Using Sync Fields in DocMan to automate Dynamics-to-SharePoint Permissions

   Words by CRM Consultancy

   on 29/10/2018 08:00:00

The best way to use DocMan to synchronise Security from Dynamics to SharePoint is two-fold:

(1) Correct use of Inheritance to ensure SharePoint Sites and Libraries mirror the hierarchy of records in Dynamics – more on this topic here.

(2) Unique Permissions where necessary are then managed by Teams

Looking at the second point, we can use DocMan to associate Teams to a specific Record in CRM that is using Unique Permissions for it’s Document Location in SharePoint.

We could specify the Users or Teams manually using the Access Team Tab of the DocMan Panel in CRM – but this adds a burden in defining the set of permissions for each record using Unique Permissions:

This burden can be managed by adding ‘Synch Fields’ that automatically map Lookup Fields from CRM to SharePoint – this initially can be as simple as mapping the standard Owner (‘ownerid’) field to ensure the Owner of the record in Dynamics is automatically granted access to the corresponding area in SharePoint, but we can configure these Synch Fields to configure any automatic mapping of Teams or Users to SharePoint Permissions.

We can configure a Sync Field by browsing to the Sync Fields area of the DocMan Security Configuration – this shows the list of Sync Fields defined in our instance of Dynamics CRM and DocMan.

image

We can add a new Sync Field here to specify a mapping of an existing CRM Lookup Field into SharePoint for any given Entity.

image

The addition of these Sync Fields will mean that any new ‘account’ record added to CRM that is specified to use Unique Permissions will automatically add the Users and Teams specified by the Lookup Fields indicated.

Initially this is very useful for ensuring default permissions are set in a new SharePoint Document Location where not inheriting from a Parent.

image

Defining our initial security in SharePoint based on the values in Dynamics:

image

This is useful in allowing us to detail the initial security from Fields in CRM that may themselves by automated to keep the Security Model consistent.

However when this is connected with Workflow in CRM this then becomes more powerful.

We can build standard Workflow Processes in CRM that set Lookup Fields to Teams at particular points in the Business Process to then flag the Documents Area to be shared with that Team. (or individual Users in smaller examples)

This gives us the tool the build processes that share Documents with Key Users at the right times to produce a flexible automated level of security between Dynamics and SharePoint.

If we combine Sync Fields with Inherited Permissions, this becomes more powerful as we can have our Top-Level Permissions defined at the Client or Project level and then have any areas underneath then inherit these permissions – so any changes to the Access Team via CRM Workflow will then automatically be replicated down through the Topology of Records and Document Locations between Dynamics and SharePoint, giving us complete control without becoming a maintenance overhead to keep the permissions in check.

This article builds on the concepts introduced in an earlier guide for Using DocMan to integrate Security from Dynamics to SharePoint.

For more information about DocMan generally, our mini-site gives a higher-level view of the functionality to being Dynamics and SharePoint together.

Find out more about DocMan here

Share this Article

Search Articles

Filter Articles

CRM Tech DocMan

Recent Articles

Dynamics 365 Marketing vs ClickDimensions It’s time to pause, reflect and acknowledge a new era of inclusivity and collaboration. Part 2 - How to get the most from a Technology Expert – Asset Management Hub Property & Asset Management Hub Part 1 – Balancing CRM and Asset Management Scopes - Asset Management Hub Creating a Multi-Lingual PowerApps Portal How to Set Up a Microsoft Teams Site Using DocDrive365 Microsoft Teams - Adding a Microsoft Teams URL to a Dynamics Appointment Dynamics 365 Marketing – Customer Voice Survey Not Appearing In Emails? Using SQL Management Studio to connect to the Dynamics DB Calling a Power Platform AI Builder Model via oData How to use DocDrive365 to integrate permissions between Business Units in Dynamics with Sites in SharePoint Getting started with the Power Platform AI Builder. Power Apps Portal Information Hub DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions Part 5 - Power Apps Portals: How To Connect Azure B2C With Linked-In Part 4 – Power Apps Portals: Styling Azure B2C for Power Apps Portals The 3 Phases for Using Multi-Select Option Sets in Flow with Microsoft Forms Part 3 – PowerApps Portals: Azure B2C and Power Apps Portals – User Flow for Signup and Signin Part 2 - Power Apps Portals: New Application Registration in Azure B2C for our Power Apps Portal Part 1 – Power Apps Portals: Creating a New Azure AD B2C Tenant The Automation Bot: Launching Contextual Flow from Teams Creating a New Bot for Teams Debugging your Teams Bot using Ngrok Adding a Microsoft Teams URL to a Dynamics Appointment
Contact Us

Want expert advice or a demo?

Get in touch now and see how we can help your business grow.

  • Name
  • Email Address
  • Phone Number
 
Close

Understanding Your Challenges

Our strong understanding of CRM and emerging technologies within the Microsoft environment means we deliver the right solutions for you.

Proven Real-World Solutions

As a leader in the field of Dynamics solutions, our pedigree developing and delivering real-world solutions is unsurpassed.

Long Term Support

We provide support beyond our design, implementation and 'go-live' delivery using Sprints and continual updates to our AppSource apps.

CRMCS | Design by Thinktank Marketing | Citrus-Lime Limited

To improve your experience today and in the future, this site uses cookies. Read our full Privacy Policy & Cookie information here I Understand