SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM. Release Notes

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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

2 Revision History Date Description of Change Author Information October 2016 Initial Release Debajit Dutta ii SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

3 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 365 (Online & On-Premise) Microsoft Dynamics CRM Microsoft Dynamics CRM 2016 (8.1 Version) (Online & On- Premise) Microsoft Dynamics CRM 2016 (8.0 Version) (Online & On- Premise) 1 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

4 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. 2 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

5 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. 3 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

6 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 4 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

7 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). 5 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

8 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. 6 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

9 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 7 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

10 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. 8 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

11 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 9 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

12 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. 10 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

13 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). 11 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

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15 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. 13 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

16 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. 14 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

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18 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. 16 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

19 v. Edit the Sharepoint Metadata : All the existing Sharepoint metadata can be edited by clicking the Edit icon ( ) against each metadata. 17 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

20 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. 18 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

21 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. 19 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

22 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. 20 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

23 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. 21 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

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25 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. 23 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

26 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' 24 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

27 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. 25 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

28 There is option to enter values for sharepoint metadata while uploading the file 26 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

29 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. 27 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

30 For Example : In the below record I have an file x.txt with contents as shown below 28 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

31 Now I will overwrite the content of x.txt from the contents of other file y.txt y.txt 29 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

32 New Content of x.txt : This is used to delete the attachment from Sharepoint. 30 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

33 Open Location: This is the setting which on click takes you to the respective folder in the sharepoint for the CRM record. 31 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

34 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 32 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016

35 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 info@xrmforyou.com ********** 33 SharePoint Attachment Extractor and Metadata Manager for Microsoft Dynamics CRM Release GuideOctober 2016