2011 Administrator’s Guide Copyright
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Enabling document management on entitiesYou can manage documents for any or all entities on Windows SharePoint. This is the default selection of entities the first time you click Document Management Settings in the Document Management area:
To change which entities manage documents on Microsoft Dynamics CRM, select or clear the entity check boxes in the Document Management Settings dialog box. When you set up document management for Microsoft Dynamics CRM entities, Windows SharePoint creates document libraries and folders in the context of the Microsoft Dynamics CRM entities and records. Note The Documents link under Related appears in an entity record form only after you have set up document management for that entity. Understanding how document management worksWhen you set up document management, specify a SharePoint site collection or site URL. More information: Sites and site collections overview http://go.microsoft.com/fwlink/?LinkId=200952. Microsoft Dynamics CRM uses the specified site collection or site to create document libraries for entities and folders for records on Windows SharePoint. When creating the document libraries and folders automatically on Windows SharePoint, there are document location records created on Microsoft Dynamics CRM that point to the newly-created folders. If you do not want to use the automatic creation feature, manually create document libraries and folders on SharePoint. After the document libraries and folders are created, create document location records in Microsoft Dynamics CRM that point to the document libraries and folders on SharePoint, and then associate the document location records with the entity records. After the organization of the content storage is in place, you can start using all the document management capabilities.
Understanding how document libraries and folders are createdThere are two ways to create a folder structure:
Microsoft Dynamics CRM automatically creates document libraries and folders on Windows SharePoint if the URL you specify is for one of the following:
If you want automatic creation, choose whether you want Microsoft Dynamics CRM to create folders based on the default (generic) structure or based on the entity.
For example, you have 100 bikes and 250 bikes opportunity records. These are opportunities for Margie's Travel. Microsoft Dynamics CRM creates this folder structure: ../opportunity/100 Bikes. ../opportunity/250 Bikes. In this structure:
For example, you have 100 bikes and 250 bikes opportunity records. These opportunities are associated with Margie's Travel as the parent customer. You select Account for the entity. This is the created folder structure: ../account/Margie's Travel/opportunity/100 bikes ../account/Margie's Travel/opportunity/250 bikes In this structure:
Microsoft Dynamics CRM creates the document library when you set up document management. However, Microsoft Dynamics CRM creates the various folders in the document library only when you open a record form and click Documents under Related. The following table shows the default security roles required to perform each document management task, and whether the task can be performed while using the Microsoft Dynamics CRM for Outlook offline.
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