Document management with CRM 2013

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Posted on by Sterling Laborie

We've just started using CRM 2013 online for our charity firm. Right now we're storing documents in the notes section of the accounts form. Is this good practice? We have heard that it is better to operate document management using Sharepoint instead but not sure of the costs involved in setting that up.

Please let me know your thoughts and suggestions.

Thank you.

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Inogic 24,102 on at

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Document management with CRM 2013

Hi,

Using the Notes section of the accounts form in CRM 2013 to store documents is a common practice and can work for smaller-scale document management needs. However, as your organization grows, and you have more documents and require better organization and accessibility, it's a good idea to consider integrating SharePoint or a similar solution. Here are some thoughts and suggestions on this matter:
1. Scalability and Organization: Storing documents in the Notes section can become messy and hard to manage as the volume of documents increases. SharePoint provides a more structured and scalable way to organize, categorize, and search for documents.

2. Access Control: SharePoint allows you to set fine-grained permissions on documents and folders, ensuring that only authorized users can access specific information. This is important for maintaining data security and confidentiality.

3. Cost Considerations: While SharePoint is a powerful tool for document management, it may come with additional costs, such as licensing and setup. It's essential to evaluate the cost-benefit ratio and consider whether the advantages it offers align with your organization's needs and budget.
Given these considerations, Attach2Dynamics seems like a promising solution for your charity firm. It seamlessly integrates Microsoft Dynamics 365 CRM and external cloud storage services like SharePoint, Dropbox and Azure Blog Storage, offering the following benefits:
1. Real-Time Sync: Attach2Dynamics allows you to automatically move all your Dynamics 365 CRM attachments, notes, and documents to your preferred cloud storage in real time. This ensures that your documents are consistently up to date and accessible.

2. Streamlined Access: It provides a simplified view of all your files and folders stored in cloud storage directly within the Dynamics 365 CRM environment. This means that you can access and manage documents without leaving your CRM platform.

3. Common File Operations: Attach2Dynamics simplifies common file and folder operations, such as drag and drop, upload, delete, rename, and more, all within Dynamics 365 CRM. This makes it easier for your team to manage and collaborate on documents.

4. User-Friendly: Users don't need extensive technical knowledge to manage documents within the CRM environment, as Attach2Dynamics provides a user-friendly interface.

Download your free 15 days trial from Inogic website or Microsoft AppSource to get started!

Thanks!
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Community Member Microsoft Employee on at

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RE: Document management with CRM 2013

Hello,

Find the below links which should clarify all your queries and doubts :

msdn.microsoft.com/.../gg327818.aspx

Also find the steps mentioned in this link for integrating SharePoint with CRM 2011 and it should be the same for CRM 2013 :

msdn.microsoft.com/.../jj863709.aspx

Thank You.
Michael Hammons on at

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RE: Document management with CRM 2013

Hi Stirling,

You will probably get different opinions on whether this is a best practice or not. I am of the opinion that it depends more on your needs and not a yes/no question. I have seen many people use Notes and Attachments successfully and with no issues.

The main challenges are

Documents/attachments end up in different places, i.e. on the notes, appointment, task, etc. entities. So this is multiple places people need to look for attachments.

One also does not get any interaction capabilities as they would with SharePoint e.g. file preview, sharing, editing, etc.

Notes also does not have any version control, whereas SharePoint will provide this.

So, if you just need basic document storage/attachment, this will work fine. I generally recommend people go with SharePoint for the above reasons and many more. There are lots more collaboration capabilities, workflow, lists, sites and other features that enhance the user experience.

One can get SharePoint Online for as low as $3/user/mo, which is a bargain for getting it up and running quickly and no need to mess with servers and infrastructure. You can step up to full Office 365 for $15/user/mo or less. The office web apps/online editing, version control, search and document management capabilities all make this a worthwhile investment. Both will integrate with Dynamics CRM either on-premise or online and can be configured in about 15 minutes or less.

Mike