Enable document suggestions to recommend related documents

Applies to Dynamics 365 (online), version 9.x

Enabling Document Suggestions helps your Dynamics 365 web browser and mobile users be aware of important documents related to what they're working on in Dynamics 365 such as a big sales opportunity. You, as the admin, define relevant fields. A recommendation engine using Azure text analytics uses keyword matching to associate related records to find similar documents. You create similarity rules in Dynamics 365 to provide your own similarity logic. Dynamics 365 then presents a list of suggested documents to the user while the user works in the current record.

Document recommendations feature diagram

Note

The Document Suggestions feature doesn't require a connection to the Azure Text Analytics service. If you choose not to use Azure Text Analytics, Document Suggestions will use the built-in keyword matching logic available in Dynamics 365. However, we recommend that you use Azure Text Analytics service for more advanced keyword matching.

Document Suggestions searches other like-entities to determine similarities found in documents located on a SharePoint site, OneDrive, or external location. Suggested documents can be in several different formats such as Word, Excel, PowerPoint, OneNote, Adobe PDF, and text files. When similar documents are found Document Suggestions presents them offering you the ability to open the document or make a copy.

Requirements

The following are required to use Document Suggestions with Dynamics 365.

How it works

The entities that can use Document Suggestions are Contact, Opportunity, Lead, Account, Case, and custom entities.

You can use the built-in pattern matching that is included natively with the Document Suggestions feature, but we recommend that you use Azure Text Analytics service for more advanced keyword matching.

Document Suggestions searches only the locations and documents that the user has access to.

Locations where documents are found are searched in the following order:

  1. SharePoint default site.

  2. Other SharePoint sites.

  3. OneDrive

  4. Office 365 Groups (when solution is installed).

  5. External URL (when configured).

Currently, Document Suggestions does not search attachments that are added to Notes in Dynamics 365 records.

Adding an external URL to search another site

External sites, such as an on-premises SharePoint document library can be included in Document Suggestions by adding an external URL for the site to be searched.

Note

For the best results when using an external site for document suggestions, we recommend that you use Azure Text Analytics, which provides more advanced keyword matching logic. Set the text analytics connection

Once you add the external URL to the enabled document suggestions feature, here is what your users will experience.

  • Web browsers. When you run Dynamics 365 from a Web browser, after clicking Document Suggestions, users can then click Other Recommendations in the Document Suggestions page to display another page that may include more document suggestions found on the external site. Notice that the user may be prompted to sign in to the external site.

  • Mobile apps. For the Dynamics 365 for tablets and Dynamics 365 for phones apps, after clicking Document Suggestions, users can click Other Recommendations, which opens the external site in the devices default web browser that may include more document suggestions found on the external site. Notice that the user may be prompted to sign in to the external site.

Constructing the external URL

The external URL should be constructed in a format that is understood by the external site. For example, for sites that use a construct similar to https://contoso.com/search?{0}, where https://contoso.com/search? is the search URL structure and {0} is the keyword string, Document Suggestions passes the keywords in the {0} parameter. The keywords that are passed to the URL are derived from similar record rules that include entity mappings of Text Match. More information: Create similar record suggestion rules

The values found in the text fields of the similarity rule mappings are used as keywords to build the query that is passed to the external site, similar to the below URL, where keyword is the text values found in the similarity rules mappings and & represents a whitespace that Document Suggestions uses to separate each keyword.

https://contoso.com/search?keywordA&keywordB&keywordC

For an on-premises SharePoint server, you can add an external URL that points to a subsite similar to this, where mysharepoint is the web site name sites is the site name and subsitename is the subsite name.

https://mysharepoint/sites/subsitename/_layouts/15/osssearchresults.aspx?&k={0}

Set up the Azure text analytics connection

To use Azure text analytics with Document Suggestions, an Azure text analytics connection must be configured. More information: Set the Azure Machine Learning text analytics connection

Note

The Document Suggestions feature doesn't require a connection to the Azure Text Analytics service. If you choose not to use Azure Text Analytics, Document Suggestions will use the built-in keyword matching logic available in Dynamics 365. However, we recommend that you use Azure Text Analytics service for more advanced keyword matching.

Define and activate similarity rules

If you have not already defined similarity rules, see Create similar record suggestion mappings.

Enable Document Suggestions

To enable Document Suggestions, do the following:

  1. Go to Settings > Administration.

  2. Go to System Settings > Document Management > Manage Document Suggestions.

  3. In the Select Entities area, select the entities that you want to include in Document Suggestions, and then click Apply.

    Tip

    If the entities (contact, opportunity, lead, account, or custom) aren't listed in the Select Entities area, it is because similarity rules for the entity have not been defined and activated. Create similar record suggestion mappings

  4. Set external URL to include in Document Suggestions. By default, Document Suggestions searches in Office 365 services like SharePoint or OneDrive. If you want to search an external site in addition to the available Office 365 services, such as an on-premise SharePoint site, enter the base URL to the external system. Dynamics 365 will append a search query string to the base URL you provide. More information: Adding an external URL to search other sites

See also