Leveraging Nintex for CRM SharePoint Integration
- 1. Leveraging Nintex for CRM SharePoint integration Syed A Ali IPP Solution Architect (Contractor) Center for Disease Control & Prevention, CDC Cell: 214-208-2158 Email: xxq6@cdc.gov (work), syedanwar.ali@outlook.com (personal)
- 2. Agenda • About me • Challenges • Why Nintex • Use Case example • Integration best practices • Nintex workflow examples • Q&A
- 3. About me • Working as a CRM SharePoint architect at CDC for over 3 years • Worked as technical/functional architect and SME at Microsoft and several other fortune 50 companies • Served as a member of customer advisory board for Dynamics CRM at Microsoft Corp • Served as a member of the advisory boards for CRM and AX at Dynamics Communities • Served as chapter leader of CRMUG and AXUG of Dallas area chapters
- 4. Business solution challenges responded by Nintex • Solution design • Solution integration • Keep up with dynamic needs • SharePoint & Dynamics CRM • Leveraging Nintex
- 5. Use Case • Update SharePoint metadata in CRM record when document is uploaded in SharePoint from CRM • Update SharePoint metadata when a CRM record has been updated • Create workflow task (s) with email notification in SharePoint when a record is created or updated in CRM • Create or update record in CRM when a task in SharePoint is updated • Analyze data and generate report in CRM on activities and metadata changes in SharePoint
- 6. Integration best practices Technical summary: • Activate CRM process from SharePoint • Activate SharePoint process from CRM email • Synchronize document metadata in SharePoint and Dynamics CRM CRM access: • Create users in CRM for SharePoint users with Full Control • Create contacts in CRM for all other SharePoint users • Create a contact in CRM for each SharePoint document library email address SharePoint access: • Provision temporary SharePoint Access to the document users for collaboration and training • Provision read only access to all users for all SharePoint documents in a library Group access: • Provision groups to assign permission corresponding to SharePoint activities
- 7. Integration best practices continued… Folder structure: • Dynamics CRM natively creates a list item in SharePoint for each CRM entity • CRM Entity => Content Type => List => Library (enabled for Email) => Folder (Category) • Folder (Sub Category): Provision group permissions Metadata structure: • Create and maintain entire metadata as data fields in CRM and only required columns in SharePoint • Maintain CRM record name as a common column in SharePoint list items • Maintain a column in SharePoint to capture the updates of CRM record • Maintain document URL as absolute URL in related CRM record
- 8. User Guide Manual in CRM
- 9. User Guide Release with status change
- 10. SharePoint Document Location in CRM
- 11. User Guide Document Upload from CRM
- 12. SharePoint site integrated with CRM
- 13. Document in SharePoint linked to CRM record
- 14. Nintex example: Update CRM Trigger Nintex workflow to update document URL in CRM when a document is uploaded:
- 15. Nintex example: Update columns from CRM email Trigger Nintex workflow to extract the CRM email body and save as data in columns in SharePoint
- 16. Nintex example: Move document in SharePoint based on record status in CRM Trigger Nintex workflow to copy the document to a different folder when a record change captured from CRM Email meets certain criteria and then delete the original document
- 17. Nintex example: Update Document Location & URL in CRM Trigger Nintex workflow to update the document URL in corresponding CRM record and Document Location in CRM when document has been moved to a new folder
- 18. Nintex example: Create task with notification email from SharePoint Trigger Nintex workflow to create task related to the document for the user or the user group name updated from CRM email