DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions

   Words by Paul McQuillan

   on 02/03/2021 14:47:00

Once DocDrive365 has been added to Dynamics, and we are accustomed to working with Documents in SharePoint directly from within CRM, we can begin to look at Security. This guide is aimed at showing the first step to enabling Security Synchronization from Dynamics to SharePoint.

Our first step is to contact CRMCS and request the additional security module that will activate the Permissions Management aspect of DocDrive365. Once done, we can open our DocDrive365 Settings and change the Permissions Management setting to Stakeholders from CRM to SharePoint to activate this functionality.

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This logic is entity specific and so we can open a particular Entity in our DocDrive365 Configuration and set Publish Security to Yes.

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For the Entity adjusted, this will start showing the Access Group Panel for this Entity in the DocDrive365 Panel.

When we add records of this Entity – this will set the initial permissions based on the Inherit Permissions setting in the Record Rule:

  • Inherit Permissions from Parent – this is the default setting that any new Site, Library or Folder created for the record have the same permissions as the parent container in SharePoint; essentially giving a simple permissions cascade from the top-layer to the bottom of the hierarchy.
  • Unique Permissions – this does not cascade any permissions from the parent and instead sets the  new Site, Library or Folder with a unique permissions set.  This is typically for a protected folder or other location that wants to break away from normal permissions.

For either setting – if we navigate into a record (so an Opportunity in our example here) and start making edits to the Access Group, this will break from any inherited permissions and start building a unique set of permissions for the location.

So if we have a new Opportunity that defaults to Inherited Permissions, we will see this under Manage Permissions for the Folder:

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Navigating into the full view of permissions in SharePoint will likewise show us how this is inheriting permissions:

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If we start defining a bespoke Access Team for our Opportunity – this will change over the permissions in SharePoint:

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As soon as we have added entries to our Access Team here, this will break into unique permissions.

In SharePoint this appears as:

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And the detailed permissions:

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This then starts allowing us to build our bespoke security for the record in Dynamics that synchronises to SharePoint. Manually defining the Access Team for a record is a good starting point for understanding how security can move from Dynamics to SharePoint – and having a bespoke Access Team for a record may be the right model in some circumstances, generally we will want this automated in line with the Business Units and Teams we track within Dynamics.

Next Article

Our NEXT STEP will be looking at how we can add SharePoint Security Rules to Dynamics that automate our permissions model from Dynamics to SharePoint for single Users or Teams.

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