Tag Archives: SharePoint

How to Integrate Microsoft Dynamics 365 Online with SharePoint and OneNote

In this post, we cover how to integrate Microsoft Dynamics 365 Online with SharePoint and OneNote. We start off with why you should consider integrating Dynamics 365 with SharePoint and OneNote. Secondly, a full step-by-step guide is provided on how to create a SharePoint Site for Dynamics 365 document management. Thirdly, a detailed guide on how to integrate Microsoft Dynamics 365 Online with SharePoint Online is provided. We conclude with an elaborate guide of how to integrate Microsoft Dynamics 365 Online with OneNote.

Why Consider Integrating Dynamics 365 with SharePoint and OneNote?

  • Cost: It is cheaper to store documents in Microsoft SharePoint than in Microsoft Dynamics 365 online.
  • Enhanced document Management functionality: SharePoint online is a Microsoft platform that specializes in document management and hence has more enhanced features focused on document management e.g. creating sub-sites, information rights management, SharePoint business intelligence, etc.
  • Enhance collaboration: teams can retain the great Dynamics 365 collaboration tools while also utilizing the advance document management features of SharePoint.
  • Enhanced productivity: by allowing users to access documents in multiple places. If someone is working in SharePoint, they do not need to go back to Dynamics 365 to access documents uploaded in Dynamics 365.
  • Seamless user experience: Despite the documents are stored in SharePoint after the integration, to a Dynamics 365 Online user, it feels like the documents still reside in Dynamics 365. The user experience is not compromised by this integration.

How To Create a SharePoint Site for Dynamics 365 Document Management

Step 1: Login in to https://admin.microsoft.com as a global or SharePoint administrator. If you see a notification that you have no permission to access the page, you do not have SharePoint administrator rights or Office 365 global administrator permissions in your organization.

Step 2: In the left pane, under Admin centers, select SharePoint. You might need to select Show all to see the full list of admin centers. This will take take you to the SharePoint home page.

Step 3: On the SharePoint home page, click Create site to start the process of creating a SharePoint site.
SharePoint Home Page

Step 4: You will get pop up window, asking you to choose the type of SharePoint site you would like to create. Choose Team site:
Choosing type of SharePoint site to create

Step 5: Enter details about your team site. Take note of Site Address, we will need it later when integrating Microsoft Dynamics 365 with this SharePoint team site. Afterwards click Next.
3.2. Enter details about the SharePoint Site

Step 6: You can add members and/or additional owners of the site. This is not a required step, you can come and add site owners and additional members later after you have created the site. Click Finish to complete the process of creating your SharePoint site.
Add site members and additional owners

Step 7: After Step 6, your new site will be created and it will look similar to:
New SharePoint team site

Integrating Dynamics 365 Online With SharePoint

For this demonstration, we are using version 9.1.0000.9825 of Dynamics 365 (2019 release wave 2 enabled) online. However, the integration process is the same or very similar in other versions of Dynamics 365/CRM online.

Step 1: In your Dynamics 365/CRM instance, login with the System Administrator and/or System Customizer security role. Then navigate to Settings >> Document Management. On this page, click on Configure Server-Based SharePoint Integration.
D365 Document Management Page

Step 2: You will get the following pop up, asking you where your SharePoint sites are located. In this demonstration, we are working with Dynamics 365 online and SharePoint online, so the Online option is selected. Afterwards, click Next.
Choose location of SharePoint site

Step 3: Enter the URL of the SharePoint Site (see Step 5 of section How To Create a SharePoint Site for Dynamics 365 Document Management above). A check will be conducted on whether the URL you have provided is a valid SharePoint online site and if it exists in the same Office 365 tenant as your Dynamics 365 organization. After enabling server-based SharePoint integration, you cannot go back to the client-side integration, the default setting prior to this integration.  If you would like to proceed, click Next.
Enter SharePoint Site URL

Step 4: After your SharePoint site has been validated by Dynamics 365, click Finish.
Validation of SharePoint site by Dynamics 365

Step 5: In Dynamics 365, go to Settings >> Document Management. You will notice that the Configure Server-Based SharePoint Integration option, mentioned in Step 1, is no longer available. This is because we have correctly configured Dynamics 365 with SharePoint. On this page, now click on Document Management Settings to complete the process of integrating Dynamics 365 with SharePoint.
Document Management Settings

Step 6: After executing the previous step, the window below will pop up, where you can select the Dynamics 365 entities you would like to enable for document management in SharePoint. Afterwards click Next to continue the integration process.
Configure Dynamics 365 entities for document management

Step 7: Select the SharePoint folder structure for the entities selected in the previous step. In the example below, I have selected a folder structure based on entities. Afterwards, click Next.
Choose SharePoint folder structure

Step 8: The following window will pop up. Click OK, if you would like to proceed with the creation of document libraries in the provided SharePoint site.
SharePoint Document Libraries Creation

Step 9: Wait until the document libraries have been created. After the document libraries have been created you will get a window similar to the one below, notifying you that the process has been completed. Click Finish.
Document Library Creation Process Complete

You have successfully enabled Dynamics 365 for document management in SharePoint. For the entities enabled, files uploaded for their records will be stored in SharePoint and you can make utilize the full range of document management capabilities offered by SharePoint. Your documents will be accessible in both Dynamics 365 and SharePoint.

To view the SharePoint sites enabled for document management in your Dynamics 365 organization, go to Settings >> Document Management. Click on SharePoint Sites. You will get a window similar to the one below:
Active SharePoint Sites for Dynamics 365 Organization

To view the Dynamics 365 entities’ folders created in SharePoint, navigate to the SharePoint team site you provided above. In the left navigation panel, click on Site Contents. You will get a window similar to:
Dynamics 365 entities' folders in SharePoint

Integrating Dynamics 365 Online With OneNote

Step 1: In Dynamics 365, go to Settings >> Document Management. On this page, click on OneNote Integration.
OneNote Integration

Step 2: After executing the previous step, the window below will pop up, where you can select Dynamics 365 entities you would like to enable for OneNote Integration. Click Finish to complete the process.
Choose the entities to enable for OneNote Integration

You have successfully integrated Dynamics 365 with OneNote. For records of the enabled entities, notes made in Dynamics 365 will be synced with OneNote in SharePoint Online. Also, you can access these notes on your desktop (i.e. OneNote Desktop) and mobile devices (i.e. OneNote Mobile).

Microsoft Dynamics 365: How to Set Up a Free Online Trial Version

For organizations seeking a comprehensive, robust and extendable customer relationship management platform, it is worth considering the Microsoft Dynamics 365 platform. In this post, we will cover a quick case for considering Microsoft Dynamics 365 for your customer relationship management and provide a guide on how set up a free Dynamics 365 Online 30 day Trial Version.

A Quick Case for Microsoft Dynamics 365

Why should you choose Microsoft Dynamics 365 over other customer relationship management platforms? Here are 6 reasons to choose Microsoft Dynamics 365 over its competitors:

  • Familiar, intuitive and easy to adopt user interface: If an organization is familiar with the Microsoft Office suite, it is easy to adopt the Microsoft Dynamics 365 user interface, as they are designed by the same organization. You can spend less on change management.
  • Integration with the Microsoft ecosystem: You can easily integrate Microsoft Dynamics 365 with the rest of the Microsoft ecosystem like Outlook, Office 365 (Word, Excel, PowerPoint, Outlook, etc), Windows Server, Exchange Server, Skype for Business, SharePoint, Power BI, and PowerApps.
  • Powerful analytics, social sales and embedded intelligence features like LinkedIn Sales Navigator Application Platform and Relationship Assistant, to enhance productivity, efficiency and effectiveness.
  • Flexible and extendable architecture, deployment options, and pricing, making it easy for an organization to customize Dynamics 365 to its specific requirements and only pay for its unique needs.
  • Detailed, flexible and seamless security model: Dynamics allows you to control who can access general sections and specific areas like fields. Users only see areas they have been granted access to.
  • Microsoft’s commitment to the product quality and innovation as well as partner support: Microsoft is committed to quality and regularly releases updates, continuously innovating and improving the product. Also, Microsoft has a global network of partners to support clients across the world.

Setting up a Microsoft Dynamics 365 Free Online Trial Version

Are you convinced about Microsoft Dynamics 365? If you are, and ready to take it to the next level, here are the steps you need to set up a Microsoft Dynamics 365 online trial version:

Step 1: Go to the Microsoft Dynamics 365 product home page.
Dynamics 365 product home page

Step 2: Click on “Schedule a demo”.
Click on "Schedule a demo"

Step 3: Click on “Sign up for a free trial”.
Sign up for a free trial

Step 4: Click on “Sign up here”.
Click on "Sign up here"

Step 5: On the pop-up, if you are not a Microsoft employee or partner organization, click on “No, continue signing up”.
If you are not a Microsoft employee or partner organization, click on "No, continue signing up"

Step 6: Enter the required information and click “Next”.
Enter the required information and click on "Next"

Step 7: Enter the required information about the Microsoft Dynamics 365 trial organization you are about to create and click on “Create my account”. Also, if you would like to hear from Microsoft or its partner in your geographical location to provide support on your Dynamics 365 journey, select the options provided below.
Click "Create my account"

Step 8: Enter your phone number for Microsoft to verify that you are not a robot. You will receive an automated text or phone call, depending on the option you select.
Enter your phone number to verify that you are not a robot

Step 9: Hooray!!! You have created your Office 365 and Dynamics 365 organizations, you will get the page below. Take note of the “Sign-in page’ and “Your user ID”, you will need this information to sign into your new organization.
You have created a D365 organization

Step 10: Go to the Microsoft Office 365 home page. If you are requested to sign in, click on “Sign in” and login using the user ID from step 9 and the password you created earlier, in step 7.
Go to Microsoft Office 365 home page and sign into the organization you created in Step 9.

Step 11: After logging in, click on the “Admin” app, to access your Office 365 organization’s administration options and configurations.
Office 365 home - select Admin app

Step 12: Adding other users to your new Office organization and Dynamics 365 organization: In the Admin app, navigate to Users >>> Active Users. You will get a page similar to the one below. Click on ‘Add a user’ to start the process of adding a new user to the Office 365 organization.
Add other users

Step 13: Enter the user’s basic information and click Next:
User's basic info

Step 14: You can add a user to your Office 365 organization without giving them access to the Dynamics 365 organization. However, if you if you want the user to be both a member of the Office 365 organization and Dynamics 365 organization, you have to grant the user a Dynamics 365 license (see the image below). You can also assign the user other product licenses from this section. Click Next.

The creator of the organization has a Global Administrator role, in Office 365, as well as System Administrator and System Customizer security roles, in Dynamics 365, giving them the rights to add users to both Office 365 and Dynamics 365.
Assign licenses

Step 15: You can also assign administration roles to the user if you wish. These settings are optional. Click Next.
Optional settings

Step 16: Review the user details. If you have happy with the setup details, click on ‘Finish adding’ to add the user to the organization.
Finish adding user

Step 17: After successfully adding the user, you will get a page similar to image below. You can add more users from this window. After you finish add users, click ‘Close’.
Successfully added user

Step 18: Back in the Admin page, in the left navigation, navigate to ‘All admin centers ‘. If you cannot see ‘All admin centers ‘ in your left navigation panel, click on ‘Show all’. In the main window, click on ‘Dynamics 365’ to access the Dynamics 365 administration center, in order to complete the set up of your Dynamics 365 organization.
All Admin Centers

Step 19: To complete your Dynamics 365 setup, select the apps you are interested in. If you are not interested in the provided apps, you can select “None of these. Don’t customize my organization” for a vanilla Dynamics of 365 organization. Click on ‘Complete Setup’.
Select the Dynamics 365 apps you are interested in.

Step 20: Depending on the app(s) you selected in the previous step, you will get a launch pad similar to this:
D365 Published Apps

Step 21: Select the Dynamics 365 app you would like to launch by clicking on it and you will get the app’s home page. Here is an example of the Dynamics 365 Customer Service app home.
D365 -Customer Service

Your brand new Dynamics 365 instance has been set up and is ready for your adventures. Feel to explore and play around with the environment. You just have entered the fascinating world of Dynamics 365. Welcome!!!