Replicating Security Permissions Between Dynamics 365 and SharePoint
Table of Contents
Understanding Replicated and Sync Security Models
Organizations using Dynamics 365 CRM and SharePoint often assume that enabling SharePoint integration automatically aligns document security with CRM access. This happens because Dynamics 365 and SharePoint use entirely different security engines that do not natively communicate permission logic.
This gap leads to one of the most common document governance issues in the Microsoft ecosystem:
CRM users see only what they’re allowed to see in Dynamics 365, but SharePoint may expose more than intended.
This guide explains:
- What it means to replicate security permissions
- Why native integration does not enforce CRM security
- How a replicated security model differs from a basic sync security model
- When organizations need security replication to maintain governance and compliance
Note: This guide focuses on concepts, architecture, and best practices.
Detailed configuration and setup steps are intentionally covered in this integration documentation.
What Does “Replicating Security Permissions” Mean?
Replicating security permissions refers to the process of automatically enforcing Dynamics 365 access rules within SharePoint, so document access always reflects CRM security.
In practical terms, this means:
- CRM remains the source of truth for security
- SharePoint enforces access based on CRM roles, teams, and record ownership
- Permission changes in CRM are reflected in SharePoint without manual intervention
Replicating vs Managing Permissions Manually
Without replication, administrators must:
- Manually assign SharePoint permissions
- Maintain SharePoint groups separately from CRM
- Continuously update access when users change roles or leave the organization
This approach does not scale and introduces risk.
Replicating security permissions means automatically applying Dynamics 365 user, team, and role-based access rules to SharePoint folders and documents to ensure consistent access control.
Why Native SharePoint Integration Native SharePoint Integration
A common misconception is that native SharePoint integration “syncs” CRM security.
It does not.
The reason is architectural, because Dynamics 365 and SharePoint were designed as independent platforms with separate security models.
Separate Security Engines
- Dynamics 365 uses:
- Security roles
- Business units
- Teams
- Record-level privileges
- SharePoint uses:
- Users and groups
- Permission levels
- Folder and file-level inheritance
These two systems do not share a common security model.
What Native Integration Actually Does
Native integration:
- Links CRM records to SharePoint folders
- Stores documents externally
- Provides document access from within CRM
It does not:
- Replicate CRM security roles
- Sync team membership
- Enforce record-level access rules in SharePoint
As a result, document access is governed entirely by SharePoint permissions unless an additional security replication mechanism is introduced.
That’s why most organizations prefer a third-party integration tool like SharePoint Security Sync.
Understanding the Dynamics 365 Security Model
To understand why permission replication is necessary, it’s important to understand how Dynamics 365 controls access.
At a high level, the Dynamics 365 security model includes:
- Security Roles
Define what actions a user can perform (read, write, append, delete). - Business Units
Control data visibility across organizational structures. - Teams
Enable shared access to records, either through ownership or access teams. - Record Ownership
Determines who can see and interact with individual records. - Hierarchical Security
Allows managers to access subordinate data.
CRM users expect document access to follow these same rules.
However, SharePoint does not natively understand or enforce this model.
In a replicated security model, Dynamics 365 acts as the authority that defines who should have access, even when documents are stored externally.
Understanding the SharePoint Security Model
SharePoint uses a fundamentally different approach to security.
Key elements of the SharePoint security model include:
- Users and Groups
Access is managed through SharePoint groups or Microsoft 365 groups. - Permission Levels
Such as Read, Contribute, Edit, or Full Control. - Folder and File-Level Security
Permissions can be applied at multiple levels. - Inheritance
Permissions typically flow from parent to child, unless explicitly broken. - External Sharing
Allows documents to be shared beyond the organization.
While this model is flexible, it is not automatically aligned with CRM access rules, because SharePoint has no awareness of CRM roles, teams, or record ownership.
Without a sync or replicated security model, SharePoint permissions quickly diverge from CRM security.
This divergence is the root cause of:
- Overexposed folders
- Manual permission cleanups
- Compliance and audit issues
Why a Replicated Security Model Is Necessary
As organizations scale, document access control becomes increasingly complex. Users change roles, teams are reorganized, and records move across business units. n this environment, manual SharePoint permission management is not sustainable, because every CRM role or ownership change requires parallel updates in SharePoint.
A replicated security model is necessary when:
- Dynamics 365 is the system of record for user access
- Documents are shared externally through SharePoint
- Security must remain consistent without administrative overhead
Without replication:
- CRM users may gain unintended access to documents
- Former employees may retain SharePoint permissions
- Administrators must continuously reconcile two separate security systems
In regulated or audit-sensitive environments, failing to replicate security permissions introduces measurable risk.
Sync Security Model vs Replicated Security Model
The terms sync security model and replicated security model are often used interchangeably, but they serve different purposes.
Aspect | Client-Side | Server-Side |
| User interaction | Required | Not required |
| Works with workflows | No | Yes |
| Works with imports | Limited | Yes |
| Real-time UI alerts | Yes | No |
| Automation-friendly | No | Yes |
When a Sync Security Model Is Enough
- Small teams
- Limited document sensitivity
- Low user churn
When a Replicated Security Model Is Required
- Strict compliance requirements
- Complex CRM security roles
- High volume of document access changes
A replicated security model ensures that SharePoint never becomes the weak link in your CRM security strategy.
How Security Permission Replication Works (Conceptual Overview)
Security permission replication is not a one-time action. It is an ongoing enforcement process.
At a high level, replication involves:
- Detecting CRM security changes
User roles, team membership, record ownership, or business unit updates - Evaluating effective access
Determining who should have access based on CRM rules - Translating permissions
Mapping CRM access logic to SharePoint permission structures - Applying SharePoint permissions
Enforcing folder and document access accordingly - Maintaining alignment over time
Ensuring future CRM changes are reflected automatically
If you want to know how security privileges are synced through an integration, kindly refer to this doc.
What Security Elements Are Replicated
A robust replicated security model goes beyond basic user access. It accounts for multiple CRM security components that influence effective permissions.
Typically replicated elements include:
- CRM users and teams
- Security role-based access
- Record ownership
- Business unit visibility
- Team membership changes
- User deactivation or role removal
By replicating these elements, organizations ensure that:
- SharePoint access mirrors CRM intent
- Security remains accurate as users move or leave
- Document governance stays centralized
Replicating security permissions is about enforcing intent, not just copying access lists.
Common Challenges Without a Replicated Security Model
Organizations that rely solely on native integration or manual permission management often face recurring issues.
Typical Challenges
- Over-permissive SharePoint folders
- Users accessing documents they can’t see in CRM
- Delayed removal of permissions for ex-employees
- Manual audits and emergency cleanups
- Increased compliance risk
These challenges are not caused by poor administration; they are the result of structural limitations.
Without a replicated or sync security model, SharePoint operates independently of CRM security, creating unavoidable gaps.
FAQs
Does Dynamics 365 replicate security permissions to SharePoint?
No.
Dynamics 365 does not replicate security permissions to SharePoint by default.
Native SharePoint integration only links CRM records to document locations. SharePoint permissions are managed independently and are not automatically governed by CRM security roles, teams, or record ownership. This is why organizations often experience security gaps when documents are stored in SharePoint.
What is a replicated security model?
A replicated security model is an approach where Dynamics 365 remains the source of truth for access control, and the same security rules are automatically enforced within SharePoint.
In this model:
- CRM security defines who should have access
- SharePoint enforces those permissions on folders and documents
- Security stays aligned as users, roles, and records change
This model is commonly used in environments with strict governance or compliance requirements.
What is the difference between a sync security model and a replicated security model?
A sync security model focuses on keeping systems aligned at a basic level, while a replicated security model enforces CRM security rules consistently across systems.
In a sync security model:
- Security alignment may be partial
- Source of truth can be shared or unclear
In a replicated security model:
- Dynamics 365 is the sole authority
- SharePoint permissions are continuously enforced based on CRM rules
- Organizations handling sensitive documents typically require a replicated security model rather than a simple sync.
Why is SharePoint security often weaker than CRM security?
SharePoint security appears weaker, not because it is poorly designed, but because it operates independently of CRM security.
SharePoint relies on:
- Users and groups
- Permission inheritance
- Folder-level access
- Dynamics 365 relies on:
- Roles
- Teams
- Record-level privileges
Without a mechanism to replicate security permissions, these two models drift apart, creating access inconsistencies.
Does Dynamics 365 replicate security permissions to SharePoint?
No.
Dynamics 365 does not replicate security permissions to SharePoint by default. Native SharePoint integration only links CRM records to document locations; SharePoint permissions are managed independently and are not governed by CRM roles, teams, or record-level access.
When is a replicated security model required?
A replicated security model is typically required when:
- CRM is the system of record for security
- Documents contain sensitive or regulated data
- User roles change frequently
- Compliance or audit requirements apply
In these cases, relying on manual SharePoint permissions or native integration alone introduces risk.
How are CRM security changes reflected in SharePoint?
In a replicated security model, CRM security changes—such as role updates, team membership changes, or user deactivation—are automatically reflected in SharePoint permissions.
This ensures document access remains accurate without requiring manual intervention from administrators.
How do organizations implement a replicated security model?
Organizations typically implement a replicated security model using purpose-built tools rather than custom development.
These tools continuously evaluate CRM security and enforce corresponding permissions within SharePoint.
SharePoint Security Sync is one such solution designed to replicate Dynamics 365 security permissions into SharePoint document libraries.
Does replicating security permissions impact performance?
When implemented correctly, replicating security permissions does not negatively impact user experience.
Modern replication mechanisms apply permissions efficiently and incrementally, ensuring SharePoint remains responsive while maintaining accurate access control.
Why is replicating security permissions important for compliance?
Compliance frameworks often require:
- Least-privilege access
- Accurate user deprovisioning
- Auditable access controls
Without replicating security permissions, SharePoint may expose documents beyond intended CRM access, increasing compliance risk.
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