As I revised for the MB2-715 exam (Microsoft Dynamics 365 Customer Engagement Online Deployment) I am creating blog posts detailing all aspects of my revision. I hope these posts will aid anyone who is also revising for this exam. In this posts I will review integration with OneDrive for Business.
As part of our revision for MB2-715 we need to understand how to enable OneDrive for business within Dynamics 365, as highlighted in the skills measured statement below;
OneDrive for Business can be enabled as an additional document management option within Dynamics 365. With SharePoint when someone uploads a document within Dynamics 356, all users with access into SharePoint can see the document. This is often exactly what you require but what if you want to keep the document private or share with just a few selected people? This is when we’d turn to OneDrive for Business.
By default when a document is loaded into OneDrive it will be private to that user. But then the user can opt to share with other Dynamics 365 users or anyone as required.
OneDrive for Business will provide 1TB of cloud space for storing document. Also documents will be automatically synchronised with the OneDrive for Business desktop application.
Enabling OneDrive for Business
To be able to enable OneDrive for Business you will need;
- Dynamics 365 Online or Dynamics 365 on-premise
- An Office 365 license
- SharePoint integration must be already configured
After you have configured SharePoint integration, you can then enabled OneDrive for Business. To do this navigate to the document management area of settings.
Selecting the “Enable OneDrive for Business” option will trigger the dialog shown below. Simply tick the enable box and click ok.
With OneDrive for Business enabled an additional option will show in your document management settings area. Notice below that a “OneDrive for Business Folder Settings” option has become visible.
This settings option simply allows you to define the route folder for any files uploaded from Dynamics 365. The default being “CRM”.
Access into OneDrive for Business from with Dynamics 365 is controlled by a security role privilege. Below you can see that we have a “One Drive for Business” option in the miscellaneous privileges area of core records.
Using OneDrive for Business
Once enabled users will be able to upload documents into OneDrive for Business in addition to SharePoint. See below that I have opened an account and navigated to the documents option. Now as the user uploads a document they will be able to select the OneDrive option in the Dynamics 365 Folder option.
Notice that SharePoint and OneDrive for Business documents show in a single list.
Below you can see that the document location shows as OneDrive, so you can easily see which documents are held in SharePoint and which are OneDrive. Also notice that the path will be to your OneDrive rather than SharePoint.
Clicking the “OPEN LOCATION” button with the file selected will open the path within the OneDrive app. Here we can use the “Share” option. Notice that initially the sharing will default to “Only you”.
After I have shared the document you can see that the sharing option has changed. Also I can manage who the document is shared with from the right panel.
Another useful feature of enabling OneDrive for Business integration with Dynamics 365 is that the user can see the files right on their desktop from within file explorer. (If they have the OneDrive for Business app configured!) Adding files into an appropriate folder will mean they also show with Dynamics 365.
I hope I have covered all of the key points you need to revise for the MB2-715 exam, as always I do also stress the importance of hands on experience. Good luck.