2011 Administrator’s Guide Copyright

Create or edit document location records in Microsoft Dynamics CRM

This task requires permissions that are found in all default sales security roles. More information about specific permissions and performing this task while offline: Document Management Permissions (on page 105)

SharePoint document locations are records in Microsoft Dynamics CRM that point to a SharePoint document library or folder.

To store documents for Microsoft Dynamics CRM records, the document libraries or folders must be in place. If, at the time of enabling document management, you specify a site that is on a SharePoint Server 2010 and if the site collection for the site has the Microsoft Dynamics CRM List component installed, Microsoft Dynamics CRM enables the automatic creation of document libraries and folders in SharePoint. However, If you do not want Microsoft Dynamics CRM to automatically create document libraries and folders, you can choose to manually create these in SharePoint. After you create the document libraries and folders in SharePoint, you must create document location records in Microsoft Dynamics CRM to point to these SharePoint document libraries and folders.

1. 
   In the Navigation Pane, click Settings, and then under System, click Document Management.
   
2. 
   Click SharePoint Document Locations.
   
3. 
   In the Records group, click New.
   
4. 
   Specify the following information as required:
   

• 
  Name. Type a name for the document location. This name displays in the location list in the entity record.
  
• 
  Owner. By default, you are added as the owner of this location record.
  
• 
  Description. Type a description for the document location.
  
• 
  URL Type. Select whether you want to create the location with an absolute URL or relative URL.
  

• 
  Absolute URL: Select this option. In Absolute URL, specify the fully qualified URL of the location of the folder in SharePoint.
  

• 
  Relative URL: Select this option. In Relative URL, to create a relative document location to the existing site or document location record, select the existing SharePoint site or document location record. In the second box, enter the name of the SharePoint folder.
  

• 
  Regarding. Click the Lookup button . In the Look Up Record dialog box, in the Look for list, select an entity. Search and select the record for which you want to create the location record in Microsoft Dynamics CRM, and click OK.
  

5. 
   Click Save or Save and Close.
   

To activate or deactivate a document location, on the Document Locations page, select the document location record, and in the Records group, click Activate or Deactivate.

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)

You must have folders created on Microsoft SharePoint to store the documents for your Microsoft Dynamics CRM records on Microsoft SharePoint. You can either create the folders manually or you can let Microsoft Dynamics CRM automatically create folders in the context of Microsoft Dynamics CRM records on Microsoft SharePoint.

To let Microsoft Dynamics CRM automatically create folders and to deliver the documents stored on SharePoint with the same appearance and behavior as the Microsoft Dynamics CRM lists, you must install Microsoft Dynamics CRM List component on a site collection on Microsoft SharePoint Server 2010.

1. 
   In the Navigation Pane, click Settings, and then under System, click Document Management.
   
2. 
   Click SharePoint Sites.
   
3. 
   Select or open the site record on which you want to install the Microsoft Dynamics CRM List component.
   
4. 
   In the Actions group, click Install List Component.
   
5. 
   Follow the instructions on the Download Microsoft Dynamics CRM List Component for Microsoft SharePoint Server 2010 page. For more information, see the Microsoft Dynamics CRM List Component for Microsoft SharePoint Server 2010 Readme.
   

Alternatively, in the Navigation Pane, click Settings. Under System, click Install List Component.

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

Monitoring and Managing System Jobs

By monitoring system jobs, you can review the status of these background processes to ensure that they are running smoothly or have completed successfully.

More information: Work with System Jobs (on page 111)

Work with System Jobs

Although Microsoft Dynamics CRM uses system jobs to perform many tasks automatically, there may be times when you need to cancel a system job or change its status manually.

Concepts: Monitoring and Managing System Jobs (on page 111)