Dynamics 365 Teams Document Locations – Where art thou?🤷‍♂️

Even though we all wish it wasn’t so, Document Locations still rule the integrations between Dynamics 365 and SharePoint. I’m not saying that I have a better idea what would be a smarter way of solving it, but it all seems a bit “2011” ish.

Last week I encountered a problem with the Document Locations for Teams, and I was surprised when I couldn’t find them in the Document Locations at first. The list only contained the SharePoint sites that the standard SharePoint connector uses.

In this list I was missing all of the Teams locations. Turns out that the view is only showing Active SHAREPOINT locations.. hehe

All you have to do is add the “MS TEAMS” to the search, and you should see all of the document locations for that also

Dynamics 365 + Teams integration error

Recently ran into a problem with the Teams integration OOTB, where the integration continuously threw an error after connecting the Dynamics record to the Teams.

This is a pretty Vanilla environment, so I couldn’t quite figure out what was wrong. I obviously could see that the URL was wrong, but I didn’t understand WHY it was wrong.

https://**.sharepoint.com/sites/SuperCards/Shared%20Documents/General <- Nothing really wrong with this URL at first site.

After a lot of painful digging I finally found the issue. Someone had decided to install SharePoint in Norwegian when they first setup the tenant!!! hehe. This meant that the URL the SharePoint URL was wrong.

Wrong URL ⛔

Correct URL ✅

Solution?

Microsoft Support didn’t see a fix in the near future for language support, so I guess it’s time for a small work around 🙂 Not really exciting fix, but you need to create a Workflow or Power Automate on create to change the name of the document location to your local language.

Why a workflow you may ask? When is the last time a workflow failed you I answer 😎

Dynamics 365 – Teams. Love at first SITE (pun intended)..

The Team

Hi everyone, meet Knut and Kjetil.

Knut is a salesperson at Point Taken. He just came across a HUGE deal that he has registered in Dynamics 365. This deal is so big that Knut will need the assistance of several resources to deliver. One of these resources is Kjetil, a SharePoint consultant.

The setup

Knut enters the details needed for the Dynamics 365 deal

Knowing that this opportunity is HUGE, Knut starts by creating a new channel in the Offers Team (name is “General” for demo purposes).

The connection

Knut has now setup the structure for collaboration, and is ready to connect Teams and Dynamics 365 together.
Well done KNUT!! 🙂

Add the Dynamics 365 connection for the tab in the channel

Knut chooses the correct opportunity record.

When Knut is done, he can see the newly created connection message in Teams. The above message indicates that Teams and Dynamics successfully connected.

The harmony begins

Kjetil begins right away with the PowerPoint they will need to win this deal. Kjetil does not have a license for Dynamics, so he creates the PowerPoint in Teams because this is the natural place for collaboration.

Knut can now choose to navigate Teams or Dynamcis 365, because the systems are working with the same document location.

Knut and Kjetil represent 2 different work processes, but are harmonizing well when referring to the ONE TRUTH document. Well done you to!!!

Dynamics and Teams in perfect harmony!

Dynamics 365 + SharePoint. Why is this still an problem?

Microsoft has used words like “seamlessly” integrated when speaking about Dynamics 365 and SharePoint, and I have hated it since day one. CRM and SharePoint never seemed to get it right, and after a while I feel they just gave up. The current state of the integration is in most cases utterly useless.

Larger companies

The larger companies will require scalability and security. The integration has none of these in combination. The standard integration has absolutely no idea what security is, and therefore opens all documents for everyone with site access. In larger organizations they might want to separate the BU’s or even more granular access like team access in CRM. This is where you have to use 3rd party tools like Connecting Software. The second you start adding security to folders, you will hit the cap of 50k something unique permissions in a DocLib.

Result: Fail

Smaller companies

The smaller companies have the highest requirements in regards to simplicity. They expect it to be easy to drag/drop files, navigate a simple folder structure, merge documents from CRM that end up in the SP folder etc. In general the smaller companies are always benchmarking the CRM system against smaller collaboration solutions, and therefore expect simple usage. Again the standard isn’t enough.

Result: Fail

Microsoft Teams, the new hope

So with the introduction of Teams + Dynamics integration, we might be somewhat closer to a solution for collaboration that could work. For the first time it makes sense to include others outside of Dynamics 365 to collaborate on the documents. A salesperson could now easily work together with others in the organization that don’t have the Dynamics license. I will show you how in a later blogpost.

Does this mean that we can use the word “seamless” in regards to integration? NOPE, but we are one step closer. My biggest concern is still that the product teams working on this seem to be forgetting to solve the simple features. When you merge a document out of Dynamics, it should be easy to put it back in to Dynamics (SP folder) where it belongs! We should need to have solutions like Documents Core Pack or Xperido for the simple templates.

Anyway. Stay tuned for the next blog when I show how cool the new integration with Teams is:)


Installing SharePoint connector Dynamics 365 Online

The SharePoint standard connector will work for customers with simple needs for collaboration. There is a Teams integration available soon, and I will write about that once it is released in Europe.

Start off by creating a new site in SharePoint. I prefer to create everything on a new site, because then we can control the site better.

Copy the URL of the site before you move on back to CRM.

I prefer to create folder for the entities Account and Opportunity. Remove all the other entities in the simple demo (not that it really matters).

I prefer to have a structure based on account. This will create opportunity folders bellow the account folder.

If it all worked out, you can now open an opportunity with account connected.

Opening the document on opportunity will now give full access to storing documents in SharePoint. I will write an extended blog about considerations to make when integrating this to Teams later.