Worden uw Dynamics 365-machtigingen daadwerkelijk gesynchroniseerd met SharePoint? Een handleiding voor zelfcontrole

If someone on your team can't see a deal, a case, or an account in Dynamics 365, can they still open the related document in SharePoint? 

Most organizations assume the answer is no. But for teams using SharePoint as a document storage for Dynamics 365, it is often a yes, and they usually discover the gap only during an audit, offboarding issue, or data exposure incident. 

This guide walks through how to check your own environment, what the gap actually costs you if it's there, and what to look for in a solution that closes it properly.

Dynamics 365 and SharePoint each run their own, separate security system. Dynamics 365 controls who can see what through security roles, business unit hierarchies, ownership, and record sharing. SharePoint controls access through its own site, library, and folder permissions.

When Dynamics 365 is integrated with SharePoint for document storage, files move into SharePoint libraries, but the permission logic governing them in Dynamics 365 does not automatically transfer. "Syncing" permissions means keeping those two separate systems continuously aligned, so that a user's access to a document in SharePoint always matches their access to the related record in Dynamics 365, even as roles, teams, and ownership change.

Run through these against your own environment. You don't need IT to answer most of them.

1. A user without CRM access can still open the file in SharePoint.

   Pick any record a specific user can't see in Dynamics 365, then check whether they can open its SharePoint folder directly. If they can, the gap exists.

2. A deactivated user in CRM still has document access.

   Deactivating a user in Dynamics 365 doesn't remove their SharePoint permissions unless something or someone is actively managing that connection.

3. A business unit was restructured, but folder permissions weren't touched.

   If teams have been reorganized, merged, or reassigned in the last year and no one updated SharePoint accordingly, permissions are already out of date.

4. No one can confidently say who has access to a given customer's files.

   If answering that question requires manually checking SharePoint group membership, you don't have a sync, you have a snapshot from whenever it was last set up.

5. A compliance or security review flagged SharePoint access as "unverifiable."

   This is one of the most common findings in GDPR and general data-governance audits for organizations running D365 with SharePoint

6. Whatever SharePoint permissions exist were set up manually, once, and never revisited.

   Native Dynamics 365–SharePoint integration doesn't configure SharePoint permissions at all, it only moves documents. Any access structure in place today was almost certainly set up by IT manually at rollout, and it's stayed static ever since, even as CRM roles, teams, and ownership have kept changing.

The immediate risk is straightforward: users see documents, contracts, financial records, personal data, tied to records they have no legitimate access to in the CRM. For regulated industries, that's a direct GDPR or data-governance exposure, not just an internal awkwardness. 

The harder cost shows up during an audit or incident response, when "we can't confirm who had access to this file" is a far worse position than having an answer. And because the gap grows quietly as roles and teams change, the exposure at any given moment is usually larger than whoever set up the integration originally assumed.