Managing file attachments in Dynamics 365 can slow people down due to challenges in maintaining document visibility.
That’s because key metadata isn’t automatically captured when files are uploaded to Dataverse or a SharePoint library. By contrast, structured metadata helps organise documents by type, author, and expiry.
We’ve developed a solution that simplifies file management by capturing this vital metadata when documents are uploaded. Let’s explore how this can improve document management and optimise file storage.
Limitations Using Notes and SharePoint to Attach Files
Creating a note in the Dynamics 365 record timeline is a common method for attaching files, but this has several drawbacks.
The process can be clunky and offers limited control over document organisation. This is due to a lack of customisation within the note feature that restricts the capture of file metadata.
Integrated SharePoint libraries are also frequently used to upload documents. However, this method also fails to capture the metadata that can help people quickly understand each file’s content.
This can result in a chaotic storage system and a loss of efficiency when you dig through attachments, searching for relevant information in your documents.
Easily Upload Documents and Track Metadata
In response to these challenges, our enhanced file management solution offers a structured interface to improve categorisation and accessibility.
You can accurately capture all the relevant details about your uploaded files in Dynamics 365 and Power Apps.
This is fully customisable to work with any standard or custom table and can include the date each document was signed and when it will expire.
You can also set a document type using options relevant to your organisation. This allows uploaded files to be categorised as agreements, contracts, application forms, questionnaires, and any other document type.
Easy Document Retrieval
Using a form with custom metadata fields simplifies filtering and locating documents. This means less time sifting through attached files and more time focused on productive tasks.
Key benefits include:
- Save time by checking metadata without having to open each document.
- Easily filter attachments by document type and other criteria in a sub-grid or list view.
- Quickly find files using document date fields, including expiry or signature dates.
For instance, if you need to check attached contract documents for an urgent compliance check, our solution allows document filtering by ‘contract type’ and ‘signing date’ fields. This enables the relevant files to be retrieved in seconds.
Optimising Your File Storage
You can also use this solution to simplify the storage of documents within your environment.
By default, Dynamics 365 and Power Apps attachments are uploaded to Microsoft Dataverse, where each document consumes some of your organisation’s file storage capacity.
Uploading files to connected SharePoint libraries is one alternative, but Azure Blob Storage is another popular option because storage costs are a fraction of the price compared to Dataverse.
Our solution works with SharePoint and Azure Blob Storage to optimise storage and file management. Using Power Automate, each uploaded file can automatically trigger a flow to store the document in the appropriate location.
After uploading, authorised users can securely access each file by clicking an auto-generated URL.
Ready to simplify your document management?
Streamline your document-handling processes with our file attachment solution. Minimise the time spent searching attachments, enabling everyone to find documents quickly. Contact us today to explore how this tool could work for you.
