Add SPO functionality to CRM Entity
Dynamics SPO has two main functions:
Email2SharePoint - Upload documents to SharePoint by emailing them to CRM Queue, which activates CRM plug-in, that uploads the files attached to the Email, and save them in SharePoint with the related metadata / columns retrieved from the Email (read more)
Add SPO functionality to CRM Entity – A better way to integrate entities with SharePoint documents location, and how to save relevant metadata to the document, retrieved from the attributes (fields) of the CRM record.
What is SPO functionality?
The function of SharePoint Organizer (SPO) is as its sounds, a methodological way to organize documents in SharePoint, so that they can be easily found, when they are needed.
The SPO function is a simplified way to upload documents to SharePoint. CRM user, while he /she is in the record form, can upload files from hard disk, from documents attached to Notes, and from documents attached to Emails, related to the record, which are Emails where the Regarding field is the record we upload from.
SPO function is also more efficient and time saving function to upload files to SharePoint. It allows multi-selection of files to upload in one step, unlike similar function in CRM OOB, which requires an upload of one file at a time, and only file upload from hard disk. In other words, with CRM OOB, to upload a file attached to an Email, it firstly needs to be saved to hard disk and only then it can be uploaded to SharePoint.
CRM OOB defines the folders, and folders names, where documents will be saved in SharePoint. SharePoint user finds it difficult to find documents spread over many SharePoint folders and without metadata to support SharePoint search functionality.
SPO uploads document to configurable folders and with metadata based on the attributes of the entity. As an example, when configuring the integration of Invoice entity with a location in SharePoint, you can also select the Invoice attributes: Name, Total Amount, Customer, Due Date, and Email address of the related Contact, as metadata columns in SharePoint. You can then use this meaningful metadata for search and metadata navigation in SharePoint. Updating due date to pay the invoice, can trigger a SharePoint workflow to ensure payment is made on the day.
While configuring SPO, you can enable / disable overwrite if the document exist in SharePoint, as well as to delete or keep the original Email attachments, after they are uploaded to SharePoint.
The most promising feature of SPO is saving the GUID and entity name, as metadata, in the column CRMGUID in SharePoint. Resellers and programmers can write their own software solutions for SharePoint, to allow SharePoint users to click and view, update or create notes on the CRM record or related records from where the documents where uploaded..