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Dynamics 365 Document Management: The Challenges and SharePoint Security

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Dynamics 365 Document Management and SharePoint Security Challenges After 17 years on the market, the background of our industry-leading product CB Dynamics 365 to SharePoint Permissions Replicator continues to be our favorite tale at Connecting Software. We even have a movie on it, however, let us go into the point: this anecdote illustrates what occurs when a customer’s desire, after several attempts, is eventually heard by a suitable party. It demonstrates how customer-focused Connecting Software is powerful!

On Microsoft AppSource, the CB Dynamics 365 to SharePoint Permissions Replicator seems to be a Recommended App. We even have CB Dynamics 365 Seamless Attachment Extractor to go with it. You definitely should have both solutions if Dynamics 365 documents and connections are your problem. This decision diagram can help you make judgements based on the needs:

I want to use SharePoint to store your Dynamics documents, but I’m worried about SharePoint Security VS. I want to be able to track email and access its attachments via Dynamics without putting up any additional space.

In brief, CB Dynamics 365 to SharePoint Permissions Replicator is the option for you if you want to store your Dynamics 365 Document Management in SharePoint but are worried about SharePoint Security. CB Dynamics 365 Seamless Attachment Extractor is required if you wish to track email and have its attachments easily accessible from Dynamics without using up Dynamics capacity.

Dynamics 365 Document Management And SharePoint Security Issues

Microsoft provides free configuration of its Dynamics 365 and SharePoint integration. Organizations can use this integration to automatically store Dynamics documents in SharePoint and categorize them by Contacts or Accounts. The end-user finds it to be highly practical and transparent that a reference is left in Dynamics. Additionally, it allows users to access many of SharePoint’s document management features and collaborate on documents.

But Dynamics 365 and SharePoint have quite different security architectures. The restrictions you’ve set up on CRM are not carried over to SharePoint by Microsoft’s out-of-the-box connectivity. As a result, people without the necessary Dynamics CRM capabilities can access documents in SharePoint. Therefore, whenever the setup of the SharePoint interface, a contract that was cached in Dynamics and therefore only accessible to top managers could suddenly become available to everyone.

How to maximize the advantages of both technologies while enforcing the proper access rights was the key question. CB Dynamics 365 to SharePoint Permissions Replicator is the solution, which is why it’s so well-liked.

It’s crucial to emphasize that this is a set-it-and-forget-it type of solution. After initial configuration, everything runs automatically and without user input. Additionally, Dynamics 365 CE immediately replicates any changes made to a user’s security role to SharePoint. This applies to actions like adding or removing users from particular groups. In terms of SharePoint security and Dynamics 365 Document Management, it is also a solution that can be upgraded in the future. Why? Because Dynamics and SharePoint may both be upgraded to any other version and remain functional.

Benefits Of Dynamics 365 Document Management To SharePoint Permissions Replicator

When dealing with Dynamics 365 Document Management difficulties, you frequently use the SharePoint integration. Although this is a fantastic first step, don’t overlook SharePoint security!

You can by simply integrating CB Dynamics 365 with SharePoint Permissions Replicator

  • Safeguard the private information of your clients and staff.
  • Facilitate your GDPR compliance by ensuring that the papers are always kept in a secure location.
  • In SharePoint, automatically and in real-time, secure your documents.
  • According to the automated user and permission mapping, you can have it running in 15 minutes.
  • Have a technologically sophisticated system that ensures there isn’t a single point of failure and has multitenancy and load balancing.

Taking Things One Step Further – The SharePoint Structure Creator

To maintain the orderly organization of your document folders in SharePoint, the add-on SharePoint Structure Creator is available for CB Dynamics 365 SharePoint Permissions Replicator. Additionally, the problem of SharePoint’s restricted document library permissions is resolved by this distinctive ready-to-use solution.

In order to avoid exceeding the threshold for the unique permission scope, it automatically builds or chooses document libraries in SharePoint based on predefined rules. For SharePoint Online, this limit is 5K unique permissions, while for SharePoint 2013, 2016, and 2019, it is 50K. Large businesses typically hit these limits in 1-2 years. Document handling in Dynamics with organized folders whose benefits are;

  • Allowing you to organize SharePoint as you like – you can store records in Alphabetical order, calendar order, and many other ways.
  • Saving user’s time in finding documents
  • Keeping GDPR compliant 

The Attachments In Dynamics – Moving On to Another Cloud Storage!

CB Dynamics 365 Seamless Attachment Extractor is the answer for you if your issue is with all the email attachments that are received and then tracked into Dynamics.

It allows you to automatically transfer attachments to your preferred external cloud files storage, such as SharePoint, Azure File Storage, or Azure Blob Storage. As a result of the tracking method, Dynamics will receive email attachments before you do when sending or receiving them. This solution automatically moves the attachments to the appropriate folders in the chosen cloud storage as soon as they are in Dynamics. Dynamics will retain a link to the location in its place for quick access. Users’ experience is as smooth, as though the attachment is still there.

The ability to construct alternative configurations, which enables the use of one, two, or even more cloud storage connectors, is still another crucial aspect. You are more than welcome to combine different connectors or utilize two connectors of the same kind, such as two SharePoint instances.

Conclusion! The Coexistence of Dynamics 365 Document Management And SharePoint Security

The ideal destination for your documents and attachments is not Dynamics 365. Getting documents and attachments in alternate storage benefits you in terms of storage costs, performance, and regulatory compliance.

For the papers your team will be working on, Connecting Software, a Microsoft Gold Partner, suggests using SharePoint. This is a result of SharePoint’s team collaboration features. Once the documents are available, use CB Dynamics 365 to SharePoint Rights Replicator to ensure that the appropriate permissions are applied. 

We advise SharePoint, Azure File Storage, or Azure Blob Storage for attachments. The decision will be based on the cost structure and potential current usage of your organization. CB Dynamics 365 Seamless Attachment Extractor extracts any existing attachments from this external storage and ensures that any new or updated attachments are automatically included.

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