Document management with Microsoft Teams integration

Document management with SharePoint lets you manage common document types, such as Word, Excel, PowerPoint, and OneNote. You can also create folders to save and manage those documents in customer engagement apps (such as Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation), that are stored in SharePoint.

With Microsoft Teams integration with Dynamics 365, you can use document management with Microsoft Teams. It allows a user to co-author documents and automatically sync documents to customer engagement apps using SharePoint. For each tenant, there is a single SharePoint instance. Documents in Dynamics 365 and files in Microsoft Teams are all on the same SharePoint site. The subsites may be different but the root site is the same.

There isn't an automatic relationship between SharePoint permissions and permissions to customer engagement apps. To access documents between Microsoft Teams and customer engagement apps, you need explicit permission to use document management for customer engagement apps and SharePoint. For information: Permissions required for document management tasks

Use the Files tab in Microsoft Teams or the Documents tab in your customer engagement apps, to store and manage documents in the context of a record on a SharePoint Server. Documents are stored on a SharePoint Server that allows a user on Microsoft Teams to access the documents on the SharePoint Server – as long as the user has appropriate permissions.

A user's access to files in Microsoft Teams or customer engagement apps depends on their access to the SharePoint site the file is stored in.

Note

• A guest user in Microsoft Teams will get error message when they try to access a pinned customer engagemnt app record.
• A user who is part of Microsoft Teams channel or team that does have access to customer engagementapps won't have access to the record in Microsoft Teams.

FAQs

1. Will guest users in Microsoft Teams have access to Dynamics 365 app records?

No, they will see an error message when they try to access a pinned record.

2. Will participants of Microsoft Teams chats and channels be able to see the pinned Dynamics 365 app record if they don't have a Dynamics 365 license?

No, they will see an error message when trying to access a pinned record.

3. Can I add a document to my record if it isn't pinned to a Microsoft Teams channel?

It depends on whether your Dynamics 365 tenant has SharePoint integration set up. If you have SharePoint integration enabled, then you can add a document.

If you do not have SharePoint integration enabled, you need to have pinned the record to a Microsoft Teams channel, otherwise you will not be able to add a document to the record.

4. What happens when I add documents to a Microsoft Teams channel connected to a Dynamics 365 app record and then remove a member from the channel?

It depends on if the user has permissions to access the Dynamics 365 app record.

If they have permissions to access the app record, then the user can edit the record in Dynamics 365, but can't access the files from Dynamics 365, SharePoint, or Microsoft Teams.

If they don't have permission to access the Dynamics 365 app record, then the user will get an error and they won't have access to the file from Dynamics 365, SharePoint, or Microsoft Teams

5. What permissions does a user get when I add them to a Microsoft Teams channel that has pinned records and documents added to the files tab?

It depends on if the user has permissions to access the Dynamics 365 app record.

If they have permission to access the Dynamics 365 app record, then the user will able to edit the record in Dynamics 365 and Microsoft Teams. They will also have read, write. delete files from Dynamics 365, SharePoint, and Microsoft Teams.

If they don't have permission to access to your Dynamics 365 app record, then they will get an error, but they'll have read, write, delete permission when they access the file from Dynamics 365, SharePoint, and Microsoft Teams.

6. What is the SharePoint location of the Microsoft Teams files tab versus the associated Dynamics 365 record's documents tab?

The information below applies when SharePoint integration hasn't been enabled for an entity in Dynamics 365.

When adding a file from a Dynamics 365 app record that is linked to a Microsoft Teams channel, the document is stored in a SharePoint folder with the file path [Team Name] > Documents > [Channel Name] > [File Name]. The file is visible in the Microsoft Teams channel's files tab and the Dynamics 365 app record's document associated grid.

Adding a file from a Dynamics 365 app record that is not linked to a Teams channel is not possible, since SharePoint integration isn't enabled.

When adding a file from a Microsoft Teams channel that is linked to a Dynamics 365 app record, the document is stored in a SharePoint folder with the file path [Team Name] > Documents >[Channel Name] > [File Name]. The file is visible in both the Microsoft Teams channel's Files tab and the Dynamics record's Document Associated Grid.

When adding a file from a Teams channel that is not linked to a Dynamics 365 app record, the document is stored in a SharePoint folder with the file path [Team Name] > Documents > [Channel Name] > [File Name]. The file is visible in the Microsoft Teams channel's Files tab.

When a Microsoft Teams channel has multiple Dynamics 365 app records associated with it, the document is stored in a SharePoint folder with the file path [Team Name] > Documents >[Channel Name] > [File Name]. The file is visible in the Microsoft Teams channel from the files tab and the document associated grid for all Dynamics 365 app records associated with the channel.

When a Dynamics 365 app record is linked to a Microsoft Teams channel, files already added to that Microsoft Teams channel show up in the document associated grid for that Dynamics 365 app record.

If a Dynamics 365 app record has been previously associated with a Microsoft Teams channel, and a user associate it with a new Microsoft Teams channel, another document location is added in Dynamics 365 for the new Microsoft Teams channel associated with the record. Users can switch back and forth between the document locations.

7. What is the SharePoint location of the Microsoft Teams files tab versus the associated Dynamics 365 app record's documents tab?

The information below applies when SharePoint integration has been enabled for a Dynamics 365 entity.

When adding a file to a Dynamics 365 app record that is linked to a Microsoft Teams channel from the document location for the Microsoft Teams channel, the document is stored in a SharePoint folder with the file path [Team Name] > Documents > [Channel Name] > [File Name]. The file is visible in both the Microsoft Teams channel's files tab and the Dynamics 365 app record's document associated grid in the document location for the Microsoft Teams channel.

When adding a file to a Dynamics 365 app record that is linked to a Microsoft Teams channel via the document location for the default site, the document is stored in the default SharePoint site that was set up with the Dynamics 365 environment. The document does not show up in the Microsoft Teams files tab for the channel associated with the record.

When adding a file from a Dynamics 365 app record that is not linked to a Microsoft Teams channel the document is stored in the default SharePoint site that was set up with the Dynamics 365 environment.

When adding a file from a Microsoft Teams channel that is linked to a Dynamics 365 app record, the document is stored in a SharePoint folder with the file path [Team Name] > Documents > [Channel Name] > [File Name]. The file is visible in both the Microsoft Teams channel's files tab and the Dynamics 365 app record's document associated grid in the document location for the Microsoft Teams channel.

When a Microsoft Teams channel has multiple Dynamics records associated with it, the document is stored in a SharePoint folder with the file path [Team Name] > Documents > [Channel Name] > [File Name]. The file is visible in the Microsoft Teams channel's files tab and the document associated grid in the document location for the Microsoft Teams channel for all Dynamics 365 app records associated with the channel.

When a Dynamics record is linked to a Microsoft Teams channel, files already added to that Microsoft Teams channel show up in the document associated grid for that Dynamics 365 app record in the document location for the Microsoft Teams channel.

When a Dynamics record is linked to a Microsoft Teams channel, files already added to that Dynamics 365 app record (on the default SharePoint site that was set up with the Dynamics 365environment), the files are not visible in the Microsoft Teams channel's files tab and they remain on the default SharePoint site that was set up with the Dynamics 365 environment.

If a Dynamics 365 app record has been previously associated with a Microsoft Teams channel, and a user associates it with a new Microsoft Teams channel, another document location is added in Dynamics 365 app for the new Microsoft Teams channel associated with the record. Users can switch back and forth between the document locations.

8. Who can see which location?

Permission to see the location depends on the user permission to the folder in SharePoint. If the SharePoint folder was created in a Microsoft Teams channel, then the user will have read and write permission.

9. I have removed a user from the Microsoft Teams channel, but they still have access to the associated record from Dynamics 365. How can I restrict their ability to open, edit, and delete the document from Dynamics 365?

Access to the files depends on a user's permissions in SharePoint. To restrict a user from accessing these files, remove them the user from the SharePoint site.

10. What happens when I delete the Microsoft Teams account?

The files are removed from Dynamics 365 and SharePoint.