• Documentation
  • Back to www.mscrm-addons.com
  • Documentation
  • Back to www.mscrm-addons.com
home/Knowledge Base/DocumentsCorePack(DCP)/How to create SharePoint locations, folders and subfolders automatically in DCP SB Online?

How to create SharePoint locations, folders and subfolders automatically in DCP SB Online?

531 views 2 Updated on March 25, 2020

This blog article outlines how to create SharePoint locations, folders and subfolders automatically within MS Dynamics CRM with our DocumentsCorePack ServerBased Add-On.

The solution is our AutoMergeWorkingItem which can be triggered automatically when creating a new workflow in a process.

Requriement: DocumentsCorePack ServerBased (DCP SB) Online

For further information how to do this in DCP OnPremise, please click here.

Example:

Standard SharePoint location in CRM:

 

image_thumb4

Figure 1: Standard CRM SharePoint window

Created SharePoint location:

 

image_thumb54

Figure 2: Created SharePoint location

How to manually save SharePoint locations, folder(s) and subfolder(s) in CRM when creating an account

Generally, when creating a new account in MS CRM, all appropriate documents (e.g. quotes, invoices etc.) are saved in the entity Documents in MS CRM.
As you can see in Figure 3, the CRM Save location Documents can be accessed via the drop-down-button next to the current company in the main navigation area at the top.
It could as well be accessed using our addon SmartBar, which enables a simple navigation between all related CRM records and entities.

image_thumb6[1]

Figure 3: Save location of documents in MS Dynamics CRM

Anyway, to create a new Account in CRM, navigate to Accounts, then click on the [New]-button.

 

image31_thumb

Figure 4: Create a new account in MS CRM.

When you click on Documents (see Figure 3), the following message box appears. The box indicates, that a SharePoint location will be created manually with a click on the [OK]-button.

 

image_thumb8

Figure 5: Message from webpage 

The standard SharePoint location-window is empty and does not contain any folder(s) or subfolder(s).

 

image_thumb2

Figure 6: Entity Documents, once an account has been created.

Once documents have been saved, its look changes.

 

image_thumb64

Figure 7: Entity Documents with saved content

How to create a workflow that automatically generates SharePoint locations, folder(s) and subfolder(s) when creating an account

It is possible to create different subfolders in folders that contain certain documents (e.g. Quotes, Invoices …)

This can be managed with a simple workflow.

In our example we define

1) the SharePoint location,
2) the folder(s) and
3) the subfolder(s)
that 
will be automatically triggered when creating a new account. 

First of all, open your CRM and navigate to Settings and Processes.

 

image_thumb6

Figure 8: CRM > Settings > Processes

Now create a new process with a click on the [New]-button.

 

image_thumb5

Figure 9: Create a new process

In the next window, define the following settings:

– Process Name: (here: CreateSharePointFolder)
– Activate As: Process
– Entity: (here: Account)
– Category: Worfklow

Once this is done, click on the [Add Step]-button and select Create Record.

 

image

Figure 10: Add a new step (Create record)

Now name the step (here: CreateFolder) and open the Drop-down menu within this first step:

 

image

Figure 11: Name the new step

There, select MSCRM-ADDONS.com AutoMergeWorkingItems.

 

image

Figure 12: AutoMergeWorkingItems

Next, click on the [Set Properties]-button.

 

image

Figure 13: Set properties for the new step

In the now following window, type in a name and define the AutoMergeWorkingItem-action (here, CreateSharePointFolder) It is also important to insert the PrimaryRecordUrl. To do so, set the cursor into the PrimaryRecordUrl-field and go to the Look for: -area within the form assistant on the right side. There, select Records URL(Dynamics) form the second drop-down menu. Click on the [Add]-button and on the [OK]-button in order to proceed.

 

image

Figure 14: Create MSCRM-ADDONS.com AutoMergeWorkingItems

Next scroll down to the Create SharePoint Folder-section (see next screenshot, click to enlarge)

 

image

Figure 15: Create SharePointFolder-section

There, you can define the SharePoint location, folder(s) and subfolder(s).

For example: TEST/subfolder 1;TEST/subfolder 2;TEST1/subfolder 1

 

image

Figure 16: Example SharePoint subfolder added

image_thumb28

Figure 17: Structure of TEST/subfolder 1;TEST/subfolder 2;TEST1/subfolder 1

Figure 17 outlines, that a slash indicates that the subfolder remains in a mainfolder. Furthermore, it outlines that a semicolon indicates the creation of a new main folder.
Please note: the folder and/or subfolder name can contain blank space but you must not use a blank space between a folder and its subfoler(s)

Once you have set up your order structure, please click on the [Save and Close]-button.

Now click on the [Activate]-button in order to activate your workflow:

 

image

Figure 18: Activate workflow

Then click once again on the [Activate]-button in order to confirm the process:

 

image_thumb21

Figure 19: Confirm the process

Now, your workflow is activated.

 

image

Figure 20: Activated workflow

Please note: it can take some minutes until the workflow has been entirely finished!

When you now create a new account and then navigate to the SharePoint document location, it should look similar to the example in Figure 21.

 

image_thumb47

Figure 21: Example – SharePoint document location based on workflow 

When opening the TEST-folder, the subfolders look as shown in Figure 22 and Figure 23.

 

image_thumb51

Figure 22: Subfolder I

 

image_thumb53

Figure 23: Subfolder II

That’s it! We appreciate your feedback! Please share your thoughts by sending an email to support@mscrm-addons.com.

 

reworkneeded

Was this helpful?

2 Yes  No
Related Articles
  • How to access mscrm-addons product settings in Dynamics 365
  • One-Click-Actions (OCAs) in DocumentsCorePack
  • Service Configuration options
  • Multipart documents in DocumentsCorePack
  • Azure Active Directory Licensing counts explained
  • DocumentsCorePack: Performance benchmark, limitations & scalability
Latest Articles
  • How to display various activity-attributes within multiple rows in Gantt view
  • Recap: European Power Platform Conference 2022
  • How to solve the issue with DocumentsCorePack fields in Arabic text
  • How to access mscrm-addons product settings in Dynamics 365
  • One-Click-Actions (OCAs) in DocumentsCorePack
Popular Articles
  • DocumentsCorePack Online Service Configuration
  • Where do I find the Unique Organization name in Microsoft Dynamics 365?
  • mscrm-addons.com Application Access for Dynamics 365 (App Access) – DocumentsCorePack
  • How to activate the DocumentsCorePack connector for PowerApps & Microsoft Flow
  • How licenses are counted
Top Rated Articles
  • IMPORTANT information for Dynamics 365 online customers using DocumentsCorePack and/or AttachmentExtractor
  • How to activate the DocumentsCorePack connector for PowerApps & Microsoft Flow
  • Step-by-Step: How to configure a One-Click-Action
  • Can you save data capacity by moving email content?
  • DocumentsCorePack Property Syntax (Dynamics 365)
Categories
  • *News and General Infos* 50
  • Template Designer(DCP 160
  • DocumentsCorePack(DCP 180
  • TelephoneIntegration (TI 64
  • AttachmentExtractor (AE 55
  • PowerSearch (PS 43
  • ActivityTools (AT 57
  • SmartBar (SB 51
  • GroupCalendar (GC 45
Our Vision

“We see it as our purpose to provide products that simplify and speed up our customers’ Microsoft Dynamics 365 experience.”

Knowledgebase
LogIn
mscrm-addons.com
  • Products
  • Online Shop
  • Downloads
  • My Account
About Us
  • About Us
  • Case Studies
  • Newsletter
  • Partner Program
  • Contact
Support
  • Support
  • Terms & Conditions
  • Documentation
  • Webinars
  • Legal Documents
  • Impressum
  • © 2022 www.mscrm-addons.com. All Rights Reserved.