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Set up CRM Online to use Sharepoint Online

Applies To: CRM Online

When you use Microsoft SharePoint Online with Microsoft Dynamics CRM Online, you can:

  • Create, upload, view, and delete documents stored in SharePoint from within Microsoft Dynamics CRM.

  • Use the SharePoint document management abilities within Microsoft Dynamics CRM, such as checking the document in and out, viewing version history, and changing document properties.

  • Enable non-Microsoft Dynamics CRM users, such as customers who want to review a bid, to directly access the SharePoint documents, provided they have the appropriate permissions.

This topic is for organizations who wish to deploy for the first time or upgrade to server-based SharePoint integration. After you enable server-based SharePoint integration, you can’t revert to the previous client-based authentication method.

For some organizations, using the Microsoft Dynamics CRM List Component solution might be a better choice. More information: Important considerations for server-based SharePoint integration and SharePoint Document Management software requirements for Microsoft Dynamics CRM.

To set up CRM Online to use SharePoint Online, complete the following steps.

Assign user permissions to the Team SharePoint site

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

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

  2. Choose Sites > Team Site.

  3. On the Home page, choose Share your site.

    Share team site

  4. To view the default permissions for your team site, choose lots of people.

    Share Team site

  5. By default, all users in your Microsoft Office 365 organization are able to add and edit documents on the Team SharePoint site. To invite others, choose Invite People and add people external to your organization to share documents.

    For more information about SharePoint permissions, see Introduction: Control user access with permissions

    See who your Team site is shared with

Configure CRM Online for SharePoint document management

For CRM Online organizations, Microsoft Dynamics CRM Online Spring ‘14 introduces a new server-based (using server-to-server authentication) SharePoint integration that removes the need to install or continue to use the Microsoft Dynamics CRM List Component solution.

If you are a new organization and have not yet deployed document management, see Configure a new organization.

If you’re using the Microsoft Dynamics CRM List Component to integrate SharePoint document management with CRM Online, you can upgrade to server-based SharePoint and use CRM Online with SharePoint Online. See Configure an existing organization already using the List Component

The Microsoft Dynamics CRM List Component builds the SharePoint library using the internal name of the document-enabled entity in CRM. Server-based SharePoint integration uses the entity display name. When you upgrade to server-based SharePoint integration, be sure to check that the display names in your document library on SharePoint match the entity display names in CRM. More information: "Validation Error" when you try to configure server-based SharePoint integration for Microsoft Dynamics CRM Online and SharePoint Online.

SharePoint library name and entity display name

These names should match.

Configure a new organization

If your CRM organization has not deployed document management, when a CRM System Administrator logs in an alert message will be displayed to enable server-based SharePoint integration.

Enable Server-Based SharePoint Integration alert

If you don’t see the alert and have not previously enabled server-based SharePoint integration, clear your browser cache or open CRM using Internet Explorer with InPrivate browsing to have the alert display again. Once you configure server-based integration, the alert will no longer appear.

  1. In the Enable Server-based SharePoint Integration alert click Enable Now to launch the Configuration Wizard.

  2. If your Microsoft Dynamics CRM Online is not connected to a SharePoint online site, enter the URL of your SharePoint site that you will use for auto folder creation, and then choose Next.

    Enter URL in Sharepoint Integration Wizard

  3. The URL will be checked for being a valid SharePoint online site and for existing in the same Office 365 tenant as your CRM organization. After enabling server-based SharePoint integration you can’t go back to the previous client-side integration. Choose Next and then Finish.

    After you enable server-based SharePoint the options to Install List Components and to enable server-based integration will no longer appear as an option in Document Management.

    Once server-based SharePoint integration is enabled you will need to enable the entities you want available for document management integration.

  4. Go to Settings > Document Management. (How do I get there?)

  5. Choose Document Management Settings.

  6. Select the entities to be integrated with document management.

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

    Document Managment Settings

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

  7. This will validate the URL you entered as well as give you the option to base the folder structure on Account or Contact.

    For more information on folder structure choose the Help button, or see Help & Training: Enable document management on entities.

    Document Management settings folder structure

    Choose Next.

  8. Choose OK to create Document Libraries.

  9. Your folders will be set up in SharePoint. When the list is complete, choose Finish.

    Document Management settings creation status

Configure an existing organization already using the List Component

If your organization is already using document management with Microsoft Dynamics CRM List Component, you can enable server-based SharePoint integration.

  1. Go to Settings > Document Management. (How do I get there?)

  2. Choose Document Management Settings.

  3. Choose Enable server-based SharePoint integration.

    Enable server-based SharePoint integration

  4. If the SharePoint site you connected to with the List Component is valid for server-based SharePoint integration, than you can proceed. Otherwise, you’ll need to remove the site (Microsoft Dynamics CRM > Settings > Document Management > SharePoint Sites) and then come back to this wizard and enter the URL of a new SharePoint online site here.

    Enter URL in Sharepoint Integration Wizard

    Choose Next to validate existing URLs.

    If any of the URLs do not meet the validation requirements, server-based SharePoint integration will fail. Server-based integration cannot be enabled if the URL is not a valid SharePoint online URL or if the SharePoint site you want to connect to is not in the same Office 365 tenant as your CRM organization. Those URLs must be removed before enabling server-based integration, or the List Component would still need to be used.

  5. Choose Next and then Finish to complete the wizard.

After you enable server-based SharePoint integration the options to install List Components and to enable server-based integration will no longer appear as options in Document Management.

Using Document Management

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

  1. Browse to your Microsoft Dynamics CRM Online web application.

  2. Go to Sales > Accounts. (How do I get there?)

  3. Choose an account, such as the Adventure Works sample account.

  4. On the nav bar, choose the down arrow next to the account name, and then choose Documents.

    Select Documents for an account

  5. Choose Upload, and then browse to a document to upload to the new folder in your Microsoft Office 365 SharePoint Online Team site.

    Add a document

  6. The document is now part of your Microsoft Dynamics CRM Online documents list. To see the document in your Microsoft Office 365 SharePoint Online Team site, choose Open SharePoint.

    Open SharePoint Team Site

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

    Office 365 Team Site shared document

  7. Choose Site Contents to see all the document libraries created for the managed entities you selected.

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

    Office 365 Team Site all libraries

More information: Help & Training: Manage SharePoint documents from within Microsoft Dynamics CRM

See Also

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