Tag Archives: SharePoint
Dynamics 365 and SharePoint: 3 Ways to Replicate Permissions Structure
Recently, I’ve come across a post on Dynamics 365 and SharePoint integration. The story is from one CRM forum, and the writer was looking for a solution for permission structure in SharePoint.
From the number of similar threads, many organizations are concerned with the same issue – missing synchronization of permissions and privileges between the CRM and SP.
The forum member wrote the following:
Hi guys,
Currently, I’m investigating possibilities to replicate the needed permissions structure for a centralized SharePoint database with multiple countries (sub-entities located in different countries are using their own SharePoint sites and have their specific needs related to security roles and document structure). A Centralized SharePoint database would represent an interim solution for document storage. Microsoft solution does not allow to integrate multiple SharePoint sites and synchronize security roles, so looks like finding a third-party solution is the only option now.
Have you ever had similar issues? What are the options on the market? Is the third-party software an only valid way to solve it?
So let’s see what can be done about it.
Firstly, why Dynamics 365 and SharePoint integration in the first place?
Many organizations prefer working with D365 documents using SharePoint as this provides extra functionality for team and document collaboration:
- Possibility to create, upload, view, and delete documents stored in SharePoint from within Dynamics 365;
- Using the SharePoint document management abilities within Dynamics 365, such as checking the document in and out and changing document properties;
- Enabling customers who want to review a bid, to directly access D365 documents in SharePoint, once they have the appropriate permissions.
The features are great, and Microsoft provides free integration of the two systems. But companies that would like to enable this integration need to be aware of one important thing.
The out-of-the-box Microsoft integration doesn’t take into account document permission rights.
Imagine, you lock some information in Dynamics 365 as confidential and allow a limited number of users to have access to it. The data can be about salaries, contract values, prospect information, personal data, etc.
Then you integrate the CRM with SharePoint. But because the permission rights can’t synchronize, the confidential information turns available to anyone in SharePoint. This endangers the company in many ways, from financial to reputational losses.
What can be done about it?
The longest way. Coding the synchronization of privileges and permissions between Dynamics 365 and SharePoint manually from scratch. To be honest, not the best idea for several reasons. Firstly, it will take quite a lot of time and developing resources. And, secondly, it will not end on launching the synchronization. All the burden of maintenance like debugging, keeping an eye on system updates etc. will be still on your developer’s shoulders. Plus, if the synchronization goes wrong
A shorter but still long way. Coding the synchronization, using ready-made connectors for Dynamics 365 and SharePoint. An example can be Azure Logic Apps which allows us to build our own custom logic to move documents out of CRM and into the SharePoint sites and folders of our choosing. Another example – integration platforms with pre-built connectors like .
The advantage compared with the first approach is saving time on learning Dynamics 365 and SharePoint APIs – which is a lot. You only need to build the logic of the synchronization and make sure no sensitive information skips the gate. It may take time and resources, especially during iterations. Therefore, obvious disadvantages: the maintenance is still going to be on you.
The shortest way. At the moment, one ready-to-use product is available for solving the missing synchronization of document access rights between Dynamics 365 and SharePoint. It is called quite straightforward – . It syncs the access rights between the two systems and makes sure that only accounts appointed in Dynamics 365 have access to specific sensitive information in SharePoint.
Advantages: no expenditures on developing or maintenance. It is a ready-to-use product that can be launched on-premises or as SaaS within minutes. No need to worry about system updates as there is a team of experienced developers behind the product who take care of it and provide support.
Disadvantages: can’t name any. The product is being used at thousands of installations around the world, in multinational companies and the public sector: the Government of Canada, ), , and many more.
Contact us!
If you use Dynamics 365 in combination with SharePoint, you really need CB Dynamics 365 to SharePoint Permissions Replicator to protect your data integrity. or . and we will answer all your questions regarding the permissions synchronization.
About the author:
As a part of Connecting Software’s team, Anastasia Mazur has been investigating ins and outs of business software integration and synchronization. Can participate in a short conversation about it without appearing superficial.
Contact the author: anastasia@connecting-software.com
Synchronize Dynamics 365 CRM and SharePoint security model using SharePoint Security Sync
Dynamics 365 CRM and SharePoint together make a great combination that provides flexibility and ease in document management. Many organizations across the world prefer to use both as a combo pack. And this combo pack can be made more formidable with our NEW upcoming productivity app –
So, what is SharePoint Security Sync?
SharePoint Security Sync is a productivity app that helps in synchronizing the security privileges of Dynamics 365 CRM in SharePoint. The need to control the accessibility of Dynamics 365 CRM documents and data stored in SharePoint led to the development of this productivity app. In a way it assures same level of security for documents and records stored in SharePoint that is provided in Dynamics 365 CRM. This means whatever security is assigned for user in Dynamics 365 CRM will be replicated in SharePoint. Similarly, any changes or modification in security privileges in Dynamics 365 CRM will be synced to SharePoint simultaneously.
Why use SharePoint Security Sync?
Each application has its own unique security model. Such is the case with Dynamics 365 CRM and SharePoint. There is a significant difference between the security models of Dynamics 365 CRM and SharePoint. The same user can have different level of access in both Dynamics 365 CRM and SharePoint. It may seem that the documents or attachments that were inaccessible in Dynamics 365 CRM can be accessed by the very same user in SharePoint without any restrictions.
For example, let’s say that you have a significant number of attachments or data related to Quotes, Contracts, Opportunities, etc. in your Dynamics 365 CRM system. The access to this data is only given to the selected few top members of your team. Due to space crunch and for better storage you moved those history data to SharePoint. Once moved to SharePoint, it becomes accessible to your entire team.
This is one kind of security crisis that you can easily avoid with our new productivity app – SharePoint Security Sync.
SharePoint Security Sync enables you to safely store and manage documents in SharePoint. You can easily replicate security privileges of Dynamics 365 CRM in SharePoint. So, no more document security crisis.
SharePoint Security Sync – Your Safety Net for Dynamics 365 CRM Document Management
To know more, mail us at crm@inogic.com
Refresh a Power BI dataset that feeds from SharePoint list automatically
The Power BI team recently shipped some cool new flow options and one of them is really cool. Many times I hear of reports and dataset that fully rely on SharePoint lists. These lists are used by business groups that don’t have the rights to spin up and Azure SQL database or just want to keep a simple list to store their dimensions. SharePoint lists are great for that.
The new flow option allows you to automatically update the dataset whenever a new item is added to the list, that is pretty cool.
Here is how it works. Start at your list in SharePoint and click automate and select create new flow:
A new pane opens to the side, the flow we want is not part of the default list so we select “see your flows”
This opens flow where you can start a new automated flow which we need.
This opens a new flow, give it a name and choose “When an item is created” as trigger for the flow:
Nest pick the list you want to trigger on:
Then finally configure what happens when the trigger is fired. In this case we want to select “Refresh a dataset”.
Next you can select the dataset you want to refresh:
Now every time an item gets added to the SharePoint list the dataset gets updated with the new information. Very cool!
What About Security between Dynamics 365 and SharePoint?
One of the leading CRM systems nowadays is Microsoft Dynamics 365. Together with SharePoint, it provides great document collaboration features, and many organizations around the world already use them as a duet. In this post, we will discuss how to ensure security settings synchronization between Dynamics 365 and SharePoint. It is going to be very practical!
The issue of privileges and permissions between Dynamics and SharePoint
Microsoft offers a standard out-of-the-box integration between Dynamics 365 and SharePoint. It enables organizations to link SharePoint documents with CRM records. Moreover, it enables users to manage SharePoint documents and use many of the document management features of SharePoint directly in the user interface of Dynamics 365.
But the security models of Dynamics 365 and SharePoint differ significantly. This out-of-the-box integration does not provide the same level of record security in CRM and SharePoint. This results in documents in SharePoint being accessible to users without the required Dynamics CRM privileges.
Imagine, a company has its contract values and prospects in their CRM system available only to senior managers. CRM is synced with SharePoint for the sake of document collaboration, productivity and so on. And surprise, the documents which are restricted pretty much from everyone except for certain senior managers, are available to anyone in SharePoint.
So, how to combine the benefits of both solutions and enforce the correct access rights at the same time?
Yes, there is.
The solution for data protection
is a small yet powerful application that monitors privilege changes for Dynamic 365 data items in the background and automatically synchronizes these changes to respective items in SharePoint. The proper privileges from Dynamics 365 are applied to SharePoint items – automatically and instantaneously, securing your data items and documents all the time.
After installation, the app does the synchronization of permissions and privileges automatically without user interference. Thus, it ensures the protection of commercial information and personal data. Both are also very important for the GDPR compliance and protects the respectful image of the organization. At the moment, this is a unique solution on the market.
How CB Permissions Replicator works for organizations
Since the launch in 2014, the product has gained trust from many private and public institutions. For example, the for years.
Another story is from a private sector, namely Compass Group PLC, UK, the largest contract foodservice company in the world. “It was ”, – says Anthony Crook, Head of Client Business Solutions Compass Group PLC. “The main pain point that led us to Connecting Software’s solution was the need for synchronization. We mostly hold sales and contract information in CRM. Managing data access is key to ensuring that users only have access to the data they are allowed. As people come and go, it’s important that no one has access to more information than they require to do their job”, he explains.
The geography and industries of the CB Dynamics 365 to SharePoint Permissions Replicator are wide indeed: ACC Governmental Department in New Zealand; , USA, the world’s largest tier-one manufacturer of aerostructures; in Finland, a leading paper producer and the oldest limited liability company in the world; Securitas in Sweden, National Rugby League Ltd in Australia, – the list is too long to name all.
Takeaway
Dynamics 365 is rapidly evolving and conquering the market. So it is only natural if your organization uses it for customer relationship management. And the capacity of the system is boosted in combination with SharePoint – a flexible and multifunctional document management system. The integration of the two allows making good use of the duet if you ensure the synchronization of permissions and privileges between Dynamics 365 and SharePoint.
To see how the CB Dynamics 365 to SharePoint Permissions Replicator can protect sensitive data in your organization, .
to ask about the product now, and we will give our best knowledge!
By Anastasia Mazur, , a producer of synchronization and integration solutions.
What You Need To Know If You Store Your CRM Documents In SharePoint
Many sysadmins choose to store CRM documents in SharePoint because managing documents is more intuitive in SharePoint. SharePoint also has very convenient extra functionalities for the end-users such as checking documents out and version history.
Another reason to go for this combination is that data storage is cheaper on the SharePoint side. If the standard SharePoint storage of 10 GB is not enough, you can buy extra storage at the very reasonable price of $ 0.20/month per GB extra.
Microsoft Dynamics 365 offers standard out-of-the-box integration with SharePoint that enables organizations to link SharePoint documents with CRM records. This is why having a combination of Dynamics 365 with SharePoint is popular.
What you need to know – no automatic synchronization of Dynamics / SharePoint permissions
The security models of Dynamics 365 and SharePoint differ significantly. Because of this, there is no automatic synchronization of permissions. This results in documents in SharePoint being accessible to users without the required Dynamics CRM privileges.
This basically means that all SharePoint users can access all documents, including private and sensitive data… even if they don’t have CRM privileges to do so.
If you have a small organization and not that much of sensitive data, you can consider doing this permissions sync manually. In other cases, the best option is to use an add-on such as CB Permission Replicator by Connecting Software. Check our blog about Dynamics 365 and SharePoint security settings.
What you need to know – SharePoint security scope limit
You can store up to 30 million items or files in a SharePoint list or library. But there is a limit on the number of unique permissions you can set of 50,000 items per list or library. This limitation exists in SharePoint 2010 and all following versions. The limit can be lowered but not increased, however, there are things you can do about it… keep on reading!
But first… why is this limit a problem? There are two aspects to consider although this is not that clear if you first look at the SharePoint documentation. Firstly, if you try to go over the 50,000 limit, SharePoint will present the error “You cannot break inheritance for this item because there are too many items with unique permissions in this list”.
The second aspect of this problem is the loss of performance. As the number of unique permissions in a list or library increases, you will notice SharePoint performance decreases… even if you are not close to the limit yet. This might happen from around 5,000 unique permissions, although that will depend on your specific SharePoint implementation.
This limit of 50,000 items per list or library is what Microsoft refers as a “Security scope” limit for lists and libraries. You can find this in Microsoft’s documentation for , and .
This SharePoint documentation explicitly says: “As the number of unique permissions in a list grows, query performance will degrade. Even though the default limit is 50,000 unique permissions, you might want to consider lowering this limit to 5,000 unique permissions”. Microsoft also indicates that “If you try to declare unique permissions after this limit has been reached, you will be blocked from doing so.”.
What you can do about it
Now let’s talk about possible solutions and workarounds.
The first and most obvious option would be to reduce the number of documents. Unfortunately, this not really an option for most organizations. Documents cannot simply disappear overnight.
The second option would be storing documents elsewhere. The problem with this option is that it either results in a loss of functionality (plus a loss of productivity as you will have to have your users change the way they do things) or in significant extra costs – or both.
The third option is organizing your documents differently. The limit refers to each list or library, so if you have more libraries you are less likely to hit the limit. The problem with this (why is there always a problem?) is that it is hard to do this library organization manually. Moreover, you need your users to cooperate with you if you are doing it manually. Otherwise, you might end up with a library structure no one understands, and no one can keep up…
This can also be done automatically by using + the add-on . These are out-of-the-box solutions from Connecting Software (paid, but a free trial available). SharePoint Structure Creator puts documents into different document libraries which are automatically created according to the rules you configure. The available options are:
- A document library per period (year, quarter, month, week, day or custom)
- A document library per letter or letter set (based on starting character(s) of the record name or the starting character(s) of the record ID)
- A document library per record
Takeaway
When you have an automatic solution such as the one we just described, you effectively handle both problems that exist with storing CRM documents in SharePoint. SharePoint permissions are correct (based on the permissions defined in Dynamics) and the SharePoint permissions limit is not reached. As an added bonus, the library organization created automatically on the SharePoint side is neat and configured to match a logic that makes sense for your organization. So, if your users try to find the documents in SharePoint, this will be more efficient.
As the problems can be handled gracefully and the advantages of storing the documents in SharePoint are strong, we do recommend using SharePoint to store your CRM documents.
***
By Ana Neto from , a provider of integration and synchronization solutions for business software and IIoT.
What About Security between Dynamics 365 and SharePoint?
One of the leading CRM systems nowadays is Microsoft Dynamics 365. Together with SharePoint, it provides great document collaboration features, and many organizations around the world already use them as a duet. In this post, we will discuss how to ensure security settings synchronization between Dynamics 365 and SharePoint. It is going to be very practical!
The issue of privileges and permissions between Dynamics and SharePoint
Microsoft offers a standard out-of-the-box integration between Dynamics 365 and SharePoint. It enables organizations to link SharePoint documents with CRM records. Moreover, it enables users to manage SharePoint documents and use many of the document management features of SharePoint directly in the user interface of Dynamics 365.
But the security models of Dynamics 365 and SharePoint differ significantly. This out-of-the-box integration does not provide the same level of record security in CRM and SharePoint. This results in documents in SharePoint being accessible to users without the required Dynamics CRM privileges.
Imagine, a company has its contract values and prospects in their CRM system available only to senior managers. CRM is synced with SharePoint for the sake of document collaboration, productivity and so on. And surprise, the documents which are restricted pretty much from everyone except for certain senior managers, are available to anyone in SharePoint.
So, how to combine the benefits of both solutions and enforce the correct access rights at the same time?
Yes, there is.
The solution for data protection
is a small yet powerful application that monitors privilege changes for Dynamic 365 data items in the background and automatically synchronizes these changes to respective items in SharePoint. The proper privileges from Dynamics 365 are applied to SharePoint items – automatically and instantaneously, securing your data items and documents all the time.
After installation, the app does the synchronization of permissions and privileges automatically without user interference. Thus, it ensures the protection of commercial information and personal data. Both are also very important for the GDPR compliance and protects the respectful image of the organization. At the moment, this is a unique solution on the market.
How CB Permissions Replicator works for organizations
Since the launch in 2014, the product has gained trust from many private and public institutions. For example, the for years.
Another story is from a private sector, namely Compass Group PLC, UK, the largest contract foodservice company in the world. “It was ”, – says Anthony Crook, Head of Client Business Solutions Compass Group PLC. “The main pain point that led us to Connecting Software’s solution was the need for synchronization. We mostly hold sales and contract information in CRM. Managing data access is key to ensuring that users only have access to the data they are allowed. As people come and go, it’s important that no one has access to more information than they require to do their job”, he explains.
The geography and industries of the CB Dynamics 365 to SharePoint Permissions Replicator are wide indeed: ACC Governmental Department in New Zealand; , USA, the world’s largest tier-one manufacturer of aerostructures; in Finland, a leading paper producer and the oldest limited liability company in the world; Securitas in Sweden, National Rugby League Ltd in Australia, – the list is too long to name all.
Takeaway
Dynamics 365 is rapidly evolving and conquering the market. So it is only natural if your organization uses it for customer relationship management. And the capacity of the system is boosted in combination with SharePoint – a flexible and multifunctional document management system. Integration of the two allows making good use of the duet if you ensure the synchronization of permissions and privileges between Dynamics 365 and SharePoint.
To see how the CB Dynamics 365 to SharePoint Permissions Replicator can protect sensitive data in your organization, .
By Anastasia Mazur, , a producer of synchronization and integration solutions.
Amazing & So Simple > Attach Documents from SharePoint to CRM Email
Amazing & So Simple > Attach Documents from SharePoint to CRM Email
Dynamics SPO uploads documents from CRM to SharePoint. By adding SPO Organizer records as sub-grid to the form, the document’s locations are available in CRM.
Click the plus “+” sign on sub grid to upload more documents or attach documents stored in SharePoint to CRM Email.
Read more and Download FREE trial:
Dynamics SharePoint Organizer (SPO) – New Features
With Dynamics SPO, CRM users can upload CRM documents, with metadata from CRM records, to any folder and related folders in SharePoint Locations.
Click here to .
Two new features released today.
New Metadata – Multi-Select Option Sets
When the metadata is retrieved from CRM field of multi-select option set, the selected options are saved in SharePoint metadata column as comma separated list.
In below example, we configured the field States in the custom entity Project to be uploaded to the States column in the SharePoint Document Library. Sorting projects by States, groups all projects that are in the same states.
Another feature helping SharePoint users to efficiently filter and display records using metadata.
CRMURL
When the user opens CRM record, the SharePoint location URL of all the documents uploaded from CRM to SharePoint are displayed in a sub-grid in the record form.
The new feature allows a SharePoint user with access to CRM, to click and open the CRM record, while in SharePoint, to view the record details in the CRM form.
This feature enhances the link between CRM and SharePoint, as documents and record’s details can now be viewed in both platforms.
To add CRMURL metadata you firstly need to configure SPO Connection Details with the CRM URL (like: ), and then add column with the name CRMURL in SharePoint
One Click upload from CRM Notes to SharePoint.
One Click upload from CRM Notes to SharePoint.
Upload documents with metadata, save in SharePoint in any folder structure, document library, site, and by document type.
Watch: one minute video
Download free trial:
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Embed Power BI reports in SharePoint online using Apps
Last week I was trying to embed a Power BI report into a SharePoint online page. I wanted users in my organization with a free license to be able to see the reports. Sounds easy? I opened the help documentation and went ahead. Unfortunately it was not as easy as it seems as the documentation was missing one crucial point (this will be updated soon).
Steps to get it to work
In the end I got it to work. These were the steps I used:
- The author of the report is has Power BI Pro (user 1).
- The report consumer (User 2) has a PBI free license
- I created a report a in workspace 1 as user 1. The workspace is hosted on premium so User 2 can view the content.
- To give access to the report with a large set of users we use apps. Apps support the giving access to groups.
- So I created an app containing the report.
- Next share I it with myself and the target audience. I used “Install app automatically” to make sure the app is installed and the user has access.
Remember: To have access to the report you need to have the app installed. - Now I open the app myself (as user 1) and go to the report
- After opening the report I can get the embed report URL
This is key to making it work! Use the report installed by the app and not the one from the workspace! - Now that we have the URL we can create a new team site in SharePoint
- I now add the report URL I copied in step 7 to the PBI web part.
- After publishing the SharePoint page I can see the page successfully, including embedded Power BI report:
- Now I add user 2 as member to the SharePoint page
- I now open a in private browser and log in to SharePoint as user 2
- I now go the team site as user 2. Remember: User 2 needs to have a Power BI license. You can bulk assign free licenses to your users if you don’t want them to get a pop up at this point.
- When user 2 opens the page he can see the report embedded in SharePoint.
- Done!
Recap
So in short the following items are needed:
- Create an app for the report that you want to share
- Share the app to the users\groups who need to see the report, when the app is installed on their Power BI they have access.
- You can install the app as part of the app configuration so they don’t have to install it themselves.
- Copy the embed report URL from the app, not the workspace (this is key!)
- Give access to the SharePoint page to the same group as where you embed your Power BI report.
After the introduction of WS v2
Now this looks pretty complicated but with the new workspaces that are in preview today, and described here, this is going to be much easier. AFter this has gone live you can just replace all the steps above with the following:
- Create a report in a workspace
- Add the group you want to see the report as “Viewer” to the workspace
- Now just embed the page from the workspace in SharePoint
- Done
No more messing about with apps to control security.