This blog article outlines how to create SharePoint locations, folders and subfolders automatically within MS Dynamics CRM with our DocumentsCorePack ServerBased Add-On.
The solution is our AutoMergeWorkingItem which can be triggered automatically when creating a new workflow in a process.
Requriement: DocumentsCorePack ServerBased (DCP SB) Online
For further information how to do this in DCP OnPremise, please click here.
Standard SharePoint location in CRM:
Created SharePoint location:
How to manually save SharePoint locations, folder(s) and subfolder(s) in CRM when creating an account
Generally, when creating a new account in MS CRM, all appropriate documents (e.g. quotes, invoices etc.) are saved in the entity Documents in MS CRM.
As you can see in Figure 3, the CRM Save location Documents can be accessed via the drop-down-button next to the current company in the main navigation area at the top.
It could as well be accessed using our addon SmartBar, which enables a simple navigation between all related CRM records and entities.
Anyway, to create a new Account in CRM, navigate to Accounts, then click on the [New]-button.
When you click on Documents (see Figure 3), the following message box appears. The box indicates, that a SharePoint location will be created manually with a click on the [OK]-button.
The standard SharePoint location-window is empty and does not contain any folder(s) or subfolder(s).
Once documents have been saved, its look changes.
How to create a workflow that automatically generates SharePoint locations, folder(s) and subfolder(s) when creating an account
It is possible to create different subfolders in folders that contain certain documents (e.g. Quotes, Invoices …)
This can be managed with a simple workflow.
In our example we define
1) the SharePoint location,
2) the folder(s) and
3) the subfolder(s)
that will be automatically triggered when creating a new account.
First of all, open your CRM and navigate to Settings and Processes.
Now create a new process with a click on the [New]-button.
In the next window, define the following settings:
- Process Name: (here: CreateSharePointFolder)
- Activate As: Process
- Entity: (here: Account)
- Category: Worfklow
Once this is done, click on the [Add Step]-button and select Create Record.
Now name the step (here: CreateFolder) and open the Drop-down menu within this first step:
There, select MSCRM-ADDONS.com AutoMergeWorkingItems.
Next, click on the [Set Properties]-button.
In the now following window, type in a name and define the AutoMergeWorkingItem-action (here, CreateSharePointFolder) It is also important to insert the PrimaryRecordUrl. To do so, set the cursor into the PrimaryRecordUrl-field and go to the Look for: -area within the form assistant on the right side. There, select Records URL(Dynamics) form the second drop-down menu. Click on the [Add]-button and on the [OK]-button in order to proceed.
Next scroll down to the Create SharePoint Folder-section (see next screenshot, click to enlarge)
There, you can define the SharePoint location, folder(s) and subfolder(s).
For example: TEST/subfolder 1;TEST/subfolder 2;TEST1/subfolder 1
Figure 17 outlines, that a slash indicates that the subfolder remains in a mainfolder. Furthermore, it outlines that a semicolon indicates the creation of a new main folder.
Please note: the folder and/or subfolder name can contain blank space but you must not use a blank space between a folder and its subfoler(s)
Once you have set up your order structure, please click on the [Save and Close]-button.
Now click on the [Activate]-button in order to activate your workflow:
Then click once again on the [Activate]-button in order to confirm the process:
Now, your workflow is activated.
Please note: it can take some minutes until the workflow has been entirely finished!
When you now create a new account and then navigate to the SharePoint document location, it should look similar to the example in Figure 21.
When opening the TEST-folder, the subfolders look as shown in Figure 22 and Figure 23.
That’s it! We appreciate your feedback! Please share your thoughts by sending an email to firstname.lastname@example.org.