SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release Notes Release Date: October 2016 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release Guide Version 1
SharePoint Attachment Extractor and Metadata
Manager for Microsoft Dynamics CRM
Release Notes
Release Date: October 2016
SharePoint Attachment Extractor and Metadata Manager for Microsoft
Dynamics CRM
Release Guide
Version 1
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ii SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016
Revision History
Date Description of Change Author Information
October 2016 Initial Release Debajit Dutta
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1 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016
Overview
Microsoft SharePoint Server is a collaboration and content management application that
simplifies how people store, find, and share information. It helps people to collaborate
effectively by having secure access to documents and information that they require to
make business decisions.
Off late SharePoint integration enables document management capabilities in Microsoft
Dynamics CRM. Despite many evolutionary features still there are lot of scenarios Where
Dynamics CRM users face in their day to day life which cannot be achieved by Out Of
Box Dynamics CRM SharePoint integration. Some of the features which are still missing
in the Out of box integration are as below
❖ Managing Sharepoint Metadata from within the Dynamics CRM application.
❖ Multiple File upload at one go.
❖ Automatically moving attachments from Notes (annotation) entity to Sharepoint.
❖ Implementation of CRM security on Sharepoint point attachment section.
❖ Seamless Sharepoint attachment from within CRM entity forms.
SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics
CRM Tool developed by XrmForYou is designed to achieve all the above functionalities
for Dynamics CRM – SharePoint integration.
Installation Requirements
Components Supported Version
Microsoft Dynamics CRM
Microsoft Dynamics 365 (Online & On-Premise)
Microsoft Dynamics CRM 2016 (8.1 Version) (Online & On-
Premise)
Microsoft Dynamics CRM 2016 (8.0 Version) (Online & On-
Premise)
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Microsoft Dynamics CRM 2015 (7.0 Version) (Online & On-
Premise)
SharePoint
SharePoint Server 2016 (Online & On-Premise)
SharePoint Server 2013 (Online & On-Premise)
Prerequisites
Prerequisites
Your CRM environment must be enabled for Out Of Box SharePoint Integration to use
our SharePoint Attachment Extractor and Metadata Manager for Microsoft
Dynamics CRM Tool.
This tool can be can be used on all the versions of Microsoft Dynamics CRM and
SharePoint which are available and supported for Microsoft Dynamics CRM and
SharePoint integration.
Deployment Steps
❖ Login into your Microsoft Dynamics CRM application with a user having System
Administrator role (also Deployment Administrators for On Premise).
❖ Import the “XrmForYou.SharePointIntegrator “solution into your CRM
application and publish it.
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Setting Security Role to Users
❖ You should assign “Sharepoint Metadata Reader” security role (which comes
with the tool) to all the users who want to use Sharepoint integration.
Note
❖ The SharePoint Attachment Extractor and Metadata Manager for
Microsoft Dynamics CRM Tool works based on the security model of CRM
and access to files in sharepoint attachment section is based on the User’s
access level in CRM.
Navigation
Once SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics
CRM Tool is deployed to CRM, Please navigate to “Settings” area and you can find the
“Manage SharePoint Metadata” menu under the “SharePoint Metadata” subarea.
This lands the users in the Manage Sharepoint Metadata Configurations page where
you configure and manage all the sharepoint metadata settings and also settings for
Dynamics CRM entities which are enabled for the Sharepoint integration.
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Manage Sharepoint Metadata Configurations page helps to configure and manage
all the sharepoint metadata settings and also settings for Dynamics CRM entities which
are enabled for the Sharepoint integration.
Manage Sharepoint Metadata Configurations Page
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Key Features
SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics
CRM will allow you to easily configure and manage all the sharepoint metadata settings
from inside Dynamics CRM application.
The tool provides the following functionalities
❖ The tool provides an option to register a sharepoint user credential which have
elevated privilege in Sharepoint through which Sharepoint metadata will be
created in sharepoint from Dynamics CRM application.
❖ Create, Update and Manage Sharepoint metadata (attributes).
❖ Can create and manage entity based or file based metadata in sharepoint to
manage your sharepoint integration efficiently.
❖ The tool works based on the security model of CRM and access to files in
sharepoint are based on the User’s access level in CRM.
❖ Attachments are automatically moved to sharepoint from Notes entity from CRM
based on User’s configuration.
❖ The Tool will dynamically inserts a Sharepoint Document attachment section on
the entity forms based on the User configuration.
❖ Can Upload multiple files (Max up to 5 files).
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Manage Sharepoint Metadata Configurations
Manage Sharepoint Metadata Configurations page helps to configure and manage
all the sharepoint metadata settings.
Manage Sharepoint Metadata Configurations page consists of two main sections as
below
➢ Register Sharepoint User
➢ Manage Sharepoint Metadata Configurations
Register Sharepoint User
This section is where you can register your sharepoint User which have elevated
privilege to add or modify metadata (attributes) in Sharepoint.
This registered credential will be used to create or update metadata (attributes) in
sharepoint when you add Sharepoint metadata (attributes) from Dynamics CRM using
the SharePoint Attachment Extractor and Metadata Manager for Microsoft
Dynamics CRM tool.
Note
The User Name and Password registered here will be encrypted and stored securely in
Dynamics CRM so the credentials are secure.
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Manage Sharepoint Metadata Configurations This is the section of the tool where you will have the options to configure and manage
the settings for Dynamics CRM entities which are enabled for the Sharepoint integration
and manage all the sharepoint metadata settings.
First select an entity from the “Select an Entity” dropdown for which you want to
configure the settings.
Note
Only the entities which are enabled for Sharepoint integration in CRM will be available
in the “Select an Entity” dropdown.
If you see in the above screenshot only the four entities “Account”, “Contact”,
“Opportunity and “Lead” are enabled for sharepoint integration.
Manage Entity Settings
Once an entity is selected, let us see the different settings available in detail:
i. Move attachments to Sharepoint when uploaded in CRM : This is the
setting by which you can configure to automatically move attachments from
Dynamics CRM to sharepoint the moment the file is attached to the records of
the entity in CRM.
For Example : If the above setting is enabled for “Account” entity then
whenever an user attach an attachment for any account record then that
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attachment will be automatically move to Sharepoint and the file will be
showed in the Sharepoint attachment section on the form(s) of the entity.
Once the above setting is enabled then there will be another setting “Delete
attachments in CRM once moved to CRM” available to configure.
ii. Delete attachments in CRM once moved to CRM : This is the setting by
which you can configure to automatically delete the attachments from
Dynamics CRM once the file attachment is moved to sharepoint.
iii. Enable for Embedded View :
This is the setting by which you can configure to dynamically insert (embed)
the Sharepoint Attachment section into forms of the selected entity.
This setting works together along with the “Form(s) to show Embedded
View”.
iv. Form(s) to show Embedded View :
This is the setting by which you can configure to which form of the selected
entity, the Sharepoint Attachment section should be dynamically inserted and
shown.
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This setting will only list all the available main forms of the selected entity and
not any other forms of the entity like “Mobile form”, Quick Create form or
Quick view form.
Once a specific form is selected in this setting then the “Sharepoint
attachment” section will only be available on the selected form of the entity.
For Example: As per the above screenshot I have selected the “Sharepoint
attachment” section to be embedded only on the “Information” form of the
Account entity not on the “Account” form of the Account entity then if see on
the Account entity forms will be like the below.
“Information” form on which “Sharepoint attachment” section embedded
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“Account” form on which “Sharepoint attachment” section not available
Add / Edit Sharepoint Metadata
Note
Please remember to first configure the CRM entity form settings accordingly which are
described above before you create Sharepoint metadata for the entity.
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This is the section of the tool where you will have the options to create, manage
and delete the Sharepoint Metadata (attributes) settings for the selected
Dynamics CRM entity.
Click on the icon to add the sharepoint metada in Sharepoint for the
attachments of the selected Dynamics CRM entity.
Once is Clicked, there will be a popup where you have to enter the below
mandatory details of the Sharepoint metadata you want to add.
i. Display Name : This is the Display name for Sharepoint metadata field
which will be displayed in Dynamics CRM.
ii. Name in Sharepoint : This will be the name for the Sharepoint metadata
field in Sharepoint side.
iii. Metadata Type : This is the field which represents the type of the
metadata field and this has two options as
a. Map To Existing Values: If the CRM administrators wants to restrict
the users to select the value for a Sharepoint attribute (metadata) from
a predefine list of options then they can create a global option set with
the predefined options and then set the Option set in the” Map To
Existing Values” in the Metadata type property of the Sharepoint
attribute (metadata) so that the users can select only the options from
that particular global Option set.
Example: For Example, consider if you are creating a
Sharepoint metadata (attribute) named “Document type” for
Account entity and you want users to choose from only two
options as “financial” and “Non-financial” for Document type
attribute while uploading a document for an account, then this can
be achieved by creating a Global OptionSet which contains two
options as “financial” and “Non-financial” and set it for Metadata
type of the Document type attribute (metadata).
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b. Write In: If the CRM administrators wants to give the option for the
users to text in the values for the SharePoint metadata then they can select
“Write In“ for the metadata property for the Sharepoint metadata
(attribute )so that the users can enter the text input for the metadata while
uploading a document for the entity.
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Example: For Example, consider if you are creating a Sharepoint
metadata (attribute) named “User Remarks” for Account entity and
you want users to enter their remarks for the documents they
upload for accounts, then this can be achieved by selecting “Write
In” option for the “metadata type” property while creating the
“User Remarks” attribute (metadata) for sharepoint.
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iv. Show in CRM : This is the setting by which you can configure whether you
want to show the particular sharepoint metadata in CRM view or not.
Example: For Example, consider the already Sharepoint metadata
(attribute) named “Document Type” for Account entity and you
can control whether this metadata (attribute) to be shown it or not
by configuring the “Show in CRM” property of the metadata
accordingly.
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v. Edit the Sharepoint Metadata : All the existing Sharepoint metadata can
be edited by clicking the Edit icon ( ) against each metadata.
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vi. Delete the Sharepoint Metadata : All the Custom Sharepoint
metadata added for each entities can be deleted by selecting the
metadata you want to delete and then clicking on then Delete icon ( ).
The Metadata (attribute) named “fourth Field” is deleted from sharepoint.
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Sharepoint Attachment Section on the Entity Forms
Once the XrmForYou.SharePointIntegrator “tool has been setup in CRM
environment, you can configure the sharepoint attachment section to be
appeared on specific forms of respective entities based on your needs. This
can be controlled by the “Form(s) to show Embedded View” setting on the
Manage configuration page.
Example: In the below example, Sharepoint section is configured to show on
the “Information” form of the “Account” entity.
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Now Let us see the features and Options available on the “Sharepoint” attachment
section.
NEW ( ):
This option is only available and more useful in CRM online where you can click
on the icon to directly create documents using Microsoft office online directly
from inside the attachment section on the CRM entity form and this will be attached as
attachment in Sharepoint for the respective CRM record.
Note
Please note that NEW ( ) will not be available in Microsoft Dynamics CRM On-
Premise SharePoint integration.
The below are the supported document format wwhich can be directly created from the
option. Word, Excel, PowerPoint, One Note.
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21 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016
Since the tool allows you to enter and manage Sharepoint Metadata (attribute) from
CRM so when you create a new document from the attachment section you will have
option to fill in the values for the sharepoint meteadata already created for the
respective CRM through the configuration page of this tool.
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Note
If you create a document using the option with the same name as of other
existing attached document of same type for the same CRM record then the existing
document will be overwritten with the contents of the newly created document.
Upload :
This is the option which is used to upload the files from your computer
(files) to sharepoint as attachment for CRM records through our sharepoint attachment
section on the entity forms.
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Note
Users can configure the File formats they want to upload using the SharePoint
Constant entity.
The below file formats are some the supported file formats for upload.
'.doc', '.docx', '.xls', '.xlsx', '.ppt', '.one', '.txt', '.png', '.jpg', '.gif', '.pdf', '.zip',
'.pptx', '.jpeg', '.xml', '.html', '.rar', '.cab', '.bitmap','.rtf'
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Points to Remember
❖ Maximum of five files can be uploaded at one go.
❖ Users can configure the Maximum file size to upload using the SharePoint
constant entity and advisable size of individual files should not exceed 20 MB.
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❖ There is option to enter values for sharepoint metadata while uploading the
file
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Overwrite Existing files: If this option is checked and when you try to upload a file with
same name of same type as an existing file then the existing file will be overwritten with
the new file.
If this option is not checked and when you try to upload a file with same name of same
type as an existing file then the new file will be created with the same name appended
with current time stamp.
Sharepoint path: Will be the path of the folder of the current CRM record in sharepoint.
Edit Document : This is setting by which you can edit the already attached
document.Once you click on the button an Edit Properties will open which allows
you edit the metadata for this document.
To edit the content of the already attached file you can just upload a new file of the
same filetype with the edited content then the content of the existing file will be
overwritten with the new content.
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For Example : In the below record I have an file x.txt with contents as shown below
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Now I will overwrite the content of x.txt from the contents of other file y.txt
y.txt
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New Content of x.txt
: This is used to delete the attachment from Sharepoint.
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Open Location: This is the setting which on click takes you to the respective folder in
the sharepoint for the CRM record.
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Search
This feature can be used to search specific text in the contents of all the available
attachments is sharepoint in the context of the particular CRM record. This is a wild card
search.
Searching in sharepoint
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Drag &Drop Files to Upload:
You can drop files into our Sharepoint control on the entity form to upload the files to
Sharepoint from Microsoft Dynamics CRM.
Contact us
For free trial and further info on SharePoint Attachment
Extractor and Metadata Manager for Microsoft Dynamics CRM
Please feel free to write to us @ [email protected]
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