Enhancing Your Business with Dynamics 365 and SharePoint Integration

Enhancing Your Business with Dynamics 365 and SharePoint Integration

Matteo GiordaniProducts and Solutions Leave a Comment

Imagine arriving at your workplace and your entire document management system operates like a well-oiled machine. Every document is where it should be, accessible only by those who need it, and the entire process is simple yet powerful. This does not have to be a dream; in fact, it’s very possible by simply integrating Microsoft Dynamics 365 with SharePoint.

However, in order to achieve this sort of perfected document management achievement, it is essential to use the tools that we at Connecting Software have built from the ground up to ensure that anyone can become an integrations expert with Dynamics 365 and SharePoint.

Why integrate Dynamics 365 with SharePoint?

Combining forces of both Dynamics 365 and SharePoint opens up a suite of capabilities that streamline how businesses handle documents. This integration isn’t simply about transferring files from one place to another; it's an evolution in operational efficiency.

This is not all a seamless experience as there are some challenges that come with integrating Dynamics and SharePoint, however, this does not spell the end of a powerful partnership as we at Connecting Software have the solution to most of the technical challenges that come along with SharePoint and Dynamics integration.

Dynamics permissions not syncing to SharePoint

Without question, data security is paramount. However, Dynamics 365's integration with SharePoint leaves a gap in security where permissions on the Dynamics side are not carried over to SharePoint. This becomes a serious security issue as those who are not supposed to have access to something on Dynamics are free to access it on SharePoint, provided that they have a link to it. The simplest solution for this would be our CB Dynamics 365 to SharePoint Permissions Replicator. Think of it as the digital bodyguard for your documents, ensuring that security levels remain synchronized across both platforms. This means that the right people have access to the right information—no more, no less.

Dynamics data in SharePoint is unstructured

It’s not just about where you store documents, but how they are organized. Dynamics 365 integration with SharePoint sort of just throws everything into a SharePoint folder and calls it a day. This can be quite challenging to keep track of and audit. That is why the SharePoint Structure Creator is integral here, providing businesses with an intuitive way to structure documents in SharePoint according to specific Dynamics 365 records. This tool also helps bypass unique permissions limits, making sure that everything is where it should be, precisely when it’s needed.

Dynamics attachments not storing in SharePoint

Integrating SharePoint into Dynamics allows for greater organization and immense storage savings. However, attachments don’t seem to fall under the same umbrella as the rest of the files do, thus, leaving them still stored in Dynamics and slowly but surely eating away at the available space. CB Dynamics 365 Seamless Attachment Extractor makes the tedious task of attachment management a breeze. This tool automates the process of extracting attachments from Dynamics 365 records and depositing them neatly into your chosen storage solution, be it SharePoint or Azure. This feature alleviates storage headaches and enhances information flow within your organization.

How can you prove the authenticity of your records?

In environments where document integrity is non-negotiable, you would think that the big names would have a system implemented that certifies the authenticity of a document. Reality is that there is no such system within either Dynamics 365 or SharePoint, nor Azure This is where Truth Enforcer for SharePoint becomes indispensable. This tool ensures that documents remain unaltered, enforcing authenticity across all stored files. In businesses dealing with sensitive or compliance-heavy data, this provides a great deal of credibility as well as aiding in the many steps needed for compliance. This helps drastically reduce the legal issues one might face without meeting the requirements for compliance.

Reduce the need to flip between Dynamics and SharePoint

Now that everything is linked together so seamlessly, certain actions happen… not so seamlessly – for example, uploading a batch of files that need their managed metadata updated. Usually, this process will involve individually uploading the required files and having to switch over to SharePoint to update the file with the required managed metadata. Enter Drag & Drop and Metadata for Dynamics 365 CE. By simplifying how documents are moved into Dynamics 365 and how metadata is managed, this tool reduces the learning curve and enhances productivity. Employees spend less time fiddling with the system and more time actually getting work done.

Does integrating Dynamics 365 with SharePoint benefit me in my industry?

Such integrations have far-reaching implications across diverse industries. Consider healthcare, where patient records must remain both confidential and easily accessible to authorized personnel. Or the legal field, which requires a robust system for document tracking and compliance adherence. This integration caters to these needs and beyond, offering a custom-fit for each business's unique workflow demands.

Is it complicated or challenging to integrate Dynamics 365 with SharePoint?

While the benefits are clear, implementing such a comprehensive system does come with challenges. Businesses must consider the complexity of setting up and maintaining these integrations, as well as training staff to maximize their potential. However, with the variety of tools available, many of these hurdles can be effectively mitigated.

Closing thoughts

Integrating Dynamics 365 and SharePoint represents a significant step forward for businesses aiming to enhance their document management systems. By leveraging the Dynamics 365 suite we have created from the ground up, companies can build a framework that supports secure, efficient, and user-friendly document handling.

Embracing these technological advancements not only simplifies operations but also prepares businesses to face the future confidently, supporting growth and innovation in an increasingly digital world.

More on Dynamics 365 and SharePoint


About the Author

Matteo
By Matteo Giordani, Solution Architect at Connecting Software.

As a Solution Architect at Connecting Software, it's important to know all of the little intricacies of the tools that you use on a day to day basis. It helps me do what I do better and I thought, why not share some of these uncommon tidbits of information with all of you. If this ends up helping at least a single person, I reckon it was worth the writeup."

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