Set up Dynamics 365 for Customer Engagement to use SharePoint Online

Applies to Dynamics 365 for Customer Engagement apps version 9.x

When you use SharePoint Online with Dynamics 365 for Customer Engagement apps, you can:

  • Create, upload, view, and delete documents stored in SharePoint from within Dynamics 365 for Customer Engagement apps.

  • Use the SharePoint document management abilities within Dynamics 365 for Customer Engagement apps, such as checking the document in and out and changing document properties.

  • Enable non-Dynamics 365 for Customer Engagement apps users, such as customers who want to review a bid, to directly access the SharePoint documents, provided they have the appropriate permissions.

Important

This topic is for organizations who wish to deploy for the first time or upgrade to server-based SharePoint integration. After you enable server-based SharePoint integration, you can’t revert to the previous client-based authentication method.

To set up Customer Engagement apps to use SharePoint Online, complete the following steps.

Assign user permissions to the Team SharePoint site

Your Dynamics 365 for Customer Engagement apps and Office 365 users are not automatically allowed access to your SharePoint sites. You must work within the SharePoint site to assign specific permission levels to individual users or groups.

Assign users to the Team site

  1. Browse to the Microsoft 365 admin center and sign in using Office 365 Global administrator credentials.

  2. Open the Office 365 app launcher, and then click SharePoint.

    1. On the left-side menu, click Team Site.
  3. On the Home page, click SHARE (upper-right corner).

    SharePoint Share Settings

  4. To view the default permissions for your team site, click lots of people.

    Share Team site

  5. By default, all users in your Office 365 organization are able to add and edit documents on the Team SharePoint site. To invite others, choose Invite people and add people external to your organization to share documents.

For more information about SharePoint permissions, see Introduction: Control user access with permissions

Configure Dynamics 365 for Customer Engagement apps (online) for SharePoint document management

If you are a new organization and have not yet deployed document management, see Configure a new organization.

If your organization is already using document management with Microsoft Dynamics CRM List Component, you must switch to server-based SharePoint integration. More information: Switching from the list component or changing the deployment

Important

Server-based SharePoint integration uses the entity display name to build the SharePoint library. When you upgrade to server-based SharePoint integration, be sure to check that the display names in your document library on SharePoint match the entity display names in Customer Engagement apps. More information: "Validation Error" when you try to configure server-based SharePoint integration for Microsoft Dynamics CRM Online and SharePoint Online.

SharePoint library name and entity display name

These names should match.

Configure a new organization

If your Customer Engagement apps organization has not deployed document management, when a Customer Engagement apps System Administrator logs in an alert message will be displayed to enable server-based SharePoint integration.

Enable Server-Based SharePoint Integration alert

Note

If you don’t see the alert and have not previously enabled server-based SharePoint integration, clear your browser cache or open Customer Engagement apps using Internet Explorer with InPrivate browsing to have the alert display again. Once you configure server-based integration, the alert will no longer appear.

  1. Go to Settings > Document Management, and then select Enable server-based SharePoint integration.

  2. In the Enable Server-based SharePoint Integration alert click Next.

  3. Choose Online for where your SharePoint sites are located, and then choose Next.

    Select Online as the SharePoint sites location

  4. If your Dynamics 365 for Customer Engagement apps is not connected to a SharePoint online site, enter the URL (for example https://contoso.sharepoint.com) of your SharePoint site that you will use for auto folder creation, and then choose Next.

    Tip

    To see your SharePoint site collections, in the Microsoft 365 admin center, click Admin centers > SharePoint, and then click site collections.

    Enter the URL of the SharePoint site

  5. The URL will be checked for being a valid SharePoint online site and for existing in the same Office 365 tenant as your Customer Engagement apps organization. After enabling server-based SharePoint integration you can’t go back to the previous client-side integration. Choose Enable.

Next steps

Once server-based SharePoint integration is enabled you will need to enable the entities you want available for document management integration. More information: Enable document management on entities

Once server-based SharePoint integration is enabled you can also enable integration with OneNote and OneDrive. More information: Set up OneNote integration and Enable OneDrive for Business (online)

Using Document Management

You are now ready to add document storage locations to the entities you enabled above and start managing documents. Begin by opening a document management-enabled record (for example, Contact).

  1. Browse to your Dynamics 365 for Customer Engagement apps web application.

  2. Choose an account, such as the Adventure Works sample account.

  3. On the nav bar, click the down arrow next to the account name, and then click Documents.

    Select Documents for an account

  4. Click Upload, and then browse to a document to upload to the new folder in your Office 365SharePoint Online Team site.

    Add a document

  5. Select a Customer Engagement folder location, and then click Ok.

  6. To see the document in your Office 365SharePoint Online Team site, click to the left of the document name (you’ll see a check mark), and then click Open Location.

Office 365 Team Site shared document

  1. Click Site Contents to see all the document libraries created for the managed entities you selected.

    The entities you selected to be managed by Document Management appear as document libraries (for example: Account, Article, Case, Lead, Opportunity, Product, Quote, and Sales Literature).

    Office 365 Team Site all libraries

Known issue

SharePoint Online has introduced a new feature that enables a SharePoint or global administrator in Office 365 to block or limit access to SharePoint and OneDrive content from unmanaged devices. For more information, see Control access from unmanaged devices.

You can set access at three levels:

  1. Allow full access from desktop apps, mobile apps and the web
  2. Allow limited, web-only access
  3. Block access

For “Block Access” level, only devices that satisfy the AD trust policy defined by the SharePoint or global admin can open SharePoint site and perform operations.

Impact on Dynamics 365 for Customer Engagement and SharePoint Online integration

When SharePoint Online is configured for “Block Access”, Customer Engagement receives a 401 UnAuthorized response from SharePoint Online for all operations triggered using server-to-server integration. This is because SharePoint Online rejects the AppAssertedUser token (the claims-based token which is used for server-to-server authentication between Customer Engagement and SharePoint Online).

Work around

As a workaround, you can set the unmanaged devices policy to “Allow full access from desktop apps, mobile apps, and the web” on SharePoint Online.

  1. Sign in to https://admin.microsoft.com as a global or SharePoint admin. If you see a message that you don't have permission to access the page, you don't have Office 365 administrator permissions in your organization.

  2. In the left pane, select Admin centers > SharePoint.

  3. In the SharePoint admin center, select access control in the left pane.

    SharePoint access control

  4. Under Unmanaged devices, select Allow full access from desktop apps, mobile apps, and the web.

    SharePoint unmanaged devices allow full accessl

  5. Select Ok.

Information transmitted between Dynamics 365 for Customer Engagement apps (online) and SharePoint when you use server-based SharePoint integration

When you use the document management feature in Dynamics 365 for Customer Engagement apps by using server-based SharePoint integration, the following information is transmitted between Dynamics 365 for Customer Engagement apps and SharePoint:

  • Entity name for the entity that is used to create folders in SharePoint, such as Account, Article, or Lead. To configure the entities that are integrated, go to Settings > Document Management > Document Management Settings.

See also

Manage your documents using SharePoint