Enable SharePoint document management for specific entities

Note

Effective November 2020:

  • Common Data Service has been renamed to Microsoft Dataverse. Learn more
  • Some terminology in Microsoft Dataverse has been updated. For example, entity is now table and field is now column. Learn more

This article will be updated soon to reflect the latest terminology.

Store the documents related to entity records in SharePoint and quickly access, share, and manage these documents from customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation), by enabling document management on the specific entities.

Tip

If you haven't set up server-based SharePoint integration, you may want to do that before enabling document management for specific entities. For more information, see Set up SharePoint integration.

  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics 365. Or verify that you have Read and Write privileges on all record types that are customizable.

    Check your security role

    • Follow the steps in View your user profile.

    • Don’t have the correct permissions? Contact your system administrator.

  2. In the Power Platform admin center, select an environment.

  3. Select Settings > Integration > Document management settings > Document Management Settings.

  4. Select the entities that you want to use to manage SharePoint documents.

    If a URL is not already specified, enter the URL of the SharePoint site where the document locations and folders for storing documents will be created, and then select Next.

  5. Consider these server-based integration settings.

    • Check Based on entity to have document libraries and folders that are based on the Account entity automatically created on the SharePoint site. Users will not be prompted to create them.

    If you don't want folders automatically created, clear the Based on entity check box.

    Important

    If you have customer engagement apps and SharePoint Online, make sure the site is under the same Microsoft 365 tenant as your Dynamics 365 environments.

Important

  • With the exception of the opportunity and contract entities, a hierarchical folder structure will not be automatically created in SharePoint for entities that have more than one many-to-one (N:1) relationship with the parent entity.
  • For document management to function correctly for an entity, the entity relationship must be one-to-many (1:N) between the entity and the SharePoint document entity. The documents that exist in the SharePoint document library will not appear in the app for entities with many-to-one (N:1) or many-to-many (N:N) relationships between the entity and a SharePoint document entity.

See also

Edit existing SharePoint site records
Set up SharePoint integration