====== Document Management ======

CRM is integrated with SharePoint for the purpose of storing all kinds of files with the related Entities for easy archiving and access.

===== Enabled Entities =====

SharePoint is enabled for the following //Entities//:
  * Account
  * Article
  * Case
  * Category
  * Competitor
  * Contract
  * Invoice
  * Knowledge Article
  * Lead
  * Opportunity
  * Order
  * Product
  * Quote
  * Sales Literature

===== Views =====

 The SharePoint Document Views can only be accessed from the //Ribbon//: 

  * Open the target Entity record where you want to access Document Management
  * In the //Ribbon// Press the ">" arrow to the right of the Record name 
  * A new Drop down Menu appears where you will find an entry "Documents" under the Column "Common"
  * This opens the SharePoint //Document Associated Grid// within CRM.

===== Managing Documents =====

SharePoint is a very powerful Document Management System, but integration with CRM is limited and you are strongly discouraged to make any changes to settings not described here as they may lead to unpredictable behavior and loss of data.

When opening the "Documents" Form, the //Document Associated Grid// shows up. This contains the list of Documents currently available for this Record Entity and its Child Records. (fi. in the Account Document View, you will also see the Documents stored in Related Opportunities, Quotes, Orders and Invoices). This only applies top-down, so in an Opportunity you will not see Documents stored in the Account Record. Therefore, it is important when you //Upload// a Document that you do it in the right place!

==== Document Associated Grid Menu ====
This Menu changes when you select (single click) a Document Row:

**Menu Options when no Row is Selected**
  * //New//: Select if you want to create a new blank document and store it immediately in SharePoint. It is not the preferred way to use within Logic.

  * **//Upload//**: This is the preferred way of adding a Document to SharePoint:
  *   -Browse to the (local) File location and select the file.
  *   -Dynamics 365 Folder: This is preset to "Documents on Logic CRM Site 1". DO NOT CHANGE !
  *   -Overwrite existing files: deselect this option if you want to maintain copies of older files with the same name and extension.

  * //Document Location//: is set to "All Files" by default. DO NOT CHANGE the selection!
  * //Add Location//: Don't use!
  * //Open Location//: Default set to "Documents on Logic CRM...". DO NOT CHANGE !
  * //Edit Location//: Default set to "Documents on Logic CRM...". DO NOT CHANGE !

**Menu Options when a Row is Selected**
  * **//Edit//**: downloads and opens the file in an Office application. (Alternatively, Click the Name of the document). This is the preferred way of opening and editing the document and also to download it to a local disk in case you need to forward it to someone else.
  * //Delete//: Deletes the document from SharePoint. This cannot be undone !
  * //Check Out//: When selected, the Document is marked as being edited by someone. Use this to notify other users that you downloaded the file and are locally editing it.
  * //check In//: The Opposite of //check Out//. Use after //check Out// and new //Upload//.
  * //Edit Properties//: Opens up a new window in which you can change:
  * -Name: Document Name. Do not Change !
  * -Title: Free text to make it easier to identify the document Type (fi. License Agreement - Supplier x, Design Specifications, Royalty Report - Supplier x,....)
  * //Discard check out//: This discards the changes that were made to the document and checks it in again.
  * //New//: See previous menu
  * //Upload//: See previous menu
  * //Open Location//: See previous menu

===== Known Issues =====
  - //Search for Records// Doesn't work. Workaround: scroll the list....
  - Cannot save auto generated documents (like Quotes) to SharePoint. Workaround: save to local disk and Upload manually.
  - Cannot save to Shared Folder. workaround: When you open (Edit) a SharePoint document using your Local Internet Explorer, you must save it to a local folder and if required copy/paste it to a shared folder.
  - **Something went wrong Error Message**. Check the name of the file for special characters like #@!$%....these are not valid in a sharepoint filename.