Microsoft SharePoint is not part of Microsoft Dynamics 365; however, it often feels like it due to the highly popular SharePoint integration offered by Microsoft. This connection provides several advantages for organizations utilizing Dynamics 365. Let’s explore some of the key benefits.
Why Move Documents from Dynamics to SharePoint?
Storing your documents outside of Dynamics 365 delivers important business benefits, and Microsoft SharePoint is the obvious choice as a document management solution because it allows you to:
- Enjoy Ample Storage: SharePoint offers significantly more storage space than Dynamics 365. This means you no longer have to worry about your Dynamics 365 instance running out of storage or additional storage costs.
- Open Up Access to Non-CRM Users: The integration lets non-CRM users access documents associated with Dynamics 365. This facilitates collaboration across teams, even for those who don’t use the CRM system directly.
- Stay in the Microsoft Ecosystem: By leveraging SharePoint, you stay within the Microsoft ecosystem, ensuring compatibility and a consistent user experience.
- Use the Integration provided by Microsoft: This is an official integration provided by Microsoft itself, with straightforward installation (here is a step-by-step guide).
- Use the existing SharePoint license: Depending on your Microsoft 365 subscription, you may already have a SharePoint Online license, even if you weren’t previously using it.
Addressing Document Security and Permissions
However, integrating Dynamics 365 with SharePoint introduces important document security considerations.
Did you know that document-level security is not automatically synchronized between Dynamics 365 and SharePoint?
Having access to documents in Dynamics 365, based on permissions set by the IT team, does not guarantee the same level of access in SharePoint. In fact, users might view or edit documents in SharePoint that they can’t access in Dynamics 365, potentially exposing sensitive information.
Keeping Document Permissions in Sync
The good news is that you can easily address this document security challenge as long as you have the right tools.
How? Tools such as CB Dynamics 365 to SharePoint Permissions Replicator automatically synchronize document permissions between Dynamics 365 and SharePoint. This ensures that access rules and restrictions set in Dynamics 365 are consistently enforced for documents in SharePoint.
#1 Prevents Access to all Files in SharePoint
With the right permission synchronization in place, you take back control and lock down your files to ensure only authorized users have access. SharePoint is no longer a giant open folder—access is precisely managed according to Dynamics 365 security settings.
#2 No Additional Training Required
One of the great advantages of integrating SharePoint with Dynamics 365 is that it maintains familiar workflows intact. Users can continue working as they are used to, simply accessing documents within Dynamics as they did. This minimizes disruption and means that you don’t need extra training.
#3 Supports GDPR Compliance
Protecting sensitive data and controlling who has access is crucial for GDPR, NIST, and other privacy regulations. Tools like CB Dynamics 365 to SharePoint Permissions Replicator help organizations meet GDPR and other data protection requirements by ensuring only authorized users can view or process personal information. This alignment helps minimize the risk of data breaches and supports ongoing compliance efforts.
Conclusion: SharePoint Integration and Next Steps
Integrating SharePoint with Dynamics 365 is a smart way to improve document management, boost collaboration, and control costs while leveraging tools you already know and trust. Just make sure to address the security concerns to maintain the confidentiality of your business documents.
Here’s exactly what to do next:
- Assess your document management needs in Dynamics 365 and identify areas where SharePoint integration would bring the most value.
- Verify your Microsoft 365 licensing to ensure you can take advantage of SharePoint Online without extra investment.
- Plan your integration, enlisting your IT team or partner to configure and roll out the connection between Dynamics 365 and SharePoint.
- Address permissions by evaluating tools like CB Dynamics 365 to SharePoint Permissions Replicator to ensure document access in SharePoint stays aligned with Dynamics 365 security roles.
By following these steps, you can use SharePoint to get the most out of your Dynamics 365 environment.
About the Author
She uses her technical knowledge to create insightful articles and resources for Connecting Software. These resources help organizations improve their workflows, their security and eliminate data silos.
Read more of her insights on the Connecting Software blog.
Connecting Software is proud to be an active publisher in the CRM Software Blog since 2019.
The full article was originally posted on May 20, 2025, on the CRM Software Blog.
The post How to Get More from Dynamics 365 by Integrating SharePoint appeared first on CRM Software Blog | Dynamics 365.
