MOD

DULE 1: MICRO
OSOFT DYNA MICS CRM 2
2011
AND MICRO
OSOFT SHAR
REPOIN
NT 201
10
INTEGRATIO
ON CONCEPT
TS
Modu
ule Ove
erview
This module
e provides an overview of tthe basic feattures, function
nality, and

terminologyy used in Microsoft ShareePoint 2010. It will also exxplain the basic
storage con
ncepts such ass Site Collectio
ons, Sites, Document Library and Docum
ment
Folders and
d the Docume
ent Managem ent functionaality in ShareP
Point 2010. Fin
nally,
this module
e will provide some basic in
ntegration sceenarios an IT P
Professional m
might
encounter when
w
integratting to ShareP
Point with Miccrosoft Dynam
mics CRM 20
011.
Additionallyy, it will explain which tool to select wheen both could
d potentially
achieve the
e same result.

FIGURE 1.1: COMPARING SHAREP

POINT TO MICROSOFT DY
YNAMICS
CRM
Microsoft Dynamics
D
CRM
M and SharePo
oint are broad
d tools that have individuaal
strengths. They
T
also have
e complemen
ntary strength s and tools. T
The course will
explore sevveral of these complementa
c
ary aspects an
nd review how
w these can be
e
achieved.

1-1

Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010
Objectives
The objectives are:

Review SharePoint Components

Explain SharePoint Storage Concepts

Examine Integration Scenarios

Review when to use Microsoft Dynamics CRM versus SharePoint when

Customizing a Solution

Microsoft SharePoint and Microsoft Dynamics Integration

Overview
Microsoft SharePoint Server is a collaboration and content management
application that simplifies how people store, find, and share information. It helps
people to collaborate effectively by having secure access to documents and
information that they require to make business decisions.
Microsoft Dynamics CRM supports integration with SharePoint and its document
management capabilities can be used in Microsoft Dynamics CRM. Documents
can be stored and managed in a Microsoft Dynamics CRM record on a server that
is running SharePoint, and it will use the SharePoint infrastructure to share,
manage, and collaborate efficiently. Because the documents are stored on a server
that is running SharePoint, non-Microsoft Dynamics CRM users can directly access
the documents on the server, provided they have the appropriate permissions on
the server that is running SharePoint Server.
Organizations that have SharePoint integration with Microsoft Dynamics CRM, can
perform the following:

1-2

Create, upload, view, and delete documents on a server that is

running SharePoint from Microsoft Dynamics CRM.

Use the SharePoint document management features in Microsoft

Dynamics CRM, such as checking the document in and out, viewing
version history, and changing document properties.

Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts
Microsoft SharePoint versions supported for integration
with Microsoft Dynamics CRM 2011
SharePoint Server integration is supported for the following versions and editions:

SharePoint Server 2010

SharePoint Server 2010 Online

SharePoint Server 2007

SharePoint Server 2007 Online

Note: You should be aware that in SharePoint 2010, Foundation, Standard,

and Enterprise are all supported.
Later in this course, the specifics of the default integration between these two
applications are explored. However, some additional items to be aware of when
you select one version or the other should be discussed now. For location records
to be automatically created on a SharePoint Server, SharePoint Server 2010 and
the Microsoft Dynamics CRM List Component for Microsoft SharePoint Server
2010 must be installed on the target server that is running SharePoint Server. If
SharePoint Server 2007 is being used, the documents from SharePoint Server are
displayed in an IFRAME, and folders cannot be automatically created on the server
that is running SharePoint Server.

1-3

Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010

SharePoint Storage Concepts

By using the SharePoint Server document management capabilities, users can
control the life cycle of documents in their organization, such as how documents
are created, reviewed, published, and disposed of or archived. SharePoint Server
uses a hierarchical storage model to store and manage documents. Some
SharePoint Server storage concepts that a SharePoint professional should be
familiar with include the following:

Site Collection

Site

Document Library

Document Folder

List Views

These storage objects provide the framework for the content management
infrastructure that SharePoint Server provides.

Site Collections
Microsoft SharePoint Server 2010 sites are made up of a site collection. This is a
hierarchical structure that includes one top-level site and any sites underneath it.
The sites in a site collection have shared administration settings, common
navigation, and other common features and elements. Using site collections
provide the following benefits for various groups of SharePoint users:

1-4

Site Designers: A site collection's galleries and libraries provide a

mechanism to create a consistent, branded user experience across all
sites in the site collection.

Site Collection Administrators: A site collection provides a

consistent mechanism and scope for administration. For example,
security, policies, and features can be managed for a whole site
collection; Site Collection Web Analytics Reports, audit trail reports,
and other data can help administrators track site collection security
and performance.

Farm Administrators: A site collection provides scalability for growth

based on how much content is stored. Because each site collection
can use a unique content database, administrators can easily move
them to separate servers.

Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts

Site Authors: A site collections shared site columns, content types,

Web Parts, authoring resources, workflows, and other features
provide a consistent authoring environment.

Site Users: A site collection's unified navigation, branding, and search

tools provide a unified website experience.

Sites
There are many site templates that you can use to create a site collection. These
templates include the following.
Site Collection Template

Description

Assets Web Database

An assets database to keep track of

assets. This includes asset details and
owners.

Basic Meeting Workspace

Sites to plan, organize, and capture the

results of a meeting. It provides lists for
managing the agenda, meeting
attendees, and documents.

Document Center

A site to centrally manage documents in

the enterprise.

Group Work Site

This template provides a groupware

solution that teams can use to create,
organize, and share information. It
includes the Group Calendar,
Circulation, Phone-Call Memo,
document library and other basic lists.

Social Meeting Workspace

A site to plan social occasions. It will

offer lists to track attendees, provide
directions, and store pictures of the
event.

Some available templates available when you create a site collection include the
following. In total, there are twenty-nine templates available. For a comprehensive
list and a brief description of each refer to technet.microsoft.com and search for
Sites and site collections overview (SharePoint Server 2010).

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Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010
Document Library
Document libraries are collections of files on SharePoint Server 2010 that can be
shared with other site users. Most document management features are delivered
through document libraries. As part of document management planning,
consideration is given to determine the type of document libraries that best fits an
organization's needs.
There are several common library types. Some of these include the following.
Library Type

Description

Library in a Team site

Collaboration; easy sharing of content

among peers; content control, such as
versioning; SharePoint Server 2010
search.

Library in a portal area

Content that is intended for a wider

audience in the organization; similar to
a library in a Team site, but typically
implemented by using a stricter review
and approval process.

Library in a Document
Center site

A large-scale library that is useful as an

enterprise knowledge base or historical
archive; includes features to help users
browse, search, and manage many
documents in a deep hierarchy by using
a set of specialized Web Parts.

For more frequently used library types, refer to technet.microsoft.com and search
for Document library planning (SharePoint Server 2010).
Another useful aspect of document libraries is being able to save
Microsoft Office documents into these document libraries directly from the
application. For example, when a user is saving a Microsoft Word document, he or
she can save it directly to a document library.

Document Folder
A folder is a named subdivision of the content in a library similar to folders in a file
system. The main purpose of folders is to logically organize content to match the
expected functionality of the library. For example, if a library is intended to
provide product specifications, the set of folders in the library could be named for
each feature area in the product or for each team member who writes product
specifications.

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Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts
List View
The core focus for all enterprise management solutions is to have users be able to
easily search for and find content. When users browse through a library or folder,
tree views and list views provide a simple interface for them to visually browse
through content storage taxonomy.

Document Management
There are three primary goals of document management:

Ease of Use: By default, visitors, contributors, and content stewards

will find document management features easy to use and manage,
adaptable, fast to deploy, and highly capable. Document
management features also improve and make it easier to create and
manage documents.

Enterprise Readiness: Regardless of the document management

scenario, document management provides a high degree of
performance at scale, rich feature depth, customizability, and
extensibility. The document management features are infused with
metadata and they use metadata to drive document retrieval
functionality.

Broad Participation: Everyone in the organization has access to, and

can benefit from, document management features. Capabilities can
be adjusted so that everyone can view just what they need.

This lesson will explore some common document management concepts in

SharePoint 2010.

Versioning
Versioning is the method by which successive iterations of a document are
numbered and saved. Although the default versioning control for a document
library depends on the site collection template, versioning can be configured,
depending on the particular organizational or team requirements. Each document
library can have a different versioning control that best suits the type of
documents in the library.

1-7

Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010
SharePoint Server 2010 has three versioning options. They include the following.
Versioning Type

Description

No versioning

Specifies that no earlier versions of

documents are saved. When versioning is
not being used, the earlier versions of
documents cannot be retrieved, and the
document history is also not retained
because comments that accompany the
iteration of a document are not saved.
This option is used on document libraries
that contain unimportant content or
content that will never change.

Create major versions

Specifies that numbered versions of

documents are retained by using a simple
versioning scheme (such as 1, 2, 3).

Create major and minor

(draft) versions

Specifies that numbered versions of

documents are retained by using a major
and minor versioning scheme (such as 1.0,
1.1, 1.2, 2.0, and 2.1). Versions ending in .0
are major versions and versions ending
with nonzero extensions are minor
versions.

Check In and Check Out

Organizations can require users to check out documents from a document library
before the documents are edited. The benefits of requiring check out and check in
include the following:

1-8

Better control of when document versions are created. When a

document is checked out, the author can save the document without
checking it in. These changes will not be visible to other users of the
document library, and a new version will not be created. A new
version (visible to other users) is only created when an author checks
in a document. This gives the author more flexibility and control.

Better capture of metadata. When a document is checked in, the

author can write comments that describe the changes that are made
to the document. This creates an ongoing historical record of the
changes that are made to the document.

Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts

Integration Scenarios
There are many ways that Microsoft Dynamics CRM and SharePoint can be
integrated. This lesson will explore some scenarios where the two applications can
be used for functions they perform well and provide value to the organizations
that deploy and use them.
There are many ways that Microsoft Dynamics CRM and SharePoint can be
integrated. This lesson will explore some scenarios where the two applications can
be used for functions they perform well and provide value to the organizations
that deploy and use them.

Basic Document Management and Versioning

By using the default integration that exists between SharePoint and Microsoft
Dynamics CRM, users can check in, check out, open, upload and perform other
basic document management actions from either the context of a Microsoft
Dynamics CRM record or from the context of a document folder. For example,
Microsoft Dynamics CRM users could open a particular account within the
application and view documents that are related directly to that account.
Additionally, they can open the documents that are related to records such as
opportunities, cases, or any other related entity configured to use the SharePoint
integration. SharePoint users could also review the document library structure
where these customer documents are stored and manage them exactly as they
can from Microsoft Dynamics CRM.
By using the default integration that exists between SharePoint and Microsoft
Dynamics CRM, users can check in, check out, open, upload and perform other
basic document management actions from either the context of a Microsoft
Dynamics CRM record or from the context of a document folder. For example,
Microsoft Dynamics CRM users could open a particular account within the
application and view documents that are related directly to that account.
Additionally, they can open the documents that are related to records such as
opportunities, cases, or any other related entity configured to use the SharePoint
integration. SharePoint users could also review the document library structure
where these customer documents are stored and manage them exactly as they
can from Microsoft Dynamics CRM.

1-9

Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010
Retrieving Microsoft Dynamics CRM Data in SharePoint
Using Excel Services
Excel Services is a service application that is used to load, calculate, and display
Microsoft Excel workbooks on Microsoft SharePoint Server 2010. You can pull
Microsoft Dynamics CRM data by using dynamic pivot tables, Excel Services, and
SharePoint. For example, a SharePoint designer could create a dynamic pivot table
that pulls Microsoft Dynamics CRM accounts, account revenue, and will have a
filter on accounts based on the number of employees. Excel Services could be
leveraged and pulled into SharePoint 2010 to display this data. Additionally, a
designer could incorporate charts and other visualizations of this data into a
useful dashboard or through various Web Parts.
Dashboard with Filtering and Excel content

FIGURE 1.2: DATA ANALYSIS AND VISUALIZATION OF MICROSOFT

DYNAMICS CRM DATA THROUGH EXCEL SERVICES

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Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts
SharePoint as a Reporting Platform
Organizations that create reporting pages and applications in SharePoint can have
important information that is stored in Microsoft Dynamics CRM 2011. There are a
several approaches that can be used to expose Microsoft Dynamics CRM 2011
data through a SharePoint reporting application. One approach is for SharePoint
Designer to create Data Views that can be based on any SQL Server database. This
includes Microsoft Dynamics CRM 2011. Other options include Report Builder 3.0
integration with SharePoint or the Report Viewer Web Part on a SharePoint site.
Organizations that create reporting pages and applications in SharePoint can have
important information that is stored in Microsoft Dynamics CRM 2011. There are a
several approaches that can be used to expose Microsoft Dynamics CRM 2011
data through a SharePoint reporting application. One approach is for SharePoint
Designer to create Data Views that can be based on any SQL Server database. This
includes Microsoft Dynamics CRM 2011. Other options include Report Builder 3.0
integration with SharePoint or the Report Viewer Web Part on a SharePoint site.

Using Power View and Power Pivot with Microsoft SQL

Server 2012 and SharePoint
Customers can take advantage of self-service business intelligence features that
are provided by Microsoft SQL Server 2012 Power View. SQL Server 2012 has a
new reporting Service add-in for SharePoint 2010 called Power View. Customers
can use it to do the following:

Interactive data exploration

Visualization

Presentation

Intuitive ad hoc reporting for business users, data analysts, business

decision makers and information workers

Report designers can connect to Microsoft Excel Power Pivot or SQL

Server Analysis Services (SSAS).

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Integra
ating Microsoft Dyn
namics CRM 2011 with
Microso
oft Office SharePoin
nt Server 2010
With the release of Micro
osoft Dynami cs CRM 2011 Release 8 (R8
8), Microsoft
created pre
edefined Powe
er Pivot modeels and Powerr View Reportt templates th
hat
can be builtt upon and exxtended. The following fou
ur models are available in
Microsoft Dynamics
D
CRM
M 2011 R8:

Product Sale
es Analysis

Customer Ca
are Trends

Sales Pipelin
ne Analysis

Customer Demographics Analysis

FIGURE 1.3: POWER VIEW:

V
PRODU
UCT SALES AN
NALYSIS

1 - 12

Module
M
1: Microsoft
M
Dynamicss CRM 20
011 and M
Microsoft SharePo
oint
2010 Integrattion Concepts
Businesss Connectivity Serviices
Microsoft Business
B
Connectivity Servicces (BCS) is a set of servicess and featuress that
connect Sha
arePoint-base
ed solutions to
o sources of eexternal data. It is included in
Microsoft SharePoint Fou
undation 201 0, Microsoft SSharePoint Se
erver 2010, and
Microsoft Office
O
2010 ap
pplications. BC
CS can be useed to query an
nd pull data frrom
Microsoft Dynamics
D
CRM
M 2011. Then, SharePoint u
users can use SSharePoints n
native
tools to sea
arch and report on data fou
und in the Microsoft Dynam
mics CRM 201
11
organizatio
on database. For
F example, a sales dashb
board applicattion helps sale
es
associates in an organiza
ation quickly ffind informatiion and enterr new data. Saales
orders and customer info
ormation are managed in aan external daatabase and
integrated into the solution by using Microsoft Bussiness Connecctivity Servicess.
Depending on their roless, team memb
bers can view
w sales analyticcs information
n,
individual team memberrs sales perfo rmance data, sales leads, and a custome
ers
contact info
ormation and orders. Sales professionalss can view the
eir daily calendars,
view tasks assigned
a
to th
hem by manag
gers, collaborrate with team
m members, and
read industtry news, eithe
er from a web
b browser, Miccrosoft Outloo
ok, or offline in
Microsoft SharePoint Wo
orkspace.

FIGUR
RE 1.4: BCS OVERVIEW

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Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010

Using Microsoft Dynamics CRM Versus SharePoint

When Customizing a Solution
In this lesson well examine the basic positioning of SharePoint and Microsoft
Dynamics CRM 2011, and the business problems they resolve.

Comparing SharePoint and Microsoft Dynamics CRM 2011

SharePoint and Microsoft Dynamics CRM have emerged as leaders in their
product categories, and both are important application development platforms.
They share many of the same fundamental architectural functions, that include the
following:

Run as server applications on the Windows platform.

Are built on the .NET developer platform.

Use Microsoft SQL Server as their database engine.

Are web applications that run on the Internet Information Server (IIS).

Can be deployed and used in the cloud.

Although the two products share the same foundations and have other
similarities, they differ in important ways. Organizations must consider these
differences when they decide which product is best for specific application
requirements. Some of the most important differences include the following:

1 - 14

Data model: SharePoint stores data in lists and libraries. For example,
users can add an item to a list, and upload documents to a document
library. These lists and libraries can be customized. Although a list
resembles a table in a database application, SharePoint cannot create
relationships between lists. Microsoft Dynamics CRM 2011 has explicit
out of the box support for relational database management features.
Its "entities" correspond to database tables that have customizable
"attributes" (columns), and it also has a powerful set of features that
are used to create relationships between out of the box entities, and
custom entities.

Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts

SharePoint Pages compared to Microsoft Dynamics CRM

2011 Forms: With SharePoint, the primary user experience is through
webpages. Customizers of a SharePoint site can use the built-in user
interface to create custom pages by using Web Parts, and SharePoint
Designer can be used to create highly graphical custom pages. These
webpages do not generally have any built-in data awareness, and can
be created completely independent of any SharePoint lists or libraries.
Microsoft Dynamics CRM 2011 does not provide out of the box
support for a generic webpage.

Document management: SharePoint has powerful out of the box

features that are designed for efficient and secure collaboration on
shared documents, such as major and minor versions, content
approval based on a security role, and the ability to require check
outs before you can perform edits. Microsoft Dynamics CRM 2011
documents can be attached to an entity's records. However, there is
no support for versioning or any of the other document management
features that are available in SharePoint.

Query and Search: Microsoft Dynamics CRM 2011 provides powerful

end-user querying tools that are customized to the products
relational database strengths. For example, users can easily include
columns from multiple related entities that are in a single result set,
and can sort and filter, based on values from related entities. With
SharePoint, search is much less structured, and the experience is more
similar to a Live or Bing web search experience where a user can enter
a search keyword in the search box, and the SharePoint search engine
will potentially find every occurrence of that keyword in every list,
library, page or document in a whole collection. SharePoint enterprise
search is less structured and much broader than Microsoft Dynamics
CRM 2011 search, and offers users the potential to search across
SharePoint content (including document libraries, lists, blogs, and
wikis) and network file shares, external websites, and even Microsoft
Dynamics CRM.

.NET Framework Version: Microsoft Dynamics CRM 2011 uses

the .NET 4.0 Framework while SharePoint uses 3.5: Therefore,
code written specifically for Microsoft Dynamics CRM 2011 will
generate exception errors when it tries to interact with the SharePoint
Application Programming Interface (API). The workaround for this is
to use Web Services Description Language (WSDL) based web services
to make the communication easier.

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Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010
Requirements Best Suited for SharePoint
Based on the discussion in the earlier section, there are several reasons SharePoint
is ideal for business functions, such as the following:

Document management and collaboration

Websites and web content management

Reporting and dashboard applications

Enterprise portals and Enterprise search

Document management and collaboration

This is the most common use of SharePoint, and it is what defines the SharePoint
experience for many users, especially in the enterprise space. For many
organizations, the transition from file-sharing by using an email message that has
an attachment to the document-centric SharePoint model can provide significant
productivity benefits.

Websites and web content management

Because SharePoint relies on webpages as its primary method to expose content
to users, websites are a common use for the platform. Intranet web applications
those that give authenticated access to domain users on a Windows Server-based
networkare the most common scenario for SharePoint. Increasingly,
organizations are granting authenticated access to non-domain users to support
an extranet scenario. SharePoint also has a connector license that organizations
can purchase to grant anonymous access to users, and support a pure Internet
website scenario.

Reporting and dashboard applications

SharePoint is ideal for reporting and dashboard-style applications that aggregate
data from many sources and provide access to the data from one or more pages.
One important reason for this is the high degree of customization available for
SharePoint pages, in particular, Web Parts positioned on a page that can be used
to provide access to many data sources.

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Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts
Enterprise portals and Enterprise search
Enterprise portals are one of the most popular scenarios that are used for
SharePoint. For many enterprises, SharePoint is the standard portal by which
employees and other stakeholders view, create, and collaborate on all documents,
content, and other information that they must have to do their jobs. Closely
related to this is enterprise search. SharePoint 2010 improved the SharePoint
search engine with features such as people search, indexing and searching on
content that is external to SharePoint, and now the Business Data Catalog
provides a search from SharePoint on SQL database information. With these and
other important features, many organizations rely on SharePoint search to make
important information more easily available to the people who need it.

Requirements Best Suited for Microsoft Dynamics CRM

Microsoft Dynamics CRM 2011 includes the following important default business
functions:

Sales management

Marketing

Customer service

Service scheduling

Microsoft Dynamics CRM 2011 excels as a development platform for line of

business and relational database applications. The core functionality resembles a
set of reference implementations that can be extended, and provides examples of
how to create completely new applications in any line of business application
scenario. In this context, some people have started to refer to Microsoft Dynamics
CRM 2011 as XRM. The X indicates the platform's ability to support any line of
business or industry scenario.

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Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010

Module Review
Module Review
This module provided a brief overview of many key SharePoint features that can
be used as part of the SharePoint integration with Microsoft Dynamics CRM 2011.
The features discussed include the following:

Site Collections

Sites

Document Libraries

Document Folders

List Views

Versioning

Document Check In and Check Out

Additionally, this module examined several common integration scenarios that

include the following:

Excel Services

Business Connectivity Services

PowerPivot

Power View

Finally, the module discussed what must be considered when you decide which
business requirements are best suited for SharePoint and which are best suited for
Microsoft Dynamics CRM 2011.

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Module 1: Microsoft Dynamics CRM 2011 and Microsoft SharePoint

2010 Integration Concepts
Test Your Knowledge
Test your knowledge with the following questions.
1.

What are some other scenarios that you have experienced internally (in your
company) or externally that you could use in the integration between
Microsoft Dynamics CRM 2011 and SharePoint 2010?

2.

Which of the following SharePoint 2010 editions are supported when

integrating with Microsoft Dynamics CRM 2011?
( ) SharePoint Server 2010 Foundation
( ) SharePoint Server 2010 Enterprise Search
( ) SharePoint Server 2010 Foundation Core
( ) SharePoint Server 2010 Standard Student
( ) SharePoint Server 2010 Developer

3.

Both Microsoft Dynamics CRM and SharePoint use the .NET 4.0 Framework.
( ) True
( ) False

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Integrating Microsoft Dynamics CRM 2011 with

Microsoft Office SharePoint Server 2010

Test Your Knowledge Solutions

Module Review and Takeaways
1.

What are some other scenarios that you have experienced internally (in your
company) or externally that you could use in the integration between
Microsoft Dynamics CRM 2011 and SharePoint 2010?
MODEL ANSWER:
For example, FAST Enterprise Search, Web Parts, Silverlight applications

2.

Which of the following SharePoint 2010 editions are supported when

integrating with Microsoft Dynamics CRM 2011?
() SharePoint Server 2010 Foundation
( ) SharePoint Server 2010 Enterprise Search
( ) SharePoint Server 2010 Foundation Core
( ) SharePoint Server 2010 Standard Student
( ) SharePoint Server 2010 Developer

3.

Both Microsoft Dynamics CRM and SharePoint use the .NET 4.0 Framework.
( ) True
() False

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