How To Achieve Perfect Dynamics 365 Integration With SharePoint Online
You can have Dynamics 365 and SharePoint installed in your business environment. However, are you making the most of their capabilities? If not, it’s time for you to consider a Dynamics 365 and SharePoint Online integration.
As you probably know, Microsoft is a trusted name when it comes to providing different products designed to meet the growing business needs, and SharePoint is among these products. SharePoint works well with MS Office and offers a dependable storage and document management features.
Remember that document and record management is one of the most essential business aspects you should never neglect. This results to expanding the business criteria by adding features through Dynamics 365 and SharePoint integration.
Achieve perfect Dynamics 365 integration with SharePoint Online.
Dynamics 365 Overview
Dynamics 365 is one of the Microsoft business apps designed to provide a competitive advantage to a business everywhere. It focuses on core manufacturing, distribution, and accounting needs. The value it brings to your business increases your scalability, control, efficiency, and automation.
This business software program includes enhanced communication, task automation, live data tracking, insightful data analytics, etc. Once you adopt it to your business, you can improve your customer service.
SharePoint Online Overview
SharePoint utilizes list databases, workflow apps, and other security features and web components for empowering business teams to collaborate more efficiently than ever. This web-based collaboration system enables your organization to control access to critical data while automating the workflow process in multiple business units.
SharePoint’s MS cloud version called “SharePoint Online” offers lots of additional integration capabilities. This version is paired in functionalities with other Microsoft package offerings with an MS 365 or Office 365 license. You can check the SharePoint Online Cost and Licensing.
With SharePoint Online, you can increase the information visibility and productivity of your employees across all verticals. It focuses on intranet-based cross-collaboration enabling safe and secure workflow collaboration, content management, and data sharing over the Internet.
What Can You Expect from Dynamics 365 Integration with SharePoint Online
Your sales team faces one of the most challenging obstacles, which is handling prospective customers, requiring a large volume of paperwork before closing a deal. They also find keeping track of specifications, descriptions, purchase orders, quotations, etc., an overwhelming task. You may find it challenging to manage your disparate documents in one location.
You can solve these issues by integrating Dynamics 365 and SharePoint Online. Below are the things that will happen once you integrate Dynamics 365 and SharePoint Online:
- Enables you to search for sales collateral or customer data within the enterprise search or core intranet;
- Activates the workflows of SharePoint, including SharePoint form development that updates your Dynamics 365 data or SharePoint page development dedicated to project or customer details;
- Keeps your team on new opportunities and innovations logged in the Dynamics 365 necessary for checking the potential conflicts of interests;
- Offers a single data source relying on displaying customer data that you can link to your other projects.
- Enables configuration with most CRM entities like Opportunities or Accounts and even the custom entities you built;
- Leverages the dedicated MS SharePoint folder where you can organize and manage the documents as per CRM record basis;
- Allows you to view the file uploaded to the integrated SharePoint directories outside the Dynamics 365 framework.
How to Integrate Dynamics 365 with SharePoint Online
Do you a Dynamic 365 v9.0 and SharePoint Online and want to leverage your operations? Then, integrate them to work together with the easy steps below:
Step 1: Settings
First, you need to go to the settings. It is located on the top right and presented in a cogwheel icon. Select the “Advanced Settings” option. If you cannot find it, it means that you did not log in as a user.
Step 2: System
Next, open the “Settings. Then, select the “System” and the “Document Management” options.
Step 3: Configure Server-Based SharePoint Integration
Once you are in the “Document Management, select the “Configure Server-Based SharePoint Integration” option.
Step 4: Online
A wizard will pop up on your screen and ask you if your SharePoint is “On-Premises” or “Online.” As you know, SharePoint integration connects to either on-premise or online. In fact, it can connect to multiple sites. However, it has to be either on-premises or online. Here, you need to select “Online.”
Step 5: SharePoint Site URL
Now that you have selected the “Online” option, it’s time to enter the SharePoint Site URL you wish to use. All you need to do is copy the URL from the SharePoint site’s main page. Then, a wizard will appear to validate the information after you click the “Next” button.
Step 6: Finish
Once the validation is successful, the last step is to enable the “Server-Based Integration SharePoint Integration” option. Do it by clicking on the “Finish” button.
Step 7: Document Management
Now, you can go back to the “Document Management” screen. Then, choose the entities that need to be enabled for your SharePoint folders.
Step 8: Document Management Settings
Click on the “Document Management Settings” option, and a window will appear. From there, check the entities you want to store documents against. Then, click on the “Next” button.
Step 9: Define
Your next step is to define the folder structure with different options.
Do not check the “Based on entity” checkbox alone because you will not create folders automatically. Check the “Based on Entity” checkbox and select the “Account” option to ensure that the structure has an account and becomes the primary folder while the sub-folders are created under it. Then, check the “Based on Entity” checkbox and select the “Contact” option to ensure that the structure starts with the primary folder while the sub-folders are created under it.
Step 10: Next
After making your selection, you need to click on the “Next” button. It will take a little moment before completing the document libraries creation. Once completed, click on the “Finish” button.
There you have it! The Dynamics 365 and SharePoint integration is finally live. From the Dynamics 365 side, you will find the document option below the enabled entities. From the SharePoint side, you will find the Account folder. You will also see the folder for the particular account as well as the documents stored inside.
What are the Top Advantages of Dynamics 365 and SharePoint Integration
With the combination of Dynamics 365 and SharePoint Consulting, expect additional features to improve your efficiency and productivity. Below are some of the advantages after the integration:
Enhanced Collaboration and Teamwork
If you have a new project, different teams have a chance to collaborate. The integration allows an online integration that results in real-time collaboration with revisions or edits available to all sides. Even if your team is non-CRM, SharePoint enables them to get engaged and improve their abilities and productivity.
After completing the integration, each entity will have a specific library dedicated to Document Management. All files are automatically recorded in the folder that enables an innovative file linking. Having a centralized platform means enhanced collaboration, reporting, and communication. Plus, you can view and work on various documents from Dynamics 365 and SharePoint.
Another advantage of combining Dynamics 365 with SharePoint is that you can easily synchronize the SharePoint library with the Microsoft Delve, Outlook, and desktop library. As a result, you can provide data access to those non-Dynamics 365 users.
No matter where your teams are, they can keep their productivity. Since the integration provides a centralized platform, you can team can access that integration on any device. So, critical data and documents are always available to them.
When it comes to updates, cloud access guarantees that programs and features are regularly updated. Plus, Microsoft ensures that software patches are quickly provided as quickly updated. That way, bugs, and errors are quickly corrected and fixed.
SharePoint offers up to 10GB with extra GB storage for $.20, while Dynamics 365 offers 5GB and extra GB storage for $10. Remember that they slowly accumulate the available storage if you store different file types until you only have a little space to store other critical data.
If you worry about your storage capacity, it is best to integrate Dynamics 365 with SharePoint to get a larger storage space. Besides more cost-effective storage upgrade costs, rest assured that you can store all essential documents and data with no worries.
As a reliable business tool, Dynamics 365 helps many organizations improve customer service efficiency while making an effective decision, design, and implementation. However, if you want to make the most of its functionalities with additional features, you can consider integrating it with SharePoint. You can improve all your data, file, and record management while reaping the monetary benefits of the integration.
As you can see, the integration process is very straightforward. In a matter of a few minutes, you can set up the Dynamics 365 and SharePoint integration. If you are ready for new business opportunities, get the integration started!
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Sas Chatterjee is a Senior Architect with EPC Group. His focus lies in making sure that the execution of each engagement is delivered in a forward compatible, best practices manner. Sas is an extremely devoted professional and takes each project he is assigned very seriously. During the project execution phase, Sas invests the time needed with his clients to gain a full understanding of their requirements and develops a roadmap for achieving their desired end goal.