USER GUIDE PowerAttachment CRM

Transcription

1 USER GUIDE PowerAttachment CRM

2 Contents Overview Configuring PowerAttachment Location Type URL Username Password Document Library SharePoint Type SharePoint Domain Attachment Types Cycle Modify original with URL link Overwrite existing duplicate file Cloud PowerAttachment Security Roles Using PowerAttachment Attachments for Activities Sending an with Attachments Receiving an with Attachments Attachments in Notes sections Uninstalling PowerAttachment

3 Overview PowerAttachment is a managed solution that sits in CRM that will push your attachments to your SharePoint site removing the document from CRM and replacing it with a link to the document that is now stored in SharePoint, saving you storage in your CRM system! This guide will walk you through how PowerAttachment works in your CRM system. Configuring PowerAttachment Once you have imported and registered the PowerAttachment solution for your Microsoft Dynamics CRM system it will need to be configured to connect to your SharePoint. To configure PowerAttachment navigate to to Settings > Solutions and double click on PowerAttachment, the configuration window is on the set-up tab. Location Type Select which service you would like the PowerAttachment solution to push you documents to. By default the setup will push your attachments to SharePoint. URL Enter the URL, specific to your database, for the service that you are pushing your documents to. Username Enter the username used to access the service that you are pushing your documents to. Password Enter the password used to access the service that you are pushing your documents to.

4 Document Library Enter the Library name you would like PowerAttachment to file your documents. (I.e. Shared Files) Within this location PowerAttachment will use the file structure of Year > Month > Day, based off of the day the attachment was pushed to SharePoint SharePoint Type In this field choose whether you are using SharePoint Online or Hosted. SharePoint Domain Enter the domain of your SharePoint. (I.e. if using a PowerObjects Hosted org you would enter PowerObjects. Attachment Types Enter all document types you would like to accept through PowerAttachment. Any document types not listed here will be left as attachments in CRM. Cycle Number of s to include in each sync cycle (the syncing cycle runs every 5 minutes). Modify original with URL link If you would like PowerAttachment to replace the actual attachment in each activity with a link to the stored document in SharePoint, select Yes. If you would like to keep the attachment intact in each activity, select No. Overwrite existing duplicate file In this field you can choose whether you would like the solution to automatically overwrite existing duplicate files in SharePoint or whichever service you chose to push your attachments to or not. Cloud In this field you are able to denote which Azure cloud you would like the PowerAttachment solution to use. The last tab you will have to configure is the Excluded Entities tab. Under this section you can choose to exclude specific entities in your CRM system from working with PowerAttachment. If an entity is listed in the Exclude Entities section the PowerAttachment solution will not trigger for attachments added to the entity. PowerAttachment Security Roles Once PowerAttachment is imported you will notice two new security roles in your CRM system. The first is PowerAttachementAdmin, this security role should be granted to the user whose login information is entered in configuration. The second security role is PowerAttachementUser, this role should be applied to all users that you want to be able to use PowerAttachment.

5 Using PowerAttachment Once you have setup the PowerAttachment configuration, the solution will move all new attachments in the CRM system to your SharePoint site. The PowerAttachment solution will not touch any pre-existing attachments in your system or document types that are not defined in the Attachment Types field in the setup. Note: PowerAttachment will sync documents to your SharePoint every 5 minutes. Attachments for Activities If you navigate to an Activity in your CRM system, you will notice not much has changed with the form. We have simply added a section towards the bottom of the form for PowerAttachment, this is where your links to the SharePoint documents will appear once they have been synced.

6 Sending an with Attachments The process of sending an with an attachment has not changed; simply write out your content > save > attach your files > send.

7 Once the has sent, PowerAttachment will sync the attachments to SharePoint and place links to the documents in the PowerAttachments section of the form. Receiving an with Attachments PowerAttachment will also work with s that are tracked back to CRM using the Outlook CRM client. Again, the solution

8 will take the attachments and push them to SharePoint; placing links to the documents in the PowerAttachments section. Attachments in Notes sections Additional to the Activity, PowerAttachment will move any attachments added to any entity in your CRM system to your SharePoint site. This can be an out of box entity or even custom; if there is a specific entity you do not want PowerAttachment to work with, you can define this is in the Exclude Entities section of the setup.

9 In the second screen shot we can see the second attachment on the case record has been moved and replaced with a link to the document in SharePoint. Uninstalling PowerAttachment To uninstall, navigate to Settings > Solutions > select the PowerAttachment solution and select delete. Deleting the solution from your CRM system will not remove any existing attachments in SharePoint that have been populated by the solution. However, future attachments will not be pushed to SharePoint.