Attach2Dynamics: Drag & Drop and Manage documents on SharePoint, Dropbox and Azure Blob Storage from within Dynamics 365 CRM

Attach2Dynamics is a solution from our suite of productivity tools for document management on cloud storages. Users can Drag & Drop multiple files and folders to SharePoint, Dropbox and Azure Blob Storage with Attach2Dynamics from within Dynamics 365 CRM. It has features to Upload or Download documents to/from cloud storages with the click of a button. Apart from these, there are plenty of other significant and not natively supported features that we are going to cover in this blog.

Let’s take the example of Account entity.

Assuming we have created Entity configuration record for Account Entity with Connector as SharePoint, we are going to explore the features of Attach2Dynamics using a record of Account Entity. Below is the configuration window for setting up Account Entity.

Note: The above configuration is enabled for Dropbox and Azure Blob Storage also.

After the above configuration, now, you can see Attach2Dynamics button in the Command bar for Account entity.

Upon clicking the Attach2Dynamics button a new window will pop-up from where you can perform actions on multiple files and folders as we will discuss below.

This is the Attach2Dynamics window from where we perform actions on files and folders. Below are its listed features:

Drag and Drop Files and Folders

Attach2Dynamics has many significant features that make the task of document management easier. Now, with the help of Attach2Dynamics, you can Drag and Drop multiple files and folders at same time to SharePoint, Dropbox or Azure Blob Storage from Dynamics 365 CRM. This feature makes the task of document uploading easier by in a way bulk uploading. It saves a lot of time and effort and does not require a dedicated resource to implement this task.

You need to drag and drop the files in above window.

The above window shows process of dragging and dropping.

The final uploaded files and folders. Thus you have seen how easy and effective it is to Drag & Drop files/folders in SharePoint, Dropbox and Azure Blob Storage.

Upload

As you have just seen how easy it is to drag and drop your Dynamics 365 CRM documents in SharePoint, Dropbox and Azure Blob Storage. Now, with the help of Attach2Dynamics you can also upload multiple files and single folder at a time using the Upload button. Get a user-friendly UI to view the list of files uploaded on SharePoint, Dropbox or Azure Blob Storage against current record. This allows efficient document management and you can upload files and folders to desired document location on SharePoint, Dropbox or Azure Blob Storage to access it from your Dynamics 365 CRM. It saves your Dynamics 365 CRM document storage space.

This is the window that open when clicking to upload files.

This is the window that opens when trying to upload folders.

As you can see below, there is successful uploading of files.

However, sometimes files are ignored because of Blocked File Extensions or due to error while uploading some files the reason for which will be available in the Error Log.

Blocked File Extension is available in Entity Configuration for Connectors.

Error Logs Entity contains the list of errors when files fail to upload.

Note: Uploading Folder through Upload button, is not available on Internet Explorer, however, files can be uploaded through IE.

Download

Apart from Uploading multiple Dynamics 365 CRM files and folders to SharePoint, Dropbox and Azure Blob Storage, you can also perform download action on files and folders in cloud storages. Using the Attach2Dynamics window you can access all the documents against the current record for which the files are uploaded. At a single instance, you can perform this action on multiple files and folders, also known as bulk downloading. This makes Dynamics 365 CRM an extremely powerful tool.

Note: Downloading of Folder is not supported for SharePoint and Azure Blob Storage.

Copy Link

Using Attach2Dynamics you have the option to easily create the sharable link of document in SharePoint, Dropbox and Azure Blob Storage. You can send it outside Dynamics 365 CRM using the functionality Copy Link. It is a simple and useful tool allowing the user to access the files and folders against a record outside of Dynamics 365 CRM.

If only the View mode is selected, then the document is available in read-only mode whereas, if Edit mode is selected then the document is available for editing.

Note: For Dropbox, only View mode is available. This feature is also available in Azure Blob Storage.

Create Folder

Managing documents has been taken a notch further by the ability to act within SharePoint, Dropbox and Azure Blob Storage via Dynamics 365 CRM. Yes, now you can create folders in these cloud storages from Dynamics 365 CRM. These folders can be used to organize your data, by placing them in the appropriate folder location.

Rename

Dynamics 365 CRM does not allow renaming of its documents on cloud storages (as it has native integration only with SharePoint). With the help of Attach2Dynamics, now you can rename the existing files and folders on SharePoint, Dropbox and Azure Blob Storage. This makes it possible to meet any alteration in business requirement thereby making the task of document management more flexible.

Note: For Azure Blob Storage user can rename only files not folders.

Deep search Tab

It is easy to look for files and folders globally in a record for cloud storages. You can perform Deep Search for files/folders related to the entered keyword in the search tab and obtain all the documents with the search name in the enlisted file area. Deep search allows you to search for files or folders based on your current path. If you are currently in a path and there are multiple folders/files inside that path, if you search for any keyword it’ll scan till the last file and folder and return the result.

For instance we started out with the Parent folder and searched for Delta.

Deep Search is performed on the parent and child folder and the resulting files and folders with Delta in the name is returned.

Move/Copy Dynamics 365 CRM Attachments

This feature is one of the most important functionalities of Attach2Dynamics as it saves a lot of Dynamics 365 CRM space by moving attachments to cloud storages. You can move/copy Dynamics 365 CRM Notes Attachments/Email Attachments and Sales Literature Attachments to Dropbox, SharePoint or Azure Blob Storage.

  1. Notes:If enabled, it’ll move/copy the Note Attachments to the respective entity folder and leave a path in the Note Body.
  2. Emails Attachments:If enabled, it’ll move/copy the Email Attachments to a common folder called Email Attachments or Regarding folder and leave a path in the Note Body.                                                                                                                   
  3. Sales Literature Attachments:If enabled, it’ll move/copy the Sales Literature Attachments to the respective Sales Literature folder and leave a path back Cloud Storage Links section.                                           

Document Location

For a record, we can have multiple Document Locations within SharePoint Site. With the help of Attach2Dynamics, you can select which folder (Document Location) you want to upload the file in an easy to use UI. This allows organizing your files and folder in an optimum manner by keeping track of the locations where you want to upload the documents.

Email

This stands amongst the strongest features of Attach2Dynamics. With the help of this, you can send an email with the files. There are two options for this – send as Link, or send as Attachment.

1) Link: On selecting this option you can insert the file’s link in the email body. The below window opens on choosing the option ‘Link’ with the sharable link of the files in the email body.

2) Attach: On selecting this option you can attach the file itself in the email body. The below window opens with the file as attachment by choosing ‘Attach.’

Note: Email can be sent only with files and not folders. Also, multiple files can be sent in a single mail.

Access Control of the Action

Control the access given to users over various features of Attach2Dynamics such as Upload, Download, Email, Deep Search, and Rename etc.

Support for uploading files from Home Page

Upload files from home page directly for the selected records.

Delete

Users can delete files from all the three cloud storages. The details of these deleted files is then stored in the Log Entity.

To view the same navigate to Attach2Dynamics–>Logs–>Deleted File Status.

The user can get complete information such as Deleted On, Deleted By, File Name etc. from the log.

View Files

Preview files on cloud storages with just a single click. There is no need to download files in order to view them. This feature is available only in SharePoint and Dropbox.

These were the range of features we offer using Attach2Dynamics. We are working on adding more functionalities to the tool in coming releases. In future, other than SharePoint, Dropbox and Azure Blob Storage we are also looking forward to incorporating One Drive, Box and Google Drive Storages.

By now you must be excited to download the product and explore its features. We have FREE trial of 15 days just for you! Here you go!

For any enquiry, suggestion or feedback drop a mail at crm@inogic.com

Ciao!