CRM Online & SharePoint Online Document Management Setup

Way back in the year 2011 (time flies), I wrote an article on setting up Microsoft Dynamics CRM Online document management with SharePoint Online in an Office 365 scenario.

Today I had the occasion to configure the same and found that although the setup was essentially the same, the steps changed slightly.  Since I was doing the work, I thought I would share what’s changed. 

As before, there are a couple of things you need to get started:

  • Sign up for an Office 365 E3 or E4 Trial Plan
  • Complete the steps to add CRM Online if you haven’t already and launch CRM Online to ensure everything is working as expected.  This can actually be a bit tricky for first time users so have a look at this nice trial guide that Microsoft put together if you need some assistance.
  • Download the SharePoint 2013 List Component and run it to extract the contents to a folder
    Once you’ve completed the items above, you are ready to get started.
  • Log into Office 365 and select Sites from the upper right menu bar



  • Select Site Settings


  • Select Solutions


  • Select Upload Solution


  • Select Choose File


  • Select the file named crmlistcomponent.wsp from the folder where you extracted the list component files


  • Select OK


  • Select the Activate button and wait for the activation process to complete


  • The process may take a few minutes to complete


  • It will look like this when completed


Next we need to configure the CRM Online site to integrate with SharePoint

  • Select CRM from the top navigation menu


  • Select Settings from the left navigation menu and select Document Management


  • Select Document Management Settings


  • Select the entities you would like to enable for Document Management, paste the SharePoint Team Site URL that you saved from the previous step into the URL field and select Next
  • Wait for the validation of the URL to Complete.  If it completes with a warning that the list component is not activated go back and activate the SharePoint List component again as described above


  • Leave the Based on entity button unchecked and select Next *


  • Select Ok


  • Wait for the setup to complete and select Finish


You are now ready to add and manage your documents from CRM.  Check out the CRM Community Resource Center or your help files for more information.

* You can select the Help button to learn more about the Document Management folder structure.


Scenario 7: Set up Microsoft Dynamics CRM Online to work with Office 365 SharePoint

SharePoint & CRM Online Document Management

In November 2011, Eric Boocock from Microsoft announced a change to SharePoint Online (Office 365).  The change included the ability to enable document management using the SharePoint List Component with CRM Online.

Since I’ve been waiting for this feature for several months, I decided to give it a try.  The first thing I did was to clear a 4 hour block of time from my schedule to implement the solution.  I was aware that several articles list a few clicks here and a few clicks there, a tweak here and a tweak there and you’re done.  I also understand that one person’s experience with a new feature can vary from another’s so I decided to allow ample time to deal with any unexpected issues.

The key article I used to understand the steps required to implement the solution is one written by the Microsoft Premier Field Engineers; CRM Online Document Management with SharePoint Online (Office 365).  If you don’t already follow this blog, I encourage you to consider adding it to your list.  The articles are packed full of great advice, helpful hints, issue resolution and more.

A couple of things you need to get started:

  1. CRM Online, you can obtain a trial account if you don’t have an account.
  2. Office 365, you can obtain a trial account if you don’t have one.

You’ll have two choices with the Office 365 account; Small Business (P1) or Midsize / Enterprise (E3).  Ensure you select the E3 type as P1 does not have CRM Online integration capability.  Once you’ve completed the sign up and activation steps, you are ready to begin the integration.

  • The first step in the process is to download and save the Microsoft Dynamics CRM 2011 List Component for Microsoft SharePoint Server 2010 to a folder on your hard drive.  I created a folder for the list component so it would be easy to find when I needed it.
  • The list component will download as an exe file which you can select to run after the download is complete.  Run the exe and accept the license terms when the screen appears.


  • When you select the Continue button you will be prompted to save the extracted files to a folder.  I selected the same folder where I saved the original download.
  • You should be able to see the list component file in the directory when the extraction is complete.


Now the fun begins.

  • Sign into your Office 365 account and select Team Site from the top navigation menu or select Visit SharePoint Home from the left navigation menu under Team Site:


  • Next select Site Actions from the top navigation menu and select Site Settings


  • Select Solutions from the Galleries section


  • Select anywhere in the Solution page and the Upload button will appear on the Ribbon.  The dynamic ribbon is one of the nice features of SharePoint 2010 and many other Microsoft Office and business application products


  • Select the Upload button and browse out to the list component file.  Select the list component file and select the Open button from the lower right.


  • Leave the Overwrite existing file checkbox and select Ok.


  • Select the Activate button and select Close


  • The SharePoint List component will upload to the SharePoint site.  You should see the component listed with a Status of Activated


  • Copy your SharePoint URL to notepad or some other document and save it for the next step.
  • You can copy the URL from the address bar of Internet Explorer or go back to Site Settings and it will be in the left window under Site Information


At this point you are ready to configure CRM Online to use SharePoint Online as the document repository.  It’s now time to login into CRM Online.

  • Log into CRM Online and select Settings, Document Management from the left navigation menu and select Document Management Settings


  • You can now select the entities that you want to allow for document management or leave the default selections.  You should also copy the SharePoint URL into the URL field.


  • Select Next and CRM Online will validate the settings to ensure that the SharePoint URL is valid and available.
    • If CRM Online is not able to validate the URL, you will receive a message asking you to valid the site or correct the entry.
    • If CRM Online is able to validate the URL a dialog window will open asking you to select the Folder Structure


  • If you leave the default settings, the folder structure will default to a simple approach; Entity, Record Name, Documents.
  • If you select the Based on entity checkbox, the folder structure will be more complex and locating documents from the SharePoint repository could prove more challenging for the end user.  I recommend keeping the structure simple but you’ll need to decide which is best for your implementation.
  • Select Next


  • Select Ok to continue and the document libraries are created
  • Once completed you will receive a status message.


  • If all entities completed successfully you can select the Finish button.  If not, select back and resolve issues as needed.
  • Next, go to one of the entities that you selected for document management and open an existing record or create a new record as needed.
  • For this example, I opened an Account record and selected documents from the left navigation menu.


  • The first time you select Documents from an Entity, you will receive a notification that the folder will be created in the SharePoint site.


  • Select Ok to continue
  • Once the initial folder is created you will be able to add a new document or take a different action.


At this point you are done with the steps required to integrate the systems.  It is now time to get familiar with the new feature.  Adding new folders, changing document locations, uploading new documents are just a few of the actions available.  I encourage you to explore the various options to gain a comfort level with each.  As you will discover, it is very easy to open SharePoint from CRM Online and go back and forth between applications.

Although I cleared my calendar for 4 hours to ensure I had enough time to implement and troubleshoot the solution, it took less than 30 minutes to complete.  It actually took me four times longer to write this article than it took to integrate CRM Online with SharePoint online.

Well done, Microsoft, this is about as easy as it gets.


E-mail Router Configuration – CRM 2011 Online & Exchange Online

The CRM e-mail router is available for implementation with Exchange On-Premise, POP3 accounts, and Exchange Online.  In this article my focus is on implementing the E-mail Router with Exchange Online. 

For additional information regarding other available options and supporting resources, please see my article,

CRM Online E-mail Router – Yes We Do That!

So let’s get started.  To begin, you’ll want to ensure you understand the hardware / software requirements.  These were pulled directly from the E-mail Router Installation Guide:

  • Windows 7, Windows Server 2008

Next, you’ll want to consider a few configuration options and make decisions:

  • How do you want to handle Incoming mail for each user? 
  • How do you want to setup the Outgoing Mail Profile?

Incoming Mail Options

You have a couple of options regarding the Incoming Mail Profile; do you want to have the e-mail router handle both outgoing and incoming or do you want to use the Forward Mailbox for Incoming.  The benefit for using the Forward Mailbox is that you have only one point of failure to troubleshoot incoming mail issues, the Forward Mailbox.  If each user is configured to use the E-mail Router to manage incoming e-mail then you might have to troubleshoot issues at the Outlook user mailbox level.  The downside to this approach for some is it requires an additional mailbox setup for the Forward Mailbox and Rule Deployment to manage the forwarding mail process.  The upside is that it scales well as organizations grow.

Additionally, you’ll need to decide if you are going to setup one Incoming profile for each user or use one Incoming Profile for all.  The most common approach is to use one Incoming Profile for all users.  If that is the choice you make then the Access Credentials you choose to use for this profile must have full access to all user mailboxes.  If you choose to setup one Incoming Profile for each user then you will need to know the Exchange Online password for each user.

Outgoing Mail Options

The option you want to focus on for the Outgoing Mail Profile is do you want to use an Administrator level account for Access or setup each user account.  Generally, you’ll want to use an Administrator level account for Access rather than setting up individual Outgoing profiles.  An Administrator level account assumes full rights to all user’s mailboxes.  There will be some important items to pay close attention to when setting up this configuration to include a required call to Exchange Online support to complete a few configuration steps which I’ll highlight later in the article.

After you’ve identified the best configuration options for your organization and completed the preparation work required for the options you selected, you are ready to install the e-mail router.

E-mail Router Installation

One of the best resources I’ve found for a detailed guide on installing the E-mail Router for CRM Online and Exchange Online is the article written a few years ago on the Dynamics CRM Team Blog,

Configure Microsoft Dynamics CRM Online E-mail Router with Exchange Online

Although some of this will be a repeat of the above article, the following steps are from a ‘real-world’ installation, so here we go:


First, ensure your CRM users have been configured to use the E-mail Router. 

  • Go to CRM Online, select Settings, Administration, Users, select each User and update the E-mail Access Type Incoming and Outgoing fields under the Email Configuration section.
  • Also ensure  you’ve that you’ve selected the Approve E-mail button from the Ribbon.


Now we are ready to install and test the E-mail Router

  • Download the CRM 2011 E-mail Router and run the installation package.  You can choose from a 32 or 64 bit package depending on your machine setup. 
  • Select to Install any prerequisites required


  • If you received the error message, the Microsoft Exchange Server MAPI subsystem is not installed on this system, please see this KB article for the fix


  • If you needed to apply the fix, select back once the fix is applied and select next.  If no errors were encountered, select finish if the installation completed successfully.  If the installation did not complete successfully, you need to resolve all error before proceeding.


  • Next you’ll go to Start Programs, Microsoft Dynamics CRM 2011 E-mail Router and open the Configuration Manager


  • Remaining on the Configuration Profile tab, we’ll create the Incoming and Outgoing profile.  You may not need both depending on how you plan to use the e-mail router.

Outgoing Profile

  • Enter a Profile Name, Select Outgoing for the Direction and Select Exchange Online from the E-mail Server Type
  • Enter the Exchange Online Web Server URL which can be found in the Configure Microsoft Dynamics CRM Online E-mail Router with Exchange Online article and documentation.
  • Select Other Specified for the Access Credential, select Administrator for the User Type and enter the credentials of an Exchange Online Administrator account
  • For Access Type, select the desired option.
    • Note: the difference between Delegate Access and Send as Permission is Delegate Access causes e-mail to display “Sent on behalf of (specified CRM User)” and Send as Permission causes the e-mail to appear as though it was sent directly by the CRM User
    • Note:from the documentation: “The Send As setting is currently not enabled by default for the Exchange Online Administrator. Please call Exchange Online Support to update the setting.  This may change with future releases”image

Incoming Profile

  • Enter a Profile Name, Select Incoming for the Direction and Select Exchange Online from the E-mail Server Type
  • Enter the Exchange Online Web Server URL which can be found in the Configure Microsoft Dynamics CRM Online E-mail Router with Exchange Online article and documentation.
  • Select Other Specified for the Access Credential, select Administrator for the User Type and enter the credentials of an Exchange Online Administrator account


Deployment Profile

  • Select the Deployments Tab and select the New button from the right navigation menu


  • Select Microsoft Dynamics CRM Online and replace <OrganizationName> with Your Unique Org name. 
    • You can find your CRM Online Unique Org Name by going to Settings, Customization, Developer Resources and copy the value found under the first entry, “Organization Unique Name”
    • Do not replace the first part of the URL “”  only replace this value <OrganizationName> with your unique organization name



  • Enter the Live ID in the User Name and related password that is used by a CRM User with the System Administration role to login into CRM Online.  The user name should be in the same format as that used to log into CRM,
  • Select the Incoming and Outgoing profile for each of the applicable Default configuration profiles


  • Select Ok and select the Publish button in the lower right-hand corner of the Window

Test the E-mail Router

  • Go to the Users, Queues and Forward Mailbox tab and select the Load Data tab.
  • If all configurations are correct to include passwords,  you should see a list of your CRM users when the action is completed.
  • Once the Users are loaded you can select the Test Access button from the right navigation menu


Forward Mailbox

If you plan to use the Forward Mailbox to manage incoming mail, select the Forward Mailbox tab and select the New button.  Enter a Name for the forward mailbox, enter the mailbox address for the forward mailbox and select Incoming. 


  • If you choose to use a Forward mailbox, you’ll need to change each User record in CRM to Forward Mailbox for Incoming Configuration and Deploy the Forward Mailbox rule.

E-mail Router Service

In closing, the E-mail Router Service plays an important role in ensuring the everything works as expected.  Therefore, it is important that you set the logon for the E-mail Router service to a logon that has sufficient rights.  To do this, ensure that the user account that is running the E-mail Router Service is a member of the Active Directory directory service PrivUserGroup security group.

I hope you found this article helpful.


CRM Online Deployed – Not Until the Checklist is Completed

So you’re all set to take a new Company live on CRM Online.  The users have been added to the CRM Online Organization, the system is fully configured to meet the company’s needs, users have tested the system and given you the thumb’s up, Outlook Client’s are installed and today is the day you take the system Live right? 

Well, maybe not, unless  you have completed the CRM Online checklist?  If you haven’t gone through the checklist then you might be missing something that could contribute to end-user frustration or missed an opportunity to fully prepare your users for their new CRM Online experience. 

Things you might have missed but that could negatively impact the user experience:

  • Common IE settings & configuration
  • Simultaneous download capability
  • Anti-Virus settings
  • Common CRM Outlook Client settings

That’s right, you get all of the above and more in the CRM Online Checklist.  I encourage you to take a little extra time to go through this valuable checklist as part of your pre-go live routine.  It may save troubleshooting time on the backend as well as spare your clients / users unnecessary frustration.


View Layout Replicator – Oh Ya!

I was working on customizing a CRM Online system today.  Part of the change was to adjust the various Views of several entities so I thought I would try out the View Replicator that was developed by one of our fav Dynamics CRM MVP’s, Tanguy, and is available on Codeplex.

Here’s a quick walkthrough of the tool.  I’m using the Account entity as my example.

First, I updated the Account entity’s view, “My Active Accounts”, to meet the design requirements and saved my changes.


Next, I opened the View Replicator and connected to the CRM Online Organization.  In order to connect to a CRM Organization, you need to complete a couple of fields in the Connection wizard:

First, give your connection a name and then, for CRM Online, select the Custom Authentication option and select the CRM Online checkbox.  Enter the login live id that you use to access CRM Online, enter your password and enter for the Server Name if your Online Organization is hosted in North America.  You will see the other Server Name options available when you select the Server Name field.


Next select the Get Orgs button and select the Organization from the list returned.


At this point  you will receive a prompt that asks you if you want to connect, select Yes and you should receive a message stating Connection Successful.


You are now ready to Load the Entity you want to customize.  You do this by selecting the Load Entity button.


and select the entity that you want to customize.  In this example, I want to replicate the My Active Accounts View so I selected Account as the Entity and My Active Accounts from the Source View option.


As you can see, the view displayed is exactly as I customized it.  You also get a nice view of the xml as well.  Now to replicate.  In order to replicate the My Active Accounts view to the other Account views, all I need to do is select the Views from the Target View list.


I selected all of the Views to meet the design requirements then selected Save Views and Publish from the top menu.  I then checked the CRM Online Organization to confirm that the changes were made.

How wonderful is that and what a time saver!  I just updated more than 10 views in a matter of minutes.  Not only is it a time saver, but refreshing as well because if you are like me, updating views one-by-one is tedious.

So give it a try, and while you’re at it, check out some of Tanguy’s other tools.  I’m sure you’ll like them.