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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Scan documents from Dy...
Microsoft Dynamics CRM (Archived)

Scan documents from Dynamics CRM and store in SharePoint

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Posted on by Community Member

Hi Experts, 

Need guidance for the below requirement for one of the customer. 

  1. User wants to see the list of documents in the subgrid of an entity
    1. The above document should be stored in SharePoint
      1. User wants to scan the document from CRM and this scanned document should be automatically stored in SharePoint. 

Please guide the solution if how it is possible. 

Thanks

Vaibhav

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  • Kokulan Profile Picture
    Kokulan 18,054 on at

    Hi

    You can integrate SharePoint with CRM using server-side integration and once its all configured, the documents will be displayed in the documents tab of the record. This is an out of the box feature, you do not have to do any extra work.

    docs.microsoft.com/.../set-up-dynamics-365-online-to-use-sharepoint-online

    When you say scan, I assume it's going to attach the scanned image/document as a note to a particular record. If my assumption is correct, then please see below as to how you can automatically move the document to SharePoint

    You can use the Sharepoint REST API to upload documents from CRM but this will have to be done by custom code.

    As a no-code solution is to create a Flow to move the documents to SharePoint. Have a look at the link below

    community.dynamics.com/.../use-microsoft-flow-to-move-notes-attachments-from-dynamics-365-to-sharepoint

  • Community Member Profile Picture
    Community Member on at

    Thanks Kokulan. Let me re-phrase my problem statement.

    I am aware of setting up SharePoint and moving up the documents to SharePoint.

    What I need here is

    1. How to scan documents from CRM?

    2. Which will automatically upload documents to SharePoint as soon as the document is scanned against record?

    Is it helpful?

    Thanks

    VS

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

    Hi Vaibhav

    Could please you clarify the following ?

    1. How to scan documents from CRM?

    What do you mean by scanning? Are you thinking of using a document scanner or using a camera or some other device to digitalize a document? Please provide a specific example of the scenario. CRM out of the box does not support any scanning unless we integrate or configure some services/devices to do that for us.

    2. Which will automatically upload documents to SharePoint as soon as the document is scanned against record?

    Answer to this depends on how the scanning is done. If the device/service that's going to scan a document attaches that to CRM record as a note, Yes it can be moved to Sharepoint as I outlined in the previous post using a FLow or Custom code. One other option is for this device/service to directly upload to Sharepoint folder location of that particular record.

  • Community Member Profile Picture
    Community Member on at

    1. How to scan documents from CRM?

    I am thinking of using a network connected scanner. Yes, definitely it is a custom solution and that is why looking for approach and best design. 

    2. Which will automatically upload documents to SharePoint as soon as the document is scanned against record?

    Don't think if it is the best approach to bring the scanned document as attachments in CRM first and then executing flow/code to expedite it to SharePoint. What could be other options?

    Thanks

    VS

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

    I think you may end up creating a Windows service / Azure Function that monitors a folder/blob where the documents stored by the Network Scanner.  

    Then, there should be some way for the process to associate a particular document with a CRM record. Once that's in place, the process can then directly upload the document to Sharepoint using SPO RES API.

    docs.microsoft.com/.../upload-a-file-by-using-the-rest-api-and-jquery

    Note: CRM only creates a folder for a particular record in Sharepoint when the user clicks the documents tab for the first time.  So your Windows Service / Azure function may have to create a folder in SP in the right location and also create associated document location record in CRM. If a record already has a document location in CRM, this won't be necessary.

    No using Flow is not the best approach particularly if the document size will be large and when we have a way to upload directly to SPO. I only suggested Flow as quick no-code solution.

  • Community Member Profile Picture
    Community Member on at

    Okay. I was following the same thought but was thinking to keep Azure functions as last resort.

    Will wait for others suggestion. Else, will have to follow your approach.

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