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Generating New Documents to SharePoint in Dynamics

   Words by Paul McQuillan

   on 14/10/2019 08:00:00

Using Dynamics 365, we can create new Word Documents from Templates we have built and stored in CRM.

These templates can pull data from the CRM Records into the new Word Document and so auto-populate the Document with useful information from CRM – this can be particularly useful for producing Letters, Orders or Contractual Documents based on the Address, Sales or Contract Terms we have tracked in CRM.

By default these new Documents are created in Word Format and attached as a Note to the Record in CRM.

This can be useful but attaching as a Note can be restrictive for good document management – as this stores the file in Dynamics without any consistent format for where such documents are saved.

DocMan for Dynamics improves on this functionality by allowing new Documents to be more quickly produced from the Templates tracked in Dynamics:

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Clicking Generate in the DocMan Panel presents the list of applicable Templates in Dynamics that we can add to the Account

The Documents produced are then automatically saved into SharePoint instead of Notes, and so stored in a stronger more consistent format that we have specified for integrating SharePoint and Dynamics together.

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We can view the Documents for the Account in Dynamics, or click Location to show us in SharePoint

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Viewing the Area for the Company Record’s Documents in SharePoint

As the Documents are stored in SharePoint and so integrated into Office 365 – this means we have the ability for a one-click open into Office Web Apps or into the Word Desktop App.

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Any changes to the Document here and then automatically saved back into SharePoint, and avoid us having to download and then re-upload the document when done.

This is a small productivity saving – but can be absolutely crucial to keep Documents stored in the right location, and prevent them being placed on Local Storage and so outside our well managed security envelope.

Above all else, this makes working with Documents easier for the User, and so makes helps ensure CRM and SharePoint are efficiently used.

Interested in improving how you store and manage Documents using Dynamics 365?  You can find out more about DocMan here, and get in touch with us for our expertise integrating Dynamics, Office and SharePoint together.

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