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D365FO Document Management with Sharepoint - Best practices

  • 1.  D365FO Document Management with Sharepoint - Best practices

    Posted Dec 18, 2018 05:05 PM
    Edited by David Prinaris Dec 18, 2018 05:05 PM

    Hey all,

    We are looking to utilize SharePoint online for most of our document management/handling destination. I was curious to see how other's have set up their DM w/SharePoint in terms of what are some effective strategies and/or best practices when configuring this. What are some pitfalls to watch out for? Are there long-term maintenance considerations? Is anyone using Flow as part of this process?  Any feedback would be helpful!

    FYI - We are on D365FO 8.1/PU20 as of writing this.

    Thank you!

    #Technical #Admin​​ #UnifiedOperations



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    David Prinaris
    Dynamics 365 Developer
    Alterra Mountain Company
    Denver CO
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  • 2.  RE: D365FO Document Management with Sharepoint - Best practices

    SILVER CONTRIBUTOR
    Posted Dec 19, 2018 08:19 AM
    Following this thread Sir. I too am delving into Sharepoint and what we can do in conjunction with AX.

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    David Dial
    Logistic Analyst
    Redneck Trailer Supplies
    Springfield MO
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  • 3.  RE: D365FO Document Management with Sharepoint - Best practices

    Posted Dec 20, 2018 12:45 PM
    #UnifiedOperations #Admin

    I might be a little late to this discussion but we recently implemented a similar solution as well. This is what we did:


    1. Identified documents that use the attachment feature the most (PRs, POs and Purchase agreements)
    2. Create a single data entity that has the list of attachments with their related metadata
    3. Use Flow to update the metadata fields in the Sharepoint directory. (Each time a new file is loaded into the directory, a flow action is triggered which pulls data from the attachment data entity and uses the data in it to update the sharepoint metadata fields)


    ​​​

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    Suhas Rao
    Sr. Functional Lead -D365FO
    Sempra North American Infrastructure
    San Diego CA
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  • 4.  RE: D365FO Document Management with Sharepoint - Best practices

    Posted Dec 26, 2018 09:16 PM
    Thanks for posting this, Suhas! I think you meant to put this in my other sharepoint discussion, but easy mistake! To be clear for others-- this was another discussion around how to write D365 record data to columns when using Sharepoint for D365 document management. This would allow non-D365 users to easily search attached documents using key fields (Journal number, SO#,PO#, etc) and browse in a more batch friendly manner.

    Speaking to your solution though, it seems pretty elegant since it requires little in the way of X++ dev. Question though, in the "Get Records" step, how do you query your metadata entity for the matching record? Document URL?

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    David Prinaris
    Dynamics 365 Developer
    Alterra Mountain Company
    Denver CO
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