Microsoft Dynamics 365 offers great solutions as an advanced system, but the data storage costs for saving data in Microsoft Dynamics 365 can become quite costly. To address this problem, we created the AttachmentExtractor. Learn more about the AttachmentExtractor Online Service Configuration below.
Prerequisite: Enable SharePoint integration in Dynamics 365
Please see our video tutorial and step-by-step description for AttachmentExtractor below, which shows how to start the AttachmentExtractor Online Configuration.
Step 1: Login or register on www.mscrm-addons.com.
The registration is quick and free. Once logged in, you will:
- have access to all our free 14-day trial versions
- be able to request full support on all trial versions
- receive our newsletter
- be able to upgrade free trial versions to licensed products
If you have not registered yet, you can do so here.
After you login, navigate to Visit my profile > My Account and then Manage Services.
The Service Configuration window will open. Navigate to the AttachmentExtractor tab and press the [+] button.
Step 2: Set up your Dynamics 365 connection.
Here is an overview of the AttachmentExtactor Service Settings.
❶ Connection Profile: Set up your CRM connection.
❷ Service Name: Per default it is the unique instance name of your Dynamics 365. You can customize it, but once it is set you cannot change it.
❸ Attachment Extractor Instance: Select the instance where the service should be installed. The instance with the best bandwidth is automatically pre-selected, but you can change it until you have saved the new service.
❹ Extraction Mode: Specify here if you want to extract E-mail content or attachments.
❺ Storage System: Decide which attachment storage system your AttachmentExtractor Service should use.
❻ SharePoint Integration: Select in your SharePoint settings whether you want to use the Dynamics 365 Integrated SharePoint or a Specific SharePoint.
❼ Storage Option for Entities without Document Management enabled: Entities without Document Management can be stored daily or weekly on a specific SharePoint library. You can also decide which Entities not to extract.
❽ Extract: Select what you want to extract.
❾ Email Subfolder: Extracted Email attachments will be saved here.
❿ Note Subfolder: Extracted Note attachments will be saved here.
⓫ Appointment Subfolder: Extracted Appointment Subfolders will be saved here.
⓬ Data Processing: Here you can specify if you only want a copy of your attachment saved to SharePoint or if you want attachments extracted completely. Once extracted, the file is replaced with a .url file that points to the extracted file on SharePoint.
⓭ Minimum Attachment Size Filter: Please set the minimum size for attachments to be extracted here.
⓮ Only extract attachments older than: Insert a time value here to extract only attachments that are older than X hours/days/weeks or months. (minimum value = 0).
⓯ Enable text-only E-mails in timeline: Decide if you want to see only the E-mail text or the full content in the timeline.
Step 3: Back to setting up your CRM connection.
Choose your ❶ connection profile type.
Please note: You should always use Server2Server unless asked by our support team to change the type.
❷ Do not forget to complete your CRM URL.
❸ Press the Retrieve Organizations button. You must enter your Admin credentials again. At this point, you will be asked for application permissions. Click here for details.
Please note: it is recommended to change the sign-in frequency for your service user as described here.
Step 4: Your organization is shown. Press the Verify Connection & Save Profile button.
Step 5: While your connection is being verified, this window is displayed to remind you not to close the window or navigate away.
Step 6: After your connection is set up, some settings are required, like selecting a SharePoint user and how often you want to extract attachments. Press the Save Service button when done.
This window gives you some important information about the setup. Please follow the recommendations and press the OK button.
Your Service Configuration is complete when you see this message. Press the OK button.
Congratulations! Your AttachmentExtractor Service is now running.
Show Advanced Options (Figure 3)
❶ Enable Debugging: In case of any issues during the extraction, we recommend enabling debugging here. The log files will be available as soon as the service is saved.
❷ Stop service on single item error: This option is deactivated by default. Please note that the service will stop if an error of a single item occurs.
❸ Single Item Error ThreshHold: The service will stop after the configured amount of single item errors.
❹ Add markup to filenames for extracted files: This option is activated by default. Please note, that disabling will remove any visible indicator if an attachment has been extracted.
❺ Create SharePoint attributes: Once enabled, this option will create SharePoint attributes for all transferred files. For further information on SharePoint attributes, have a look at this article.
❻ New folder per: Decide whether you want to create a new folder weekly or daily. This option only applies to CRM-integrated SharePoint.
❼ Blacklist or Whitelist: Decide whether you want to use a blacklist or a whitelist. Entities on the blacklist will not be extracted. Entities on the whitelist will be extracted.
❽ Notify on service changes immediately: Select this option to receive an email immediately if there is an issue with your service. To avoid false positives, we send out E-mails after 30 minutes if there is still an issue with the service.
❾ Process static Timerange: Limit extraction for a specific time range.
❿ Start: Set the start of the time range.
⓫ End: Set the end of the time range.
⓬ Extract note description: This option allows you to select the note descriptions.
⓭ Server Version: This field informs you about the current AttachmentExtractor version on your instance.
Additional Advanced Options
❶ Skip solution import: If you select this option, the setup will assume that you have already imported all solutions that are necessary to create a service. If a particular solution is missing, the creation of the new service will fail.
That’s it! We appreciate your feedback! Please share your thoughts by sending an email to email@example.com.