Configuration for Moving/Copying Email Body Content

Migrate email body content, including messages, images, and gifs on the email body – from the CRM system to SharePoint. This can help users save on storage space, and improve data management, accessibility, and overall efficiency.

The email content migration process ensures that all email content is accurately transferred while preserving essential information such as sender, recipient, date, and attachments.

Once the email content gets migrated to SharePoint it gets stored in an HTML hyperlink. Along with that, the source email body shows a single plain text format of the email content.

Note:

• It is necessary to assign SharePoint Security Sync Administrator/SharePoint Security Sync User Security role to use real-time migration.

• The email content migration can be successfully performed only when an email is sent or received in Real-Time and not when it is kept in draft.

• In Entity Configuration, users need to choose between Yes/ No to ‘Allow Email Content Migration’ for every Connector.

In order to migrate Email Body Content to SharePoint, we need to create the Entity Configuration for the same.

Create + New Entity

While migrating the Email Body Content, the user should set "Allow email content migration" as Yes or No, while configuring every Connector.

Based on settings the Email Body Content would be migrated from Dynamics 365 CRM to SharePoint.

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If an Account record is set as a Regarding for an Email record, then first create an entity configuration for the Account entity as shown in the below screenshot. Make sure to select either Copy or Move as an attachment action while configuring the entity record.

Once the Email is Sent or Received, the attachments will get migrated to SharePoint

Here’s Example 1:

The email draft for the Purchase Order No. 2106 does not have a Regarding set.

When this email is sent, the Email Body Content migrated to SharePoint or any other cloud storage can be accessed by a link displayed below. The Email Body Content will be shown as plain text, so that the users understand the subject matter.

However, this Email Body Content would not be uploaded within any account folder and can be directly accessed in an HTML format inside the SharePoint site.

Here is the email draft for Purchase Order No. 2424 has Regarding set.

When this email is sent, the Email Content migrated to SharePoint or any other cloud storage can be accessed by a link displayed below. The Email Content will be shown as plain text so that the users know the subject matter.

Nonetheless, this email content would be uploaded inside an account folder as per the regarding record folder, shown in the below screenshot:

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Migrate Email Body content using Bulk Migration Job

If the user wants to migrate historical email content or migrate email content in bulk, use the Bulk Migration Job feature.

For Bulk Migration Jobs of Email Content, users simply need to choose For? as the Email Body Content

Note: Then Schedule the migration for the desired Connector, Schedule the Date, and run it for the number of days, weeks, months, and years, or add Custom Criteria.

Append Plain Text to Email Descriptions (Post-Migration)

This feature gives users more flexibility when migrating emails to SharePoint by allowing two storage modes:

1. Hyperlink Only – Only a hyperlink to the migrated HTML file stored in SharePoint is added to the email body in Dynamics 365.

2. Hyperlink + Plain Text – Both the SharePoint hyperlink and the extracted plain text version of the email body are added to the email description in Dynamics 365.

This ensures users can choose the best method based on readability, storage requirements, or business needs.

Configuration:

• Navigate to Entity Configuration and select Email.

• Under "Email Body Store Mode", choose one of the following options:

1. Hyperlink Only

2. Hyperlink + Plain Text

Based on the settings, the Email Body Content would be migrated from Dynamics 365 CRM to SharePoint accordingly.

Behavior Based on Selected Mode

Hyperlink Only:

When Allow email content migration is set to Hyperlink Only:

• The full email body content is migrated to SharePoint.

• In the Dynamics 365 timeline, a hyperlink is attached to the email activity.

• Selecting the hyperlink redirects the user to the migrated HTML content stored in SharePoint.

Hyperlink + Plain Text

When Allow email content migration is set to Hyperlink + Plain Text:

• The email body content is migrated to SharePoint.

• A hyperlink to the migrated HTML file is added to the email activity in the timeline.

• Additionally, the plain text version of the email body is displayed directly within the email description in Dynamics 365.