Manage your SharePoint documents and document locations in Dynamics 365 Sales Professional

With Dynamics 365 Sales Professional, you can store your documents on Microsoft SharePoint and manage them from within your app.

The documents that you create in the Sales app are stored on SharePoint and are automatically synced to your desktop and mobile devices.

Note

Before you can use SharePoint to store documents, it must be enabled by your system administrator.

Important

This feature requires that you have an Office 365 subscription or a subscription to an online service such as SharePoint.

What record types support document management?

By default, SharePoint is enabled for the following entities:

  • Account

  • Contact

  • Lead

  • Opportunity

  • Quote

  • Invoice

  • Product

  • Appointment

  • Task

  • Phone Call

Where do you access the documents from?

For record types that support document management, open the record, select the Related tab, and then select Documents.

Documents option in Related tab

What happens when you navigate to the Documents tab the first time?

When SharePoint is enabled for record types that support document management, a default document location (folder) is automatically created on SharePoint the first time you go to the Documents tab. The name of the document location is in the following format: <record_name>_<record_id>.

View existing SharePoint documents

Open a Document list for an entity record. For example, for an opportunity record:

  1. In the site map, select Opportunities.

  2. Open an opportunity record.

  3. Select the Related tab, and then select Documents.

    Documents tab showing the Documents list or Documents Associated Grid in a form

  4. Select Document Location to filter the document list. Select from the available document locations.

Create a new document

To create a new SharePoint document in your app:

  1. Go to the record you want to create the document for, and select the Documents tab.

  2. Navigate to the location where you want to create this new document.

  3. Select New, and then choose a document type such as Microsoft Word, Excel, PowerPoint, or OneNote.

    You can also create a folder from here.

  4. In the Create a New Document dialog box, enter a document or folder name.

    Create a new Word document dialog box

  5. Select Save.

    The document is created and is located in your current location in the folder hierarchy.

    If you create a folder, you’ll be able to see a folder hierarchy at the top of Documents list.

    Form showing folder hierarchy in documents list

    Select the folder name to navigate between the folders.

Upload a document

To upload an existing document to SharePoint from your app:

  1. Go to the record you want to create the document for, and select the Documents tab.

  2. Select Upload.

  3. Select the file you want to upload. You can select only one file at a time.

    The document is created in the folder of the current document location you’re in.

    Note

    You can upload a file of up to 50 MB in size. If your internet connection is slow, you might get an error while uploading large files.

  4. If a file with the same name exists in SharePoint, choose whether you want to overwrite the file.

  5. Select Upload.

Manage SharePoint locations

You can create new or edit existing SharePoint locations from your app.

In the Documents list:

  1. To open the location, on the command bar, select Open Location, and then select the location.

    Open document location from a record

  2. To edit the location, on the command bar, select Edit Location > <location name>.

    The Edit Location dialog box appears.

    Dialog box to edit a SharePoint location

  3. The display name, parent site, and folder name are automatically populated. Provide the new location details, and select Save.

  4. To add a location, on the command bar, select Add Location.

    The Add Location dialog box appears.

    Dialog box to add a SharePoint location

  5. The display name, parent site, and folder name are automatically populated. Change the details if required, and then select Save.

Create folders

1.  To create folders to store documents in, on the command bar, select New > Folder.

2.  In the Create a New Folder dialog box, enter a name for the folder, and select Save.

Note

If your folder name contains a slash (/), Dynamics 365 Sales Professional creates nested folders. For example, if you enter the folder name as Bike/2001, two folders are created: "Bike" and "2001". The 2001 folder is created inside the Bike folder.

Actions on documents

When you select one or more documents in the Documents list, you can take these common SharePoint actions on the documents:

  • Edit
  • Delete
  • Check in
  • Check out
  • Discard check out
  • Edit properties

See also

Configure Dynamics 365 Sales Professional to integrate with SharePoint
Manage your customers
Overview of Dynamics 365 Sales Professional