vb net qr code generator free FIGURE 4-16 Enabling entities for SharePoint document management in Visual Basic .NET

Creator QR Code 2d barcode in Visual Basic .NET FIGURE 4-16 Enabling entities for SharePoint document management

FIGURE 4-16 Enabling entities for SharePoint document management
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After you select the entities you want to enable, the next screen in the dialog box allows you to configure the folder structure by either the Account or the Contact entity, as shown in Figure 4-17. Tip You can specify an entity-based folder structure for only the Account or only the Contact
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entity. These two folder structure options will work well for most organizations deploying Microsoft Dynamics CRM. However, if your organization does not rely on the Account and Contact entity, you might not want to structure your folders by entity.
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Part I Overview and Configuration
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FIGURE 4-17 Configuring the folder structure by entity
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If you don t enable the entity-based folder structure, SharePoint creates folders for every entity enabled for document management and then creates sub-folders for each record underneath the entity folder, like this:
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Account folder
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Account X folder Account Y folder Account Z folder
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Contact folder
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Contact A folder (related to Account X) Contact B folder (related to Account Y) Contact C folder (related to Account Z)
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Opportunity folder
Opportunity D folder (related to Account X) Opportunity E folder (related to Account Y) Opportunity F folder (related to Account Z)
4 Data and Document Management
However, if you enable an entity-based folder structure for the Account entity, SharePoint creates folders following this structure:
Account folder
Account X folder
Opportunity D folder (related to Account X) Contact A folder (related to Account X)
Account Y folder
Opportunity E folder (related to Account Y) Contact B folder (related to Account Y)
Account Z folder
Opportunity F folder (related to Account Z) Contact C folder (related to Account Z)
Either folder structure will work, and the Microsoft Dynamics CRM user interface will appear the same regardless of which option you select, so the choice depends on your preference. If your users will browse to the SharePoint folders directly (instead of always accessing the documents in the Microsoft Dynamics CRM user interface), an account- or contact-based folder structure might make the SharePoint folders easier to navigate. However, setting up SharePoint security and locking down the files and folders might be complicated under this model. Tip You can configure multiple SharePoint sites with your Microsoft Dynamics CRM system, but
you need to specify one site as the default for automatic folder creation.
User Interface
If you open a record for an entity that has document management enabled, you will see a Documents link in the left navigation pane on the record. When you click that link, Microsoft Dynamics CRM prompts you to automatically create a document folder for the record. Assuming that you click OK, it creates a folder. Each record can have multiple document locations, so each time you click the Add Location button Microsoft Dynamics CRM prompts you to create an additional document location. Important The automatic folder creation prompt only appears if you have the Microsoft
Dynamics CRM 2011 List Component installed on Microsoft SharePoint Server 2010.
Part I Overview and Configuration
With the folder created, you can add files to the record. To add one or more files, click the Add button on the grid toolbar and follow the screens to select and upload your files. After you add a few files, you ll see them listed, as shown in Figure 4-18.
FIGURE 4-18 Accessing SharePoint functionality in the Microsoft Dynamics CRM user interface
We want to highlight a few very significant features in Figure 4-18:
The user interface and the document list styling matches the rest of the Microsoft Dynamics CRM system, even though all of the data comes from SharePoint. Under the Actions menu, you can access SharePoint document functionality to check in, check out, configure alerts, view the version history, and more. You can edit or delete the document by clicking those buttons on the toolbar. You can click the Open SharePoint button to launch an Internet Explorer window that navigates directly to the SharePoint folder that stores these documents.
As you can see, setting up SharePoint document integration with Microsoft Dynamics CRM provides the user with the best of both worlds because they can access their SharePoint documents directly from the record related to those documents. In the example we just covered, we created a SharePoint folder to store documents. What if we want to link an existing SharePoint document folder (possibly on an entirely different SharePoint site) to the record Microsoft Dynamics CRM allows you to do so by supporting
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