Support Portal ContactGet in touch

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.


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


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.


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


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

CRMCS Quick Start Guide: How To Produce a Microsoft Teams Live Event Dynamics 365 Marketing: Lead Scoring and Sales Acceptance Designing and Developing Microsoft Power Apps Portals Thank You for Attending CRMCS’ Webinar - Achieving B2B sales excellence with Dynamics 365 & Microsoft Teams Thank You for Attending Our Webinar - Achieving B2B sales excellence with Dynamics 365 & Microsoft Teams Webinar: Discover How CRMCS Have United Dynamics 365, SharePoint and Microsoft Teams To Create Sales Excellence Ignite your workflow by adding DocDrive365 to Office 365 The CRMCS guide to everything you need to know about integrating Teams with Dynamics 365 Saving Time By Keeping Documents In One Place TDE Database Encryption with On Premise Dynamics The Key to Successful Compliance in 2020 Part 2: Let’s get GDPR Compliant with Microsoft Power Automate Top 3 Essential Tips for Remote Working Dynamics 365 Marketing: Top 5 Best Features Dynamics Day in the Life - Puma Investments Can you use Teams to amplify collaboration in Dynamics? Part 1: Using a Scheduled Power Automate to Trigger Expiry Date Reminders The secrets of successful document collaboration in Dynamics CRMCS launches new AppSource approved DocDrive365 Dynamics Day in the Life - Moneypenny Release Management Add the App to Dynamics DocDrive365 Security: Day One - Getting Started with Dynamics to SharePoint Permissions Building a New Scheduled Process using Flow
  • "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
M1 6EQ

London Office
CRM Consultancy London
Grosvenor Avenue

Content © CRM Consultancy.