Support Portal ContactGet in touch

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

   Words by Paul McQuillan

   on 22/05/2020 08:00:00

Once DocDrive365 has been added to Dynamics, and we are accustomed to working with Documents in SharePoint directly from within CRM, we can 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 us 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.

image

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

image

For the Entity adjusted, this will start showing the Access Group Panel for this Entity in the DocDrive 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:

image

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

image

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

image

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

In SharePoint this appears as:

image

And the detailed permissions:

image

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.

Our next step here 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.

  • "Paul has made a real difference to how my team of 24 people record and store valuable customer data and sales opportunities. Highly recommended."

    James, Operations Director

  • "Understanding your business allows us to advise when to implement aspects of CRM and, likewise, when not to."

    Paul McQuillan, Managing Director

  • "Dynamics 365 and CRMCS have made a real lasting difference to our business, allowing us to replace older systems that were holding back our performance."

    Grahame, Chief Operating Officer

  • "James worked well with us to help connect CRM with Outlook and relate how this might benefit our team using CRM for Property Care."

    Natalie, Property Care Supervisor

  • "Matt was really good with helping us run User Testing on the new Compliance Module of our CRM System."

    Tom, Compliance Administrator

Prefer to go old-school?

Write to us using the below addresses.

Head Office
CRM Consultancy
61 Oxford Street
Manchester
M1 6EQ

London Office
CRM Consultancy London
Grosvenor Avenue
London

Content © CRM Consultancy.