If you use Dynamics 365 CRM with SharePoint, you’ve probably run into questions about managing documents and keeping security settings in sync.
Many CRM users ask things like:
How do I make sure only the right people can access documents?
What happens if user roles change?
Can I control SharePoint permissions from CRM?
These are important questions—because if permissions aren’t managed properly, your CRM data could be at risk.
This blog answers the most common questions CRM users ask about getting more from Dynamics 365 CRM with SharePoint integration. It’s written in a simple Q&A format to help you quickly understand the issues and find the right solution for keeping your documents safe and access-controlled.
What is the best way to ensure secure document access when integrating CRM with SharePoint?
The best way to ensure secure Dynamics 365 documents when integrating Dynamics 365 CRM with SharePoint is to automatically sync the security settings between both platforms. When a Dynamics 365 CRM is integrated with SharePoint, attachments are migrated and stored in SharePoint, but the user permissions don’t sync by default. This can lead to unauthorized users accessing sensitive files. A SharePoint security sync solution helps keep your documents safe by making sure only the authorised people—those with proper access in your CRM—can view or edit the documents in SharePoint. This not only protects your data but also saves time by automatically set permissions for each user or folder.
Can I automatically replicate CRM security settings to SharePoint, even with a large number of users or files?
Yes, you can automatically replicate CRM security settings with SharePoint, even during large-scale Dynamics 365 attachment migration processes.
To achieve this, you can use a cost-effective Dynamics 365 and SharePoint integration app that runs in the background to ensure that any changes in your CRM’s user permissions are immediately reflected in SharePoint. This means you don’t need to manually update security settings—even if you have many groups or documents—and your files remain secure with consistent access controls across both platforms. If your organization grows or your data increases, permissions stay in sync, helping to keep your documents secure and visible only to the right people. It’s a hands-free way to ensure reliable document security across both systems.
How to manage Dynamics 365 CRM to SharePoint document migration without hitting the 5000-item view threshold?
Yes, Dynamics 365 attachment migration to SharePoint can be handled efficiently without hitting the 5,000-item view limit. While SharePoint can store up to 30 million documents, it only allows 5000 items to be displayed in a single view, which can cause performance issues—especially with deeply nested folders or large datasets.
SharePoint security sync is the solution that helps you avoid these issues by allowing you to organize documents into custom folders and library structures. This keeps your data well-segregated and easier to access, even when dealing with millions of files. It also ensures that document permissions remain secure and aligned with your CRM, making the entire migration and storage process smoother and more efficient.
Can I automatically apply CRM file access levels to SharePoint document permissions?
Yes, you can automatically apply CRM access levels to SharePoint document permissions.
In CRM systems like Dynamics 365, users have different access levels—like User, Business Unit, or Organization—based on their roles. These levels control which records a user can see or work on, helping keep sensitive data secure. However, when documents are stored in SharePoint, these access rules don’t automatically carry over. That’s where Inogic’s Dynamics 365 Security Replicator comes in handy. It ensures that the same permission rules from your CRM are replicated in SharePoint. So, if a user can’t access a record in CRM, they won’t be able to access the related document in SharePoint either.
Can I sync metadata between CRM records and SharePoint documents?
Yes, you can sync metadata between CRM records and SharePoint documents.
The best and easiest way to do this is to utilise Dynamics 365 CRM and SharePoint connector that helps you automatically connect important information from your CRM to your SharePoint files. By syncing metadata, you can tag and organize documents more efficiently, making it much easier to search, filter, and find the right files when you need them. It also helps create custom views and improves overall document management across both systems. If you want a faster and more organized way to handle documents, SharePoint Security Sync is the tool that makes it possible.
What happens if CRM record ownership changes?
The SharePoint security model replicator will (ideally) update SharePoint folder permissions accordingly to reflect the new owner’s access. But the default CRM and SharePoint integration doesn’t update SharePoint permissions automatically when ownership of a CRM record changes. Inogic’s Dynamics CRM Security Privileges Syncing app is an effective solution that automatically updates SharePoint folder permissions to match changes in CRM record ownership. It ensures that when a record owner changes in CRM, the correct access rights are immediately applied in SharePoint—keeping your documents secure
Can I modify security roles in my CRM and have those changes reflected in SharePoint?
Yes, you can modify security roles in your CRM and have those changes automatically reflected in SharePoint—but only with the right tool.
The native integration between CRM and SharePoint doesn’t update SharePoint permissions when you change CRM security roles. Inogic’s Dynamics CRM – SharePoint Privileges Replicator automatically syncs any changes made to security roles and privileges in your CRM to SharePoint permissions in real time. So, when you update a user’s access level in CRM, their SharePoint document permissions update immediately, keeping your documents secure and consistent without any manual work.
Is the SharePoint integration supported in both Dynamics 365 Online and on-premises?
Yes, Inogic’s Security Synchronization from Dynamics 365 CRM to SharePoint app offers full support is available in Dynamics 365 Online and SharePoint Online.
Are documents stored in SharePoint searchable from Dynamics 365?
Yes, but only the metadata stored in CRM is searchable; actual SharePoint document content is not searchable unless indexed.
The native integration lets you search CRM metadata like document names or tags, but it doesn’t sync all useful metadata or make full document content searchable from CRM. The SharePoint Metadata app for Dynamics 365 CRM is the only solution that improves this by syncing detailed metadata between CRM and SharePoint. This means you can search documents more effectively using custom SharePoint columns from your CRM interface. It enhances searchability by syncing advanced metadata and improving document visibility across both platforms.
Which is the most cost-effective solution for integrating Dynamics 365 CRM and SharePoint?
If you’re looking for a cost-effective and secure way to integrate Dynamics 365 CRM with SharePoint, the best option is to use a SharePoint Dynamics 365 integration app. This app automatically syncs CRM privileges and roles to SharePoint, even when users, teams, or record ownership changes. It also supports syncing metadata, managing large document libraries without hitting the 5,000-item view limit, and securing access across both platforms—all with minimal manual effort.
Conclusive thought:
If you’re serious about keeping your documents secure and well-organized while using Dynamics 365 CRM with SharePoint, relying on native integration just isn’t enough. From syncing CRM security roles to managing metadata and handling permission changes, SharePoint Security Sync takes care of everything automatically. It’s the only app that solves these common pain points without manual work.
Still wondering if it’s the right fit?
Start by identifying your top document security challenge—chances are, SharePoint Security Sync already has it covered.
Ready to take the next step? Let’s make secure CRM–SharePoint integration a reality.
Get a 15-day free trial directly from Inogic website or Microsoft Appsource.
Prefer a guided walkthrough? Book a personalized demo and watch the difference unfold in real time.
Explore our Knowledge Docs or watch the quick demo video to see it in action.
Have questions or ready to dive in? Reach out to us at crm@inogic.com — Let’s connect to communicate!
The post How to secure Dynamics 365 CRM documents with SharePoint integration appeared first on CRM Software Blog | Dynamics 365.
