Document Management in MS CRM

Below are the some of the interesting points about document management:

1. The Microsoft Dynamics 365 administrator (a user who has the SharePoint Site Collection Administrator role) selects the Microsoft Dynamics 365 entities for which to enable the document management feature, and specifies the target SharePoint Server. As part of specifying the target server, the Microsoft Dynamics 365 administrator specifies the SharePoint Server site collection or the SharePoint Server site URL by using the SharePointSite entity
2. Creating and managing SharePoint document location records. Microsoft Dynamics 365 users can create and manage SharePoint Server document location records after SharePoint Server integration is enabled. You can create and manage SharePoint Server document location records by using the SharePointDocumentLocation entity. Microsoft Dynamics 365 also allows for the automatic creation of folders on the server that is running SharePoint Server for entity records under certain conditions. However, automatic creation of folders cannot be done through the Microsoft Dynamics 365 SDK.
3. Enable SharePoint integration:
• Client-to-server integration with SharePoint: The client-to-server integration is enabled by default. However, for a richer user experience, install the Microsoft Dynamics CRM List Component for Microsoft SharePoint Server 2010 or Microsoft SharePoint Server 2013. For more information about the component, see Microsoft Dynamics CRM list component for Microsoft SharePoint Server section later in this topic.
• Server-to-server integration with SharePoint: This does not require you to install the Microsoft Dynamics CRM List Component in SharePoint or any other additional software to have the SharePoint document management functionality within Dynamics 365. After you enable server-based SharePoint integration for your organization, you can’t revert to the client-based authentication method.

           Enable document management for entities: Select the entities in Microsoft Dynamics 365 for which you want to create and manage documents on SharePoint Server. When you enable document management for an entity in Microsoft Dynamics 365, a Documents link under the Common group in the left pane is added for the all entity records in the Microsoft Dynamics 365 web application. You can use the Documents link to create or manage SharePoint Server location records for the entity record.

   Specify the target SharePoint server: Specify the URL of a site or site collection on the SharePoint Online, SharePoint Server 2010, or SharePoint Server 2013. This URL is used to automatically create folders and document libraries on SharePoint.

4. Document management can be enabled for those entities in Microsoft Dynamics 365 that can be customized. By default, document management is enabled only for the following entities in a new installation of Dynamics 365:

S.No	Table
1	Account
2	KbArticle
3	Lead
4	Opportunity
5	Product
6	Quote
7	SalesLiterature

5. You must have the System Administrator or System Customizer role to enable or disable document management for an entity.

6. Validation Status (sharepoint_validationstatus)

Value	Label
1	Not Validated
2	In Progress
3	Invalid
4	Valid
5	Could not validate

7. Validation Status Reason (sharepoint_validationstatusreason)

Value	Label
1	This record's URL has not been validated.
2	This record's URL is valid.
3	This record's URL is not valid.
4	The URL schemes of Microsoft Dynamics 365 and SharePoint Server are different.
5	The URL could not be accessed because of Internet Explorer security settings.
6	Authentication failure.
7	Invalid certificates.

8. For server-based integration with SharePoint, Microsoft Dynamics 365 uses claims to authenticate and authorize Dynamics 365 users to access the documents stored in SharePoint
9. Dynamics 365 uses the following claims to integrate with SharePoint

Scenario	Claims
Dynamics 365 (online) and SharePoint Online	NameId (PUID) Both Dynamics 365 and SharePoint share Microsoft Azure Active Directory for user identity.
Dynamics 365 (online) and SharePoint on-premises	SMTP (email) No shared active directory infrastructure for user identity; claims sent as SMTP address. The claims is picked from WindowsLiveID field in Dynamics 365 and mapped to work email address from SharePoint.
Dynamics 365 on-premises and SharePoint Online	SMTP (email) No shared active directory infrastructure for user identity; claims sent as SMTP address. The claims is picked from PrimaryEmailAddess field in Dynamics 365 and mapped to work email address from SharePoint.
Dynamics 365 on-premises and SharePoint on-premises	Security Identifier (SID) Both Dynamics 365 and SharePoint share Microsoft Windows Server Active Directory for user identity.

10. You can use the UserMapping entity to specify custom claim mappings in Dynamics 365 to use a value other than the default value used by Dynamics 365 to authenticate and authorize Dynamics 365 users in SharePoint. For example, you can use the “last name” and “first name” of the user instead of “email” to authenticate Dynamics 365 users in SharePoint. Custom claim mappings override the default claim mappings used by Dynamics 365. You can define multiple custom claim mappings in Dynamics 365. By default, only users having the System Administrator role have access to the UserMapping entity.
11. By default, SharePoint supports the following claim types: NameId (PUID), SMTP (email), and UPN (user principal name). If you’re passing a claim of any other type, you must also create corresponding claim type mappings in SharePoint