Leveraging Nintex for CRM SharePoint

integrationSyed A Ali

IPP Solution Architect (Contractor)Center for Disease Control & Prevention, CDC

Cell: 214-208-2158Email: xxq6@cdc.gov (work), syedanwar.ali@outlook.com (personal)

Agenda

• About me• Challenges • Why Nintex• Use Case example• Integration best practices• Nintex workflow examples• Q&A

About me• Working as a CRM SharePoint architect at CDC for over 3 years• Worked as technical/functional architect and SME at Microsoft and

several other fortune 50 companies• Served as a member of customer advisory board for Dynamics CRM at

Microsoft Corp• Served as a member of the advisory boards for CRM and AX at

Dynamics Communities • Served as chapter leader of CRMUG and AXUG of Dallas area chapters

Business solution challenges responded by Nintex• Solution design• Solution integration• Keep up with dynamic needs• SharePoint & Dynamics CRM• Leveraging Nintex

Use Case• Update SharePoint metadata in CRM record when document is

uploaded in SharePoint from CRM• Update SharePoint metadata when a CRM record has been

updated• Create workflow task (s) with email notification in SharePoint

when a record is created or updated in CRM• Create or update record in CRM when a task in SharePoint is

updated• Analyze data and generate report in CRM on activities and

metadata changes in SharePoint

Integration best practicesTechnical summary:

• Activate CRM process from SharePoint• Activate SharePoint process from CRM email• Synchronize document metadata in SharePoint and Dynamics CRM

CRM access:• Create users in CRM for SharePoint users with Full Control• Create contacts in CRM for all other SharePoint users• Create a contact in CRM for each SharePoint document library email address

SharePoint access:• Provision temporary SharePoint Access to the document users for collaboration

and training• Provision read only access to all users for all SharePoint documents in a library

Group access:• Provision groups to assign permission corresponding to SharePoint activities

Integration best practices continued…Folder structure:• Dynamics CRM natively creates a list item in SharePoint for each CRM entity • CRM Entity => Content Type => List => Library (enabled for Email) => Folder

(Category) • Folder (Sub Category): Provision group permissions

Metadata structure:• Create and maintain entire metadata as data fields in CRM and only required

columns in SharePoint• Maintain CRM record name as a common column in SharePoint list items• Maintain a column in SharePoint to capture the updates of CRM record• Maintain document URL as absolute URL in related CRM record

User Guide Manual in CRM

User Guide Release with status change

SharePoint Document Location in CRM

User Guide Document Upload from CRM

SharePoint site integrated with CRM

Document in SharePoint linked to CRM record

Nintex example: Update CRMTrigger Nintex workflow to update document URL in CRM when a document is uploaded:

Nintex example: Update columns from CRM email

Trigger Nintex workflow to extract the CRM email body and save as data in columns in SharePoint

Nintex example: Move document in SharePoint based on record status in CRMTrigger Nintex workflow to copy the document to a different folder when a record change captured from CRM Email meets certain criteria and then delete the original document

Nintex example: Update Document Location & URL in CRMTrigger Nintex workflow to update the document URL in corresponding CRM record and Document Location in CRM when document has been moved to a new folder

Nintex example: Create task with notification email from SharePointTrigger Nintex workflow to create task related to the document for the user or the user group name updated from CRM email