Imagine this: all your critical CRM documents suddenly accessible to the wrong people.
If your organization relies on Dynamics 365 CRM and SharePoint to manage customer data and documents, airtight security isn’t optional; it’s mission-critical.
But here’s the challenge: keeping permissions perfectly aligned between these two powerful platforms is harder than it seems. Even a small gap can expose sensitive customer information, leading to compliance risks, data leaks, and loss of trust.
How confident are you in your data security? Take this quick quiz to find out!
If you answered ‘No’ to any of these, your data could be at risk!
Why Integrate Dynamics 365 with SharePoint?
Dynamics 365 is a powerhouse CRM that drives sales, service, and marketing processes, while SharePoint is the go-to for document management and collaboration. When integrated, they give organizations the best of both worlds:
- Centralized document storage – keep everything in one place
- Enhanced team collaboration – seamless access for cross-functional teams
- Streamlined workflows – reduce silos between data and documents
- Optimized CRM storage – offload large files to SharePoint and cut storage costs
But here’s the catch: with great power comes great responsibility.
Without proper security alignment between Dynamics 365 and SharePoint, sensitive documents may become exposed or permissions could spiral into a management nightmare.
The Security Challenge: Why It Matters
Imagine this scenario:
Your sales team uploads sensitive contracts to SharePoint through Dynamics 365. But due to improper permission sync, your marketing team, who should not have access can suddenly view those contracts.
The risk? Confidential data exposure, compliance violations, and loss of client trust.
That’s where SharePoint Security Sync steps in. It acts as the essential bridge between Dynamics 365 CRM and SharePoint, ensuring:
- CRM security roles are mirrored in SharePoint permissions
- Unauthorized users are blocked from accessing sensitive documents
- Teams only see what they need, keeping compliance and confidentiality intact
What is SharePoint Security Sync?
SharePoint Security Sync is a robust solution that automatically mirrors Dynamics 365 CRM security roles, team memberships, and business unit hierarchies into SharePoint document libraries.
It ensures that your document access permissions always match your CRM’s security settings, without the need for constant manual intervention
How It Works
- Automatic sync of security roles – keep Dynamics 365 and SharePoint permissions aligned
- Real-time updates when users are added, removed, or change roles
- Consistent document access – users only see the files they’re allowed to see in CRM
Key Benefits
- Enforces CRM security in SharePoint – no unauthorized access
- Automates compliance and audit trails – always audit-ready
- Instant permission sync – perfect for collaboration without delays
- Streamlines document management – no more manual role assignments
- Supports complex org structures – ideal for enterprises with multiple teams and hierarchies
Features of Dynamics 365 SharePoint Integration with SharePoint Security Sync
Feature | Description | Example |
| Real-Time Role and Permission Sync | Automatically syncs Dynamics 365 security roles, business units, and team memberships to SharePoint permissions in real-time. | When a user’s role in Dynamics 365 changes from Salesperson to Sales Manager, their SharePoint document access updates immediately, reflecting new privileges. |
| Granular Access Control by Business Unit and Teams | Restricts document visibility and editing rights based on organizational hierarchy and team memberships. | A Marketing Manager can see only marketing documents, while Sales Managers access sales-related files, preventing cross-department data leaks. |
| File-Level Syncing Based on Access Privileges | Syncs file permissions in SharePoint according to CRM user privileges at the user, business unit, or organizational levels. | A document uploaded via real-time migration is only visible to users within the uploading user’s business unit, maintaining strict confidentiality. |
| Drag & Drop Multiple Files and Folders | Enables users to drag and drop several files/folders simultaneously from Dynamics 365 CRM to SharePoint with permissions applied. | A sales rep uploads an entire folder of proposal documents to SharePoint, and each file inherits the correct security permissions automatically. |
| DocuSign Integration | Allows users to request or apply electronic signatures on SharePoint documents directly from Dynamics 365. | A contract stored in SharePoint is sent for e-signature using DocuSign from the Attach2Dynamics UI, streamlining the approval process. |
| Bulk Migration Job | Facilitates scheduled bulk migration of historical attachments (Notes, Activities, Sales Literature) from CRM to SharePoint securely. | The IT team schedules a bulk migration of all note attachments older than 6 months during off-hours, freeing CRM storage without permission issues. |
| Metadata Filter and Custom Views | Allows users to create, save, and sync custom views based on metadata filters for easier document retrieval in the Attach2Dynamics UI. | A user creates a view filtering documents by “Purchase Process: Approved” to quickly find all approved purchase documents across projects. |
| Deep Search | Enables a comprehensive search within SharePoint folders and subfolders from Dynamics 365 based on keywords and metadata. | A user searches for “Q3 Report” and retrieves all related files across nested folders without navigating manually through SharePoint. |
Frequently Asked Questions (FAQs)
How does Dynamics 365 integrate with SharePoint for document management?
Dynamics 365 stores documents in SharePoint, and SharePoint Security Sync ensures those documents inherit CRM-based security roles, keeping document management both secure and organized.
Can I control who accesses CRM documents in SharePoint?
Absolutely. SharePoint Security Sync automatically applies Dynamics 365 security roles and business unit access in SharePoint, preventing unauthorized access to sensitive documents.
What happens if a user’s role or team changes in Dynamics 365?
Permissions are updated instantly. SharePoint Security Sync updates SharePoint document access in real time whenever a user’s role, team, or access level changes in Dynamics 365.
Can I organize SharePoint folders based on CRM fields?
Yes, with SharePoint Security Sync, you can create custom folder structures based on CRM data like customer name, creation date, or entity type, both for activity and non-activity entities.
Does the integration support document metadata?
Yes, SharePoint Security Sync lets you map CRM fields to SharePoint metadata, making it easy to filter, search, and organize documents within both SharePoint and the Attach2Dynamics UI.
Wrapping Up
Integrating Dynamics 365 with SharePoint unlocks powerful document management, but doing it securely and efficiently is what truly drives value. With SharePoint Security Sync, you gain automated permissions aligned with CRM security roles, real-time syncing when users, teams, or roles change, metadata-driven organization for easy search and retrieval, and scalable storage without compromising compliance or collaboration.
Ready to Secure Your CRM Documents?
Explore SharePoint Security Sync today and see how it transforms your Dynamics 365 and SharePoint integration.
Try it out with a 15-day free trial from our website or Microsoft AppSource.
Prefer a guided walkthrough? Email us at crm@inogic.com – our team is always happy to help.
The post Dynamics 365 CRM SharePoint Integration: How to Eliminate Security Gaps with Real-Time Sync! appeared first on CRM Software Blog | Dynamics 365.
