Storing documents is simple. Ensuring the right people have the right access – securely and accurately – is the real challenge!
Dynamics 365 CRM users often rely on SharePoint for document storage. However, native Dynamics 365 CRM SharePoint integration lacks proper permission synchronization. This can lead to uncontrolled access and may lead to a serious security breach.
SharePoint Security Sync solves this by enforcing CRM-based role-based access control directly on SharePoint folders. When paired with Attach2Dynamics, which governs in-app document operations, organizations gain full control over both visibility and actions, aligned with user roles.
Why Role-Based Access Control (RBAC) Is Essential
RBAC ensures users only access information and actions relevant to their roles. Rather than assigning permissions manually to individuals, roles are defined once and applied across users. This approach:
- Enforces the principle of least privilege
- Simplifies security management
- Aligns with security compliance mandates
In Dynamics 365 CRM environments, RBAC must extend beyond application access; it must also govern document visibility and actions in connected systems like SharePoint.
Enforcing Role-Based Access on SharePoint with SharePoint Security Sync
SharePoint Security Sync ensures CRM user privileges are replicated and enforced in SharePoint. It eliminates permission mismatches between CRM and SharePoint by automating folder-level access based on the CRM security model.
Key Capabilities:
- CRM-to-SharePoint Permission Sync: Folder access in SharePoint directly reflects access to the related CRM record.
- Real-Time Updates: Changes in CRM (ownership, team, BU) automatically updates folder access in SharePoint.
- Custom Entity Support: Enforce access on both out-of-the-box and custom CRM entities.
- Multiple Access Levels: Role-based enforcement at user, team, business unit, and organizational levels.
Example:
If a case is reassigned from one support agent to another, SharePoint Security Sync immediately revokes folder access for the former and grants it to the new agent, preventing unauthorized document exposure.
Controlling Document Actions within CRM Using Attach2Dynamics
While SharePoint Security Sync controls who can access SharePoint folders, Attach2Dynamics controls what actions users can perform within the Attach2Dynamics UI inside CRM.
Actions like upload, download, rename, delete, and share are governed by predefined permission profiles, mapped to CRM security roles.
Permissions configured in Attach2Dynamics are designed to provide precise control over document actions within its dedicated interface in Dynamics 365 CRM. These user actions, such as uploading, deleting, or renaming files, are directly executed in the connected cloud storage (e.g., SharePoint), ensuring a seamless in-app document experience.
While it does not govern SharePoint folder-level access permissions, that layer of security is purposefully handled by SharePoint Security Sync.
Key Features:
- Action-Based Profiles: Define what actions a user can perform on documents in the A2D interface.
- Role Mapping: Assign profiles to CRM security roles.
- Entity-Level Permissions: Apply varying rules for different entities (e.g., restrict delete on Opportunities).
- Multi-Storage Support: Works with SharePoint, Azure Blob, Dropbox.
Example:
A Sales Executive may be allowed to upload and download documents within the A2D UI, but is restricted from deleting them. While the action is performed in SharePoint, the permission control is isolated to what’s allowed in the A2D interface.
A Unified Approach to Document Security in Dynamics 365 CRM
When combined, SharePoint Security Sync and Attach2Dynamics offer full-spectrum RBAC across the document lifecycle:
| Security Layer | App | Controls |
| Folder Access (SharePoint Level) | SharePoint Security Sync | Who can see folders/files |
| Document Actions (CRM UI Layer) | Attach2Dynamics | What users can do (upload, delete, etc.) |
This two-tiered model ensures both visibility and operational control are tightly governed based on business roles.
Key Benefits
- Access Integrity: Folder-level access directly reflects CRM record privileges.
- Operational Control: Users are limited to specific actions within CRM via A2D.
- Audit-Readiness: Changes are traceable and aligned with organizational roles.
- Compliance Alignment: Helps meet internal IT security standards.
- Scalable Management: Supports evolving teams and entities across cloud storage.
Conclusion
Organizations using Dynamics 365 CRM with SharePoint require more than basic document integration; they need secure, scalable, and automated access control. SharePoint Security Sync enforces CRM-driven permissions at the SharePoint level, ensuring users only access the content they are authorized to view.
When combined with Attach2Dynamics, teams gain action-level control over documents within CRM, making document management not just functional but fully governed.
Get Started
Experience secure, scalable document access control in Dynamics 365 CRM today.
You can start a free 15-day trial of SharePoint Security Sync and Attach2Dynamics by installing them directly from Microsoft AppSource.
To explore setup steps, permission configurations, and usage guidelines, refer to our detailed help documentation. For personalized demos, implementation support, or technical consultation, reach out to us at [email protected] .
The post Role-Based Document Access Permissions in Dynamics 365 CRM Integrated with SharePoint! appeared first on CRM Software Blog | Dynamics 365.