Entity Configuration

Given below are the steps for Entity configuration in SharePoint Security Sync.

  • For ‘Entity Configuration’ go to SharePoint Security Sync --> Entity Configuration.

  • Entity Configurations can be created from the Connector form too, just click on Entity Configuration Tab on Connector page and click on '+ New ' button.

  • In the General tab, populate the following fields:

    • Connector: Select the Connector for which you want to configure the Entity.

    • Entity Name: Mention the Entity for which you are configuring.

    • Attachment Action: You can either Copy or Move the attachment.

      • Copy: If you select Copy, the attachment will be copied to SharePoint and its cloud storage path will be stored against the record.

      • Move: If you select Move, the attachment will be moved/migrated to SharePoint and its cloud storage path will be stored against the record.

      • None Selected: If you don’t select any option then the Attachment will not be moved to your Cloud Storage but you will be still able to use the Attach2Dynamcs document management UI for the respective entity.

    • Override files: If checked, means trying to upload file with same name will be overridden. If unchecked, then a new file with number appended is created and uploaded in SharePoint.

  • Next is the Email Configuration tab from which you can send the documents as attachments/links through email to the required recipients.

  • From – The sender i.e. the person who sends the email.

  • To – Recipient i.e. the person to whom the email is to be sent.

  • CC – Carbon Copy i.e. the person to whom a copy of the email information is to be sent.

  • BCC – Blind Carbon Copy i.e. the person you have kept in the loop and do not want the other recipients to see that particular contact.

  • Types of Email addresses to select from:

    • Users – If you select Users then all the CRM users present in the environment will be enlisted while selecting the data.

    • Queue – If you select Queue then all the queues present in the environment will be enlisted while selecting the data.

    • Team – If you select Team then all the teams created in the environment will be enlisted while selecting the data.

    • Dynamics – E.g. If you have selected quote as an entity then all the lookup fields on quote which are allowed to send email will be enlisted while selecting the data.

    • Manager – E.g. If you have selected quote as an entity then, all the system-user lookup fields on quote entity will be enlisted while selecting the data, and recipient would be the manager of the selected data.

Note:

  1. To use SharePoint Security Sync functionalities on an Entity it is mandatory that you create an Entity Configuration record for the same.

  2. Attachment Actions can be enabled only for one entity with one Connector.

  3. Connector and Entity Configuration are editable if user has SharePoint Security Sync Administrator role.

  4. SharePoint Security Sync User can only read the Connector and Entity Configuration.

  5. The security level privileges will start syncing once after creating entity configuration the user hits the File tab or Attach2Dynamics button.

Configuring Hierarchy Structure

Attachments/Documents of Dynamics 365 CRM records can be stored in SharePoint sites on the basis of hierarchy.

To achieve this, follow the steps given below:

  • Go to Advanced Settings --> Settings --> Document Management Settings.

  • Select Entities --> Enter the URL of respective SharePoint site.

  • Enable the Checkbox ‘Based on Entity’ --> Select either of the entities - Account or Contact.

  • Next, go to Entity Configurations --> Click on New.

  • Populate the fields --> Click on Save.

    • Connector: Select the connector for the particular SharePoint site.

    • Entity Name: Select the entity.

    • Attachment Action: Select either move or copy.

    • Override Files: Enable the checkbox if required.

    • Folder Structure Fields: This field appears on selection of the entity for which hierarchy structure is configured. In this field, customized entity with Account or Contact lookups will be populated. Select either of the entities.

  • Now go to Opportunity --> Select an opportunity --> Click on Attach2Dynamics button --> Drag and Drop required file.

  • Next, go to SharePoint site. Here, the respective file will be stored in the following manner - Account > Account Name_guid > Opportunity > Opportunity Name_guid.