work with Dynamics CRM,

When I tested it out, the result is :

* When I add a document on oppurtunity that was generated from a lead, the douments keep beeing stored in the lead Location

*When I add a document on opportunity that was created manually, this document then is located in an "Opportunity" folder wich is mapped under the account Folder

* When I add a document on Sales contract entity, this document is stored in a folder located in the root of me primary sharepoint Site

I have some quesions :

1) Do you know how can we setup shareppoint locations structure in order to have an entity folder structure centric ? one folder by entity and not having opportunities documents located under the account folder

2) How can I force opportunity documents to not being stored in the lead folder after lead qualification ?I want it to be stored in the opportunity folder instead of lead folder

Thank you in advance

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Kokulan 18,054 on at

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Could you share some details on how the folder structure is configured?

Is it Entity based (Account / Contact) or is it configured to use separate document library for each entity?

You can find out by going into Settings -> Document Management -> Document Management Settings and Click on Next on the Wizard to see the structure

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Badrikudo 22 on at

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Hello Kokulan ,

The structure is entity based I saw it in Settings -> Document Management -> Document Management Settings

But my issue is that this setting does not apply on opportunities originated from the leads , the documents added on these particular opportunities are stored into the lead location and not the Account location as we want it to be !

However, The setting does work fine on the opportunities created manually !

Do you understand my issue or do you want me to share some screenshots !

Thank you in advance

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Kokulan 18,054 on at

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Could you check the following please?

Create an Opportunity from Lead, and do not navigate to the documents tab on the Opportunity yet and do an advance find on Document Locations, you could order by CreatedOn Desc and see if you are able to find a document location for the opportunity. If you are able to find, that's an indicator there could custom logic in plugin or real-time workflow that creates the document location.

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Grandperspective GMbH 5 on at

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Hi Badrikudo, I am experiencing the same thing, did you find a solution by now? Thanx in advance, René

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Mushira Elkhouly on at

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the default behavior of D365 is that when you qualify a lead to an opportunity, it stores the opportunity documents in the Lead folder, if you want them to be stored under Opportunity folder, you should Add location and specify it under Opportunity folder, hope this is clear.

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Madhu Menon 108 on at

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Hello,

I see you have two questions. Just so that you know, they are not related to each other.

Question

1) The folder structure is set from Document Management Settings

Make sure you have checked Based on entity. Set the dropdown to empty, not Account or Contact.

This will create individual folders for all the Entities you have checked in the previous step.

2) This is a problem, I am facing currently. I believe, this feature of related document location to Account and Opportunity was desired by many, and probably Microsoft has added it.

When you qualify a Lead, which creates new Account or Opportunity, automatically the Default Location of Lead is set for Account and Opportunity as they are new and they don't have their own SharePoint Default Location.

As you have mentioned, if the Lead consists of existing Account or Opportunity, you don't face this issue.

When you upload a document (sampleLead.txt) in Lead. It create 3 document locations.

1) with Regarding Lead

2) with Regarding Account

3) with Regarding Opportunity

Somehow, the default document location of Account and Opportunity is same as that qualified Lead.

Using Power Automate you can create default folder for Account or Opportunity. Check below links, they might be helpful to create default locations for Account and Opportunity.

https://2die4it.com/2019/03/08/automate-sharepoint-document-locations-creation-in-dynamics-365-ce-with-flow-1/

https://2die4it.com/2019/03/08/automate-sharepoint-document-locations-creation-in-dynamics-365-ce-your-way-with-flow-2/

Best Regards,

Madhu

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