2011 Administrator’s Guide Copyright

Enabling document management on entities

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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.

The Documents link under Related appears in an entity record form only after you have set up document management for that entity.

Create or edit site records in Microsoft Dynamics CRM

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Document Management Permissions (on page 105)

Sites in Microsoft Dynamics CRM are records that point to a site or site collection on SharePoint. Sites and site collections in SharePoint contain document libraries and folders that are used to store documents for Microsoft Dynamics CRM records.

1. 
   In the Navigation Pane, click Settings, and then under System, click Document Management.
   
2. 
   Click SharePoint Sites.
   
3. 
   In the Records group, click New.
   
4. 
   Enter the information or observe any noted requirements as required:
   

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  Name. Specify a descriptive and useful name for the site.
  
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  Owner. By default, you are added as the owner of the site record.
  
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  Description. Specify a description for the site. For example, enter what documents the site contains.
  
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  URL Type. Choose whether you want to add an absolute (full) or relative URL for the site.
  

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  Absolute URL. Specify the full URL of an existing site collection or site on SharePoint.
  

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  Relative URL. Only use this option when you have at least one site record pointing to a site collection in SharePoint. In the Parent Site box, select an existing Microsoft Dynamics CRM site record. In the second box, specify the name of an existing site or a subordinate site on the same SharePoint server that is relative to the parent site.
  

Use relative URLs if the sites or subordinate sites that you want are relative to an existing site record. Relative URLs can make the site maintenance easier.

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  List component is installed. Click this check box if you have specified the URL of a site collection on SharePoint Server 2010 and if you have installed the Microsoft Dynamics CRM List component on the specified parent site collection.
  

The URL Validation section displays the following information about the URL:

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  The status of the URL validation
  
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  The date when the URL was last validated
  
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  The status reason of the URL validation
  

5. 
   Click Save.
   
6. 
   To validate the URL of the site, in the Actions group, click Validate.
   
7. 
   Click Save and Close.
   

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  To edit a site record, on the SharePoint Sites page, select the site record, and in the Records group, click Edit.
  
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  To activate or deactivate a site record, on the SharePoint Sites page, select the site record and in the Records group, click Activate or Deactivate.
  

Related Topics

This task requires the System Administrator security role or equivalent permissions. More information about specific permissions and performing this task while offline: Document Management Permissions (on page 105)

In Microsoft Dynamics CRM, SharePoint site and document location records contain links to site collections, site, document libraries, and folders in SharePoint. These site and document location records are associated with Microsoft Dynamics CRM records so that the documents for Microsoft Dynamics CRM records can be stored in SharePoint.

When the links between Microsoft Dynamics CRM and SharePoint break, you must validate and fix the links so that the Microsoft Dynamics CRM records continue to point to the correct document libraries and folders for managing the documents.

1. 
   In the Navigation Pane, click Settings, and then under System, click Document Management.
   
2. 
   Click SharePoint Sites.
   
3. 
   Select the site URLs that you want to validate, and then in the Actions group, click Validate.
   

4. 
   To fix a URL, click the name of a site record, and then enter the correct URL. For more information, see Create or edit site records in Microsoft Dynamics CRM (on page 107).
   
5. 
   Click Close.
   

Related Topics Create or edit site records in Microsoft Dynamics CRM 107