Description for attachments

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Posted on by CRMISKEY

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Hello,

I know we can upload attachments under Documents related view but the pop up dialog has just two options, one to browse the file and another to whether or not overwrite the file. I am looking to add third option say "Comments" field to capture a brief description about the uploaded document. Does anyone come across this scenario? How do I map that comments field to that upload pop dialog and propagate all the way to sharepoint?

Thanks!

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Kokulan 18,054 on at

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Hi

There are third party solutions that you could consider to add meta data to documents uploaded, the following are a few examples of third-party solutions

www.crmsoftwareblog.com/.../crm-metadata-saved-sharepoint-columns

debajmecrm.com/.../dynamics-crm-sharepoint-metadata-manager-attachment-extractor

You could also think about your own solution, by creating new Content Type, please refer to the following links

support.office.com/.../create-or-customize-a-site-content-type-27eb6551-9867-4201-a819-620c5658a60f

support.office.com/.../add-columns-to-a-content-type-1806e29e-8bcd-4058-b0e7-3aac40a3ae9a

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RaviKashyap 55,410 Moderator on at

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Hi,

You won't be able to use the Documents functionality (SharePoint document) to add a column to have comments. I had similar requirements where I need to upload specific type of document with some comments. I achieved this by Creating a custom entity called "Upload Documents" and enable notes for this along with 2 field ( Document Type & Description). I then added a relationship of Upload Document entity with my main entity. So now whenever user needs to upload document, they need to create a record for "Upload Document" entity and then select the type, description and upload it through notes.

Hope this helps.

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CRMISKEY 180 on at

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Hi Ravi,

If i understand your comments right, you have a main entity (say X) and created a custom entity called "Upload Documents" with two custom columns along with note enabled. and there is a relationship existing between X and Upload Documents (X parent and Upload documents as child). when user creates a record in upload documents and populate document type and description, they will also attach document using notes section. correct?

1) notes section by itself will allow multiple attachments so how would a user populate the document type and description for more than one note? if you are restriction just one note record with one attachment then it is fine.

2) so these documents are not stored in sharepoint right? because the attachment itself is in notes and hence stored in CRM. correct?

appreciate your response.

thanks!

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RaviKashyap 55,410 Moderator on at

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1) I didn't restrict the attachments. In my case, user select the Document Type (custom field) and then upload the documents. We have educated our customer's to create Upload Document record for each type of document they want to upload.

2) Yes, the documents stored in notes remain in CRM.

Sorry if it doesn't suits your requirement :(

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CRMISKEY 180 on at

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Thanks Ravi. This is sort of what i was looking for.

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Linn Zaw Win 3,407 on at

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For those who are still looking for the solution for similar requirement, I have blogged about how to capturing custom column (field) metadata for the SharePoint document file uploaded via model-driven app interface is possible with the File Field of CDS and the Common Data Service (current environment) connector and SharePoint connector in Power Automate.

https://linnzawwin.blogspot.com/2020/09/sharepoint-document-upload-in-dynamics.html

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