How can I share documents in CRM via OneDrive?

In CRM it is possible to store links to Office365 documents. This means that the document itself is not stored in CRM but in a OneDrive location, and that the permissions for the document can be set via Office 365. CRM can be used to make the documents accessible, so they can be found on the person, organisation or other location.

There is a difference when storing shared documents depending on whether the Document Management System (DMS) module is used or not. DMS offers options to create interim snapshots (versions) of the document and to link the documents to dossiers.

Standard steps for sharing (links to) documents in CRM

For every document, it is important to start within CRM. This ensures that the house style and numbering of documents is uniform. In addition, fields from CRM can easily be merged into the document using a template.

1. Go to the location where you want to add the file, for example a person card;
2. Under the 'Files' tab, click 'Merge';

2. Select the template, click OK and the document is generated;

3. Open it in MS Word from the Downloads folder;

4. Click 'Share' and add the people or groups who are allowed to view and/or edit the document;

5. Copy the link to the 'URL' field of the file in STB CRM;

The file is now visible as a link to the shared file.

Steps for sharing documents with the Document Management Module

If the DMS module is activated, essentially the same flow is used, but the interface differs.

1. Create a new document, for example from a dossier, from the 'Documents' tab;
2. First fill in the 'Document type' and 'Subject';

2. Select the template you want to use via the 'Select' button next to 'File name';

Then you can carry out the same steps 3 and 4 as mentioned under 'Standard';

5. Paste the link into the document by clicking the 'Select' button next to 'File name' again;

Paste the link here in the 'Address' field and enter a 'Text to display' as a friendly name for the link;

This appears on the detail card;

Under the dossier, the icon clearly shows that it is a link.

And your document is linked.