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Using DocMan to Track Quote Submissions to a Work Instruction

   Words by Paul McQuillan

   on 26/10/2018 13:00:00

Say we have a Property Management Scenario where we want to define and instruct a Job out to a Third-Party Contractor, but we want to issue out invitations to multiple potential Contractors so they can bid for the Work.

In this scenario, we may have a definition of the Work or a Work Instruction + alongside several Quote Requests from different Suppliers.

Each Supplier will submit one or more Documents and/or Photos as part of their Quote – and ideally we would want both:

1. Our User in CRM to view and upload Documents to an individual Quote

2. Our User to view all the Documents from the various Quotes at the Work Instruction Level.

Using this scenario, we can look at how we would configure DocMan for Dynamics to make this happen between Dynamics 365 and SharePoint:

We define the Rule that first looks up the parent Work Instruction as the level up to create the Document Location for a Quote – so here we define that the Lookup Field ‘cw_workinstructionid’ in Dynamics points us to the parent Work Instruction Record to use.

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Rule defining how a Quote will ‘Look-up’ to the Parent Work Instruction for Document Storage

This Rule that fits into our definition of how Quotes in Dynamics will integrate into SharePoint for Document Storage

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Defining the Integration Rules for the Quote Entity in DocMan

So we have the Parent Map rule that informs where Quotes fit into the Topology below Work Instruction, and the Dynamic Map that defines each Quote will be created as a Folder in SharePoint.

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Rule defining that each Quote will be created as new Folder in SharePoint and inherit Permissions from the parent Work Instruction Folder or Document Library

This then defines our rules in CRM so each Quote added to a Work Instruction appears as a new Folder in SharePoint.

We can then see these Folders either directly from the Quote, or as a nested tree of Folders from the Work Instruction.

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This structure then corresponds to the relationships in CRM:

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This configuration of DocMan then allows us to define how new SharePoint Topologies should work between Dynamics and SharePoint – or mirror existing SharePoint Structures and visualise these into Dynamics.

As our next step – we can publish out some of these Document Locations to the 3rd Party Contractors via a Portal App and so allow them to submit their Quotes back to us online.

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