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Scenario 7: Set up Microsoft Dynamics CRM Online to work with Office 365 SharePoint

Integrating Microsoft Dynamics CRM Online with Microsoft Office 365 SharePoint Online enables you to use the document management capabilities of SharePoint from within Microsoft Dynamics CRM. You can store and manage documents as a Microsoft Dynamics CRM record on a server that is running SharePoint, and leverage the SharePoint infrastructure to share, manage, and collaborate efficiently. Because the documents are stored in SharePoint Online, non-Microsoft Dynamics CRM users can directly access the SharePoint documents, provided they have the appropriate permissions.

ImportantImportant
An E3 or E4 plan is required to fully integrate Microsoft Dynamics CRM Online with SharePoint Online. E3 and E4 plans include SharePoint Online Plan 2 which is required for Microsoft Dynamics CRM List Component for Microsoft SharePoint Server 2010. For more information on SharePoint subscription plans, see Microsoft SharePoint Online for Enterprises on the Microsoft Download Center.

Task 1: Add trusted sites for SharePoint and Lync access

To prepare for SharePoint Online and Lync access, add the following trusted sites in your browser.

  • https://*.sharepoint.com

  • https://*.dynamics.com

  • https://*.lync.com

Add trusted sites in Internet Explorer

noteNote
https://*.live.com is only required for organizations that have not transitioned to Microsoft Online Services Environment.

Also, verify in Internet Explorer that Display mixed content is enabled under Internet Options, Security, Trusted sites, Custom level.

Display mixed content

Task 2: Assigning user permissions to the Team SharePoint site

Your Microsoft Dynamics CRM and Microsoft Office 365 and users are not automatically allowed access to your SharePoint sites automatically. You must work within the SharePoint site to assign specific permission levels to individual users or groups.

Assigning users to the Team site

  1. Browse to the Microsoft Office 365 portal (https://portal.microsoftonline.com) and sign in using global administrator credentials.

  2. In the menu at the top of the portal, click Team Site.

  3. On the Home page, click Share this site.

    Office 365 Team Site

  4. On the Permission Tools page, click Team Site Members.

  5. Click New.

    Office 365 Team Site members

  6. To grant contribute permission to all users in your Microsoft Office 365 organization, in the Grant Permissions form under Users/Groups, type all users.

  7. Click the Check Names control to confirm the entry is recognized.

    The members of the All Users (membership) group are all the users in your Office 365 organization.

    Office 365 Team Site member permissions

  8. Clear the check box labeled Send welcome e-mail to the new users, and then click OK.

  9. Click Home in the Site menu to return to the Home page.

All users in your Microsoft Office 365 organization will now be able to add and edit documents on the Team SharePoint site. For more information on SharePoint permissions, see Introduction: Control user access with permissions

Task 3: Configuring document management

To manage documents using the SharePoint List Component with Microsoft Dynamics CRM Online, do the following.

Add the Microsoft Dynamics CRM 2011 List Component

  1. Download and extract the Microsoft Dynamics CRM List Component for Microsoft SharePoint Server 2010 from the Microsoft Download Center.

  2. Browse to the Microsoft Office 365 main administration page.

  3. In the menu at the top of the portal, click Team Site.

  4. Click Site Actions, and then click Site Settings.

    Team site settings

  5. Under Galleries, click Solutions.

    Office 365 Team Site settings

  6. Click Upload Solution. If this button does not appear, click the Solutions tab.

    Office 365 Team Site upload solution

  7. Browse to the location of the crmlistcomponent.wsp file you extracted in Step 1, select it, click Open, and then click OK to upload.

  8. In the Commands group click Activate, and then click Close.

    Office 365 Team Site activate solution

    TipTip
    You only need to click Activate once. You may need to wait a few seconds for the solution to activate.

The Microsoft Dynamics CRM List Component for Microsoft SharePoint Server 2010 is now installed and activated in your Microsoft Office 365 SharePoint Online.

Add the Office 365 SharePoint Online URL to Microsoft Dynamics CRM Online

  1. Browse to the Microsoft Office 365 main administration page.

  2. In the menu at the top of the portal, click CRM.

  3. Click Settings, under System click Document Management, and then click Document Management Settings.

    Document Management Settings

  4. Select the entities to be managed by Document Management.

  5. Enter the Microsoft Office 365 SharePoint Online URL (for example: https://fabrikam.sharepoint.com), and then click Next.

    Document Managment Settings

    TipTip
    To get your SharePoint Online URL, go to your Team site and review the URL in the address bar.

  6. Leave Based on entity unchecked, and then click Next.

    For more information on folder structure click the Help button, or see Managing Documents Stored in SharePoint from Microsoft Dynamics CRM Online.

    Document Management settings folder structure

  7. Click OK until the Document Library Creation is complete.

  8. Click Finish.

    Document Management settings creation status

Using Document Management

You are now ready to add document storage locations to the entities you enabled above. Begin by opening a document management enabled record (for example, Contact).

  1. Browse to the Microsoft Office 365 main administration page.

  2. In the menu at the top of the portal, click CRM.

  3. Under Customers, click Accounts, and then select the Advanced Components sample account.

    Select a sample account

  4. Under Common, click Documents.

  5. Click OK to create a managed folder in your Microsoft Office 365 SharePoint Online Team site.

    Create a managed document folder

  6. Click Add and then browse to a document to upload to the new folder in your Microsoft Office 365 SharePoint Online Team site.

    Add managed document

  7. The document is now part of your Microsoft Dynamics CRM Online documents list. Click Open SharePoint to see the document in your Microsoft Office 365 SharePoint Online Team site.

    Open SharePoint Team Site

    The document in your Microsoft Office 365 SharePoint Online Team site.

    Office 365 Team Site shared document

  8. To see all the document libraries created for the managed entities you selected, click Site Actions, and then click View All Site Content.

    The entities you selected to be managed by Document Management appear as document libraries (for example: Account, Article, Case, Lead, Note, Opportunity, Product, Quote, and Sales Literature).

    Office 365 Team Site all libraries

For more information on managing documents, see Managing Documents Stored in SharePoint from Microsoft Dynamics CRM Online.

 
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