Quickbix Document Suite 2016 Installation and setup

1. Download and install solution package Go to Quickbix webpage - http://quickbix.com/pages/document-suite - and press the download button. You will receive a solution package and this is all you need. Log in to your Dynamics CRM system, go to Settings – Solutions and press “Import”. Select the downloaded solution package and follow the import wizard. Make sure this checkbox is ticked:

(if not all supported languages are installed in your organization there will be a warning after the import. This is normal behaviour.)

2. Enable server-based SharePoint Integration. If you haven’t already done so, please run the Document Management wizard. If your organization already uses this integration, Document Suite will simply reuse created connections.

Quickbix Document Suite 2016 Installation and setup

This step helps to create the necessary records you will need in your Dynamics CRM, such as Site and Document locations. Go to Settings – Document Management. You should see the following:

Click “Document Management Settings” and select which entities you want your document management to be active on and finally type in the address to the SharePoint site you want to use and click “Next”. The wizard will create document libraries and folders in this site. Next you need to select a hierarchy setting. This means that you need to select how to hierarchically save your documents. The hierarchy can be set in two different ways, either a hierarchy based on Account/ Contact or a flat folder structure with all folders on the same level. In our case we have chosen a structure based on Account, the end result looks like this:

If you want to use the Based on entity-setting Select “Account” as the based on entity then click next and let the wizard finish.

Quickbix Document Suite 2016 Installation and setup

3. Sharepoint Metadata Columns After this is done now it’s time to add the SharePoint columns that will hold the CRM-metadata. Open the SharePoint site specified above. Important! If you use the Based on entity-setting specify all the metadata columns for the Account- and sub-entities related to Account in the account document library. If you use the other option then metadata is specified in the entities own document library. Example: specifying Account number and name for Account & Opportunity entities. We open the “Account” document library and add columns for -AccountName (text) -AccountNumber (text) -DocumentCatagory (choice)

Quickbix Document Suite 2016 Installation and setup

4. Configure Document Suite Press to reload your menus and open the “Quickbix” section

…click on the General/Quickbix alternative, this will pop up the configuration page. Here you click on “Configuration & License” which will generate and show your first Document Suite Configuration record.

Quickbix Document Suite 2016 Installation and setup Fill out this form like below and click on the menu “Quickbix Document Suite/Create SP Configs”.

To be able to authenticate to Sharepoint we are saving each users credentials encrypted in Dynamics CRM and here you will be prompted for yours:

Press OK and confirm the next dialog with Go!

Quickbix Document Suite 2016 Installation and setup

Wait until you get the confirmation of the new configurations created. Close opened dialogs and refresh the list below by pressing a header: The Opportunity, Quote & Lead entities (in our case) will now have a parent relation to Account.

This created configuration will automatically create all nescessary folders and connections in Dynamics CRM for each Account, Opportunity & Quote.

Quickbix Document Suite 2016 Installation and setup

Select the Account entity row, right click and select “Open in new window”. On the “Quickbix Sharepoint Entity” form, click on the “Documents/Grid columns” option. (here we will select the Sharepoint columns to display in the Document view for each entity)

…

Quickbix Document Suite 2016 Installation and setup

Press “SharePoint Mapping” to add a new column and “-“ button to remove. ! Besides our new columns above, also add “Title” & “Modified” to this list. Repeat this step for both Quote & Opportunity entity to complete the Document View settings. So next step is to import the demo template package before we continue with the metadata mapping. Open the “Quickbix” menu again, click the General/Quickbix link and then the “Import Demo Templates” link. This will start to download and import a package with pre-defined templates on Account, Contact, Opportunity & Quote.

Quickbix Document Suite 2016 Installation and setup

To confirm that all templates are imported, open the Quickbix/Document Suite “Quickbix Templates” meny and after a while there will be 13 imported templates in the list. (this is a import job that could take some time, try to refresh)

That’s it, all demo templates are imported ready to use both for test and to copy to your own use.

Quickbix Document Suite 2016 Installation and setup

The last step is to map sharepoint columns with the demo templates for metadata tagging of both generated and uploaded documents. Start this by right-click and open in new window “DEMO Upload to Account” and select the “Map to Sharepoint” menu item. (Upload templates are for uploaded documents and all other templates are for generated documents)

The “CRM Mapping” and the “SharePoint Mapping” button will create a new corresponding mapping. …

Quickbix Document Suite 2016 Installation and setup

For the CRM mapping we create an automatic map between an attribute in Dynamics CRM to a column in Sharepoint. (AccountName, AccountNumber will automatically be tagged on all uploaded documents) The Sharepoint mapping will allow the user to manually select one item in the predefined list of values from Sharepoint. (The user will manually select the DocumentCategory from a list)

Repeat this step for - Upload templates (DEMO Upload to Opportunity & Quote) - DEMO Letter Account, DEMO Opportunity in Word & DEMO Quote Merged or simply just the ones you would like to try out! Tip! Change the Source to find your account attributes…

THAT’S IT, CONFIGURATION DONE!

Quickbix Document Suite 2016 Installation and setup

5. Testdrive Account: Open an existing Account (or create a new), from the “Documents” meny select :

“Search for document(s)”, type a phrase to search for in SharePoint. Either you will get results or not. You can use a wildcard-symbol (*) to make a broader search. The results are displayed the same way as “View document list” and the same options are available in the context-menu. “Generate” and in the dialog select the “Demo Letter Account” template, change the document name, select the “Letter” category, “Save and Open” as “Word” options and press “Generate Document”! The document will open in Word, do some changes and press “Save”. Back on the generate menu you will now see new options for “Email as PDF” and “Email as Word”, clicking on these will generate a new CRM email activity with the document attached. On this email form you can also include already save Sharepoint documents by clicking on the “Documents/Search & Attach” menu item. This means that you are now enabled to attach product brochures/agreements and so on directly from Sharepoint. “Upload” and select a couple of files from your file system. Change the Category for each file and press “Upload listed files”. This will save these documents to Sharepoint and tag them with metadata. “View Document list” and inspect your documents with tagged metadata. Try out our right-click context menu to send one of the documents as a pdf. Do the same on Opportunity & Quote. On Quote you can try out our merge feature by selecting the “DEMO Quote Merged” template and select all sub documents in the box below “Sub documents to merge” to generate a single Word document merged from three sub documents. All documents generated or uploaded to a sub entity like Opportunity or Quote will also be visible from the Account entity document list view as a document overview.

Quickbix Document Suite 2016 Installation and setup Enjoy and if you have any trouble configuring or using our product, please contact [email protected]!