How to enable the SharePoint integration

Objective

Our solution has a limited capacity of document storage, therefore, we provide an integration with SharePoint.

Prerequisites

  • Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics 365. Or verify that you have Read and Write privileges on all record types that are customizable.
  • Already have SharePoint configured outside of Dynamics 365 for your company

Click Through

  • Start in HR HUB
  • Go to Advanced Settings by clicking on the gear icon in the top right corner
  • Click on the dropdown next to Settings
  • Under System, select Document Management
  • Select Enable Server-Based SharePoint Integration
  • In the window 'Enable Server-Based SharePoint Integration', click Next
  • Choose Online for where your SharePoint sites are located
  • Click on Next
    • If your Dynamics 365 for Customer Engagement app is not connected to a SharePoint online site, enter the URL of your SharePoint site that you will use for auto folder creation, and then choose Next.
    • The URL will be checked for being a valid SharePoint online site and for existing in the same Office 365 tenant as your Customer Engagement apps organization. After enabling server-based SharePoint integration you can’t go back to the previous client-side integration. Choose Enable.
  • Click on Document Management Settings
  • Select the entities you want to use to manage SharePoint documents. We recommend the following:
    • Applicant
    • Application
    • Employee
    • Employment Terms
    • Equipment
    • Job Profile
    • Vacancy
  • If a URL is not already specified, enter the URL of the SharePoint site where the document locations and folders for storing documents will be created, and then click Next.
  • Clear the Based on entity check box.

Hint

  • In order to see the location of the documentation stored, open the employee´s Digital Personnel File, go to the tab Related and select Documents. Here you can see the all the documents associated with the respective employee.
  • To find the SharePoint location, then click on Open Location, located on the ribbon above. (Screenshot)

Result

The URL shows the path were the documents are stored.
After the complete setup, the following picture shows what you see after selecting 'Open location' for an employee's document:
Image
HR