Move Note Attachments into Documents or save them to SharePoint?

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Hello there!

I'm relatively new to the world of Dynamics and I'm running into an issue with a project we are currently working on. We are trying to find a better way to store documents. Before I came on, we had been using note attachments. Since that project was setup, there's been a big push toward SharePoint and at the same time our CRM storage is starting to get eaten up.

I have integrated Dynamics with SharePoint and we can now store and access documents saved in Dynamics on SharePoint, which is great. It still leaves us with the project that has saved and is still saving files in Notes. I've looked around Dynamics and Flow to see if there's a way I can move these files attached to Notes into Documents (and therefore, SharePoint) but I have yet to find a way to do that.

It doesn't look like Dynamics has a built in way of doing this. As far as I can see, the easiest way to take care of this only in Dynamics is to literally download the file from the note and upload it in the record's documents.

Flow got me a little closer, but it can't generate a decent entity-based naming scheme (it only allows for the GUID and not the record name string) and it creates a base64 file that can't be worked with.

Let me know if I forgot a piece of information that would be helpful in solving this problem. This is my first post on the forums and I appreciate all the help (on the program and the forum etiquette) that you're able to give me.

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Inogic 651 on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

Hi mstr,

You can try using Attach2Dynamics, it offers all the features you are searching for and also, in future Attach2Dynamics will support moving of attachments to Azure Blob Storage.

Hope this helps.

Thanks!

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Community Member on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

Hi Vipin! I have gone through your blog and eventually find the solution, great work though!

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Vipin J 1,603 on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

I here created a generic custom workflow to copy Notes and attachment from one entity to another. It is not the exact solution, but can give you a thought of moving it to sharepoint.

https://vjcity.blogspot.com/2018/12/generic-utility-to-copy-notes-and.html

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Drew Poggemann 4 on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

Hi Chakka, not sure if this is still valuable for you but we have used the following for our past two customers: www.mscrm-addons.com/.../AttachmentExtractor

Another customer we have utilizes the Power Objects PowerAttachment as well.

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chakkay 594 on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

Hi Thomas,

Perfect! It worked for me as per your suggestion, i moved all attachments to sharepoint. But now how should i detach or remove attachments to notes using SSIS kingswaysoft (thus reducing CRM space) or how do i delete only the attachment without deleting the notes?

Thanks in advance

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Community Member on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

I'm still trying to convince the higher ups that we need to use Azure more. Maybe this will be a great excuse to dip our toes in. Thank you!

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Thomas David Dayman 11,323 on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

Hi,

You could use this:

https://appsource.microsoft.com/en-gb/product/dynamics-365/microsoft_labs.96257e65-dbbe-43db-b775-77cf1609530c?tab=Overview

This video shows how it works:

https://www.youtube.com/watch?v=tLv4KJE4VCo

It dynamically adds Notes to Azure storage and is all works oob. But it wont take all your Notes you have already and move them into storage.

However what I have done is I created a SSIS KingswaySoft Package which will find all notes where isDocument = Yes and will move them to SharePoint. This runs every 2 weeks and just runs in the background overnight. It also replaces that Note with a URL link to the original attachment. But this took some time to figure out how to build this.

But this is limited as I am only looking at one entity which is taking up a lot of space. So its not a perfect solution. You will probably need to write some plugin to do this.

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Aric Levin - MVP 30,190 Moderator on at

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RE: Move Note Attachments into Documents or save them to SharePoint?

Hi,

You can do this either with custom code, or most likely with SSIS (KingswaySoft connector).

AFAIK, there is no other custom way of doing it.

Found an old article with code on how to do this if you are interested:

vikramxrm.blogspot.com/.../copy-ms-crm-2011-attached-documents-in.html

Good luck.

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