Exercise - Set up document management

  • 8 minutes

To set up document management, you can configure it with Microsoft Azure Storage or with SharePoint storage.

Configure document management exercise

Document types are used to categorize the documents that you attach to records and the templates that you create. Each sort of document can be kept in its own folder. A predefined set of document categories is available. To classify an attachment as a file, image, note, or URL, use these document categories. Azure Storage is set as the default location for the file and image default document types.

To create a new document type, follow these steps:

  1. Go to the Document types page.

  2. Select New.

  3. In the Type field, enter a short name for the new document type, such as SharePoint or HR Docs.

  4. In the Name field, enter a longer name, such as SharePoint files or HR Docs.

  5. In the Class field, specify a class to define the behavior for the document type:

    • Attach file - The user is prompted for a file.

    • Attach URL - The user can enter a URL in the Notes field, such as https://www.microsoft.com. The Open button on the Attachments page will open the URL on a browser tab.

    • Simple note - The user can add a note in the Notes field.

  6. If you specified Attach file in the Class field, then in the Location field, specify the storage mechanism to use.

  7. If you specified SharePoint in the Location field, then specify the Microsoft SharePoint address in the SharePoint Address field. To complete this action, select the Edit button (pencil icon) and use the Folder selection dialog box.

Configure SharePoint storage exercise

Microsoft SharePoint Online is one of the natively supported storage locations. Only SharePoint Online is currently supported. In the future, support for on-premises SharePoint (a local SharePoint server) might be provided.

Set the Location field for a document type to SharePoint to use SharePoint storage. Then, enter a valid SharePoint address in the SharePoint Address field.

To configure SharePoint storage, follow these steps:

  1. Go to the Document management parameters page.

  2. On the SharePoint tab, in the Default SharePoint server field, review the host name that was automatically detected for the SharePoint site, such as contosoax7.sharepoint.com. Typically, the SharePoint host name is in the form of tenantname.sharepoint.com, and accounts on that tenant are in the form of user1@tenantname.onmicrosoft.com. Typically, if no default SharePoint server is specified, then no SharePoint site is available for the tenant or a valid Microsoft 365 license isn't associated with the current user (the admin).

  3. (Optional) Select Test SharePoint connection to test the specified SharePoint host name. This step verifies that the security and license are working correctly.

  4. (Optional) Select Open SharePoint to open the specified SharePoint host name in a browser. This step doesn't verify security; it opens the SharePoint path in a browser tab for exploration.