Hello!
I am trying to help my company do some basic contract management in Dynamics - Sales. Really all we need is a form to enter data related to the contract and then a place to store contract documents and such.
I'm very new to Dynamics in general, but so far I've created a new tab in the Account entity called, "Contract." This is a simple form with lots of text data fields and all is good here. Next my team wants me to add a new tab that will essential act just like the "Files" tab. This new tab would need to connect to our sharepoint location to save these contract documents.
The original files tab works great. When an account is created, a folder is created under accounts in sharepoint (Account --> Account name --> documents). What I'm trying to figure out is how I can connect my new contract document tab and point it to the same sharepoint account folder, but then also create a new folder (maybe Account --> Account name --> Contract --> documents) specifically for these files. I realize it's probably easier to just create a "contracts" folder under the original files tab and then set up security roles and such to manage access/viewability, but this is the workflow/UI my team wants at the moment.
My thought is that maybe the contract documents tab can just be logically a duplicate of the files tab, and then maybe I can just use Power Automate to take anything that's uploaded to the contract documents tab and then create a new contract folder under the account (if it doesn't already exist). After that I can use security roles to manage who can access each of the two files tabs and who can see what folders/files etc.
Is there a simpler solution for this sort of thing? I also realize if I created the contracts as a brand new entity, I could turn on document management and link the entity to accounts so file upload folder management is mostly done out of the box with dynamics, but the team specifically wants the info under a tab in accounts. Adding a new CONTACT, for example will create a folder within the account. I want that same functionality but for CONTRACTS uploaded within my custom upload tab. Having an entity subgrid within the accounts entity or any similar flow is a little too complicated for me to wrap my head around right now but maybe that's the way I need to go? This all seems like a simple problem on the surface, but I'm too new to really have a solid idea of how to do this.
