Documents

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Integration with third-party systems


If you need to store large amount of documents, you don't have to rely on CRM attachments. Resco Mobile CRM can leverage cloud storage services, such as OneDrive or SharePoint. The implication is that when you attach documents and files to CRM records in the mobile app, you can decide where to store the documents.

Log in to your document server in the app

If your document servers are properly configured (see below), you need to log in to your document server to start using it.

  1. Start Resco Mobile CRM or other Resco app that supports documents.
  2. Tap Setup on the home screen.
  3. In the Accounts section, log in to the document server by using your credentials (or the credentials of your company).
  4. Save your setup.
  5. Return to the home screen and synchronize your app.
Note All documents that you want to access must be downloaded to the offline database, even if you want to use Mobile CRM app in online mode.

Box, Dropbox, Google Drive, OneDrive

  1. Edit an app project in Woodford.
  2. Select Documents from the Project menu.
  3. Check Enable Documents and click Save.
  4. Select Configuration from the Project menu and go to Integrations tab.
  5. Enable the document storage that you're using and specify the root folder, then click Save.
    Your documents are saved to the following directory structure: root\entity_name\record_name_record_id.
  6. Next, edit the forms for various entities and add Cloud Document List to the entity form, so that users can access documents associated with entity records.
Warning Integration with the document server may fail if the root folder does not exist. Verify that the root exists; if it does not, create it manually.

SharePoint integration

Note Integration with SharePoint document storage is only available on Microsoft Dynamics CRM.

Server-side prerequisites

Mobile CRM application supports both Sharepoint List Component base integration and Server-Side Integration. Both will result in the creation of the required records. The difference is in the CRM web user interface, which is not important for Mobile CRM. The List Component is deprecated, but please read the following guidelines to make sure you pick the right choice.

Mobile CRM requires that sharepointsite and documentLocation records are correctly configured. This means that these records must exist:

  • At least one sharepointsite record with the sharepoint url
  • At least one documentLocation per Sharepoint-enabled-entity root
Warning Don't create these records manually! Use the wizard instead.
  1. In Dynamics CRM, go to Settings > System > Document Management.
  2. Click Document Management Settings to start the wizard.
  3. Select entities that should have SharePoint documents integration.
  4. Enter the URL of the SharePoint site.
  5. Optionally, select the Folder Structure and Automatic folder creation.
  6. Click Finish to conclude the wizard.

Enable SharePoint in Woodford

  1. Edit an app project in Woodford.
  2. Select Documents from the Project menu.
  3. Check Enable Documents and Enable SharePoint.
    Enabling SharePoint integration will also enable SharePoint Site entity in the mobile project. Please do not make any changes to this entity.
  4. If you have SharePoint on premise, you can define the internal and external SharePoint server URL.
  5. Click Save.
  6. Select Configuration from the Project menu and go to Integrations tab.
  7. Scroll down to SharePoint section, review the configuration options, then click Save.
  8. Next, edit the forms for various entities and add Cloud Document List to the entity form, so that users can access documents associated with entity records.
  9. Finally, if your login credentials for SharePoint differ from your CRM credentials, go to Mobile CRM app's Setup and log in to SharePoint. If SharePoint uses different authentication or you use CRM on-premise vs SharePoint online (or vice versa) than CRM, you also need to specify the Type.

Troubleshooting

SharePoint documents can only be used when the documents and associated records are available in the offline database (even if you are using the app in online mode). The records that you are using in online mode must be synchronized. Adjust Sync Filters for specific entities to ensure that the necessary records are downloaded and available in offline mode.

Document Location records need to be downloaded to the offline database. They are needed (among other things) to define the folder structure, i.e., the path to SharePoint server documents. Clear the entire Sync Filter for Document Location entity. If the documents become available in the app, but you need to limit the Document Location records, continue with the next step.

The document location defining the CRM entity root folder must have its regarding set to NULL (empty). Otherwise, they are treated as file location records; this breaks the folder structure used in the app. If you need to filter Document Location entity records, make sure that records with an empty regarding are OR-ed with the other conditions; for example:

Document location entity sync filter for sharepoint documents.png

External document synchronization filter options

Document filters available in the Configuration section of Woodford allow you to exclude specific documents from download to the Mobile CRM app’s database, based on the file type, entity, a file they’re associated to, how many and what maximum size per file type, etc.

See also this part of our webinar. Webinar

Additional resources

For more information about documents: