Partner Stories

How to Automatically Sync SharePoint Permissions with Dynamics 365 CRM

Published by Inogic

Have you ever shared or assigned a record in Dynamics 365 CRM, only to find that the right person still can’t access the related documents in SharePoint?

It’s a common challenge for teams that use Dynamics 365 CRM with SharePoint for document management. While record access changes in Dynamics 365, document permissions in SharePoint don’t automatically follow. The result is extra administrative work, frustrated users, and delays in collaboration.

Let's look at why this happens and how SharePoint Security Sync’s Share & Assign Records feature helps sync the Dynamics 365 security model with SharePoint, keeping document permissions aligned automatically.

Key Takeaways

  • Share & Assign Records automatically updates SharePoint permissions whenever a Dynamics 365 record is shared or assigned.
  • Keep Dynamics 365 and SharePoint permissions in sync without manual intervention.
  • Reduce “Access Denied” issues by giving users the right document access when CRM permissions change.
  • Save time on permission management and eliminate repetitive SharePoint updates.
  • Improve collaboration with SharePoint Security Sync by keeping document access aligned with Dynamics 365 CRM.

Sharing or Assigning a CRM Record Should Be Simple… Right?

Sharing and assigning records happen every day.

A sales representative shares an Opportunity with a colleague. A support manager assigns a Case to another agent. An employee leaves the company, and their records are reassigned to a new owner. These are all routine tasks that help teams work together.

When you share or assign a record in Dynamics 365 CRM, you naturally expect the right people to have access to everything related to that record, including its documents.

But that’s not always what happens.

The user may have access to the CRM record, but when they try to open the associated documents stored in SharePoint, they receive an “Access Denied” message. Someone then has to manually update SharePoint permissions before work can continue.

For organizations managing hundreds or even thousands of records, these manual updates quickly become time-consuming and difficult to maintain.

The Fix: Share and Assign Records in SharePoint Security Sync

This is exactly the gap that the Share and Assign Records feature in SharePoint Security Sync closes. Instead of you manually mirroring every CRM change in SharePoint, the app does it automatically, the moment the change happens in Dynamics 365.

Here's how it plays out with a simple example. Say Smith owns a record in CRM, and Robin only has standard user-level access. By default, Robin can't see Smith’s record in SharePoint, only her own.

Now, two different things can happen:

If Smith shares the record with Robin, Robin gets access to that specific record in SharePoint, on top of the records she already has. Smith still owns it and still sees it, too. Nothing is taken away from anyone; access is simply added.

If Smith assigns the record to Robin instead, ownership moves entirely. The record disappears from Smith's visible records and shows up under Robin's in SharePoint. It's a full handoff, not just an added view.

The point is that both of these actions in CRM are picked up and reflected in SharePoint on their own. You don't open SharePoint, you don't hunt for a folder, and you don't manually reset anyone's access. Whatever the CRM record says about who should see it, that's what SharePoint shows.

Also Read: SharePoint Metadata – Enhance document searchability in Dynamics 365 CRM integration!

How Share & Assign Records Solves the Problem?

The Share & Assign Records feature in SharePoint Security Sync takes the manual work out of managing document permissions.

Whenever a record is shared or assigned in Dynamics 365 CRM, the app automatically updates the permissions for the corresponding SharePoint folder. As a result, users who receive access to the CRM record can also access its related documents without waiting for someone to update SharePoint manually.

Whether you're collaborating on sales opportunities, customer cases, projects, or other CRM records, document access stays in sync with the permissions already defined in Dynamics 365.

Here's what that means for your team:

  • No more manually updating SharePoint permissions after every record share or assignment.
  • Dynamics 365 record permissions and SharePoint document access stay aligned.
  • Fewer "Access Denied" errors when users open related documents.
  • Faster collaboration across teams with the right document access.
  • Less time spent by administrators managing permissions.
  • Better control over document access across Dynamics 365 and SharePoint.

With Share & Assign Records, you can focus on collaborating in Dynamics 365 while SharePoint Security Sync keeps document access up to date in the background.

Without and With SharePoint Security Sync

Imagine Sarah is working on an important sales opportunity in Dynamics 365 CRM. She stores proposals, presentations, and contracts in the SharePoint folder linked to that opportunity. Later, she shares the opportunity with Mike so they can collaborate on the deal.

Without SharePoint Security Sync

With Share & Assign Records

Sarah shares the Opportunity with Mike in Dynamics 365 CRM.

Sarah shares the Opportunity with Mike in Dynamics 365 CRM.

Mike can access the CRM record.

Mike can access the CRM record.

When Mike opens the Documents tab, he gets an “Access Denied” error because the SharePoint folder permissions haven’t been updated.

SharePoint Security Sync automatically updates the corresponding SharePoint folder permissions.

Sarah or an administrator has to manually grant Mike access in SharePoint.

Mike can immediately access the related SharePoint documents without any manual permission updates.

Work is delayed until the permissions are updated.

Collaboration continues without interruption.

The same process applies when a record is assigned to another user. Once the ownership change is made in Dynamics 365 CRM, SharePoint Security Sync automatically reflects the change in SharePoint, so the new owner can access the related documents without additional administrative effort.

This format clearly highlights the difference between the manual and automated approaches, making the value of the feature immediately obvious.

Close the Permission Gap for Good

Sharing or assigning a Dynamics 365 record shouldn't create extra work in SharePoint. With SharePoint Security Sync's Share & Assign Records feature, document access updates automatically whenever CRM permissions change, helping your team collaborate faster while reducing manual permission management.

Download SharePoint Security Sync from Inogic's website or Microsoft Marketplace and start your 15-day free trial today.

 

 

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