Quick Reference FAQ for Drag & Drop Metadata for Dynamics 365 CE
Getting users to consistently tag documents with SharePoint metadata is a challenge for any team that has integrated Dynamics 365 Customer Engagement with SharePoint. Yes, having the right metadata tags is useful for document retrieval, automation, and compliance. Nonetheless, most users see tagging with metadata as annoying extra work.
It’s understandable, as they need to leave Dynamics and go into SharePoint for tagging. Jumping between platforms is inconvenient, and as a result, many documents end up missing those metadata tags. This can make files much harder to find or manage later on and even break automations that are based on the tags. To solve this, you need to bring metadata capabilities directly into Dynamics 365, making tagging a natural part of daily work.
Fortunately, there’s an out-of-the-box way to let end users have exactly that: Drag & Drop and Metadata for Dynamics 365 CE. In this article, you’ll find straightforward answers to the most frequent questions about managing SharePoint metadata inside Dynamics 365 using this solution.
Drag & Drop Metadata for Dynamics 365 CE: Your Top 10 Questions Answered
1. What does Drag & Drop Metadata for Dynamics 365 CE do?
Drag & Drop Metadata for Dynamics 365 CE is a managed solution that streamlines document uploading and management within Dynamics 365 Customer Engagement when integrated with SharePoint. Users can upload one or more files directly from Dynamics 365 forms into the connected SharePoint library using a drag-and-drop interface, eliminating the need to switch applications.
The plugin allows IT admins to configure which SharePoint metadata fields appear on each entity’s document grid in Dynamics. These metadata fields can be viewed and edited by end users directly inside Dynamics 365.
2. Is it compatible with my Dynamics and SharePoint setup?
The plugin works with both cloud and supported on-premises versions of Dynamics 365 and SharePoint. At the time of publication, that is:
- Microsoft SharePoint 2016, 2019, and Online
- Microsoft Dynamics 365 Customer Engagement, including
- Dynamics 365 Sales
- Dynamics 365 Customer Service
- Dynamics 365 Field Service
You can check for updates on supported versions on the . No client-side installation is needed.
3. What types of metadata are supported?
Drag & Drop Metadata for Dynamics 365 CE supports: Managed Metadata, Date, Text, Choice, Number, Yes/No, and Multiple lines of text.
4. Can I customize metadata grids for each entity?
Yes. With Drag & Drop Metadata for Dynamics 365 CE, you can specify which SharePoint metadata fields are available for each Dynamics 365 entity (for example, Accounts vs. Opportunities).
Each entity can have its own customized grid and set of mapped metadata fields. This gives you the flexibility to tailor metadata requirements based on business needs. Once mapping is configured, users can enter or update SharePoint metadata for their documents directly on the grid or using a form.
5. How is metadata mapping handled?
Metadata mapping in Drag & Drop and Metadata for Dynamics 365 CE is configured by creating views for each Dynamics 365 entity linked to a SharePoint document library.
An administrator defines which metadata fields from SharePoint are available for users to view and edit directly within Dynamics 365.
To set up the mapping, the administrator will add columns to the relevant Dynamics entity view in Power Apps. For most metadata types, this is done by creating a column with the same display name as the corresponding SharePoint metadata field. Some column types, such as managed metadata, require special naming conventions to ensure proper synchronization, which is fully documented in the user manual.
6. Who can configure or adjust metadata fields?
First, as this product is used with a Dynamics integration with SharePoint, we assume the metadata fields you want already exist in SharePoint. If that is the case, you just need the Dynamics administrators in your environment to add or remove metadata columns. There is no need to involve the solution vendor.
7. Are required metadata fields enforced?
Yes, administrators can specify which fields must be completed when a user uploads a document. You need to fill in all required fields before moving on to tagging another record, to ensure complete document tagging.
8. What file and folder management options are available directly in Dynamics 365?
Users can delete, rename, or create folders and files within Dynamics 365, without opening SharePoint. The Drag & Drop Metadata for Dynamics 365 CE grid also includes column sorting and filtering so users can quickly find the documents they want.
9. Can I drag and drop multiple files at once?
Yes, that is the point! Users can select multiple files and drag them all at once for fast, bulk uploads.
10. What about browser and mobile compatibility?
Modern browsers are supported out of the box, the exception being Mozilla Firefox. For the Dynamics 365 Mobile App, there’s an additional setup process outlined in the documentation.
11. How do you handle permissions in Drag & Drop and Metadata for Dynamics 365 CE?
While Drag & Drop and Metadata for Dynamics 365 CE governs access using Dynamics security roles for configuration and user actions within the tool itself, synchronizing document-level permissions with SharePoint is not automatic by default.
To mirror your Dynamics 365 security settings in SharePoint and make sure users can access only the documents they have rights to in CRM, the recommended approach is to implement CB Dynamics 365 to SharePoint Permissions Replicator. This tool automatically transfers Dynamics permissions to SharePoint libraries, minimizing the risk of inappropriate data access and maintaining consistent security across both platforms.
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