CRM has a very useful feature called Documents which allows you to link a CRM and SharePoint deployment in order to store customers documents in SharePoint however with the update to 2013 Microsoft decided that all folders will include not just the records name but that records GUID.
I had a request recently to stop CRM adding the GUID of account records to newly created SharePoint folders and it was surprisingly difficult to find any useful advice. Below I will cover the basic steps required to disable this ‘feature’.
The first thing you will need is permission to add solutions to your CRM deployment as we will be making use of a solution called “Dynamics CRM Organization Settings Editor (OrgDBOrgSetting)” which allows you to modify certain registry keys that affect how CRM acts in different situations, the solution is officially described as follows –
This is a utility allowing admins of Dynamics CRM Online & onPrem (2011-2015) to edit their organization database settings otherwise known as OrgDBOrgSettings This utility allows you to edit your settings without the use of the command line utility in the KB article documenting "OrgDBOrgSettings." The utility is written using the CRM SDK as a reference and currently all changes and retrieval of settings are done via the CRM's OData Endpoint. The utility is provided as a managed webresource that can easily be installed and uninstalled from your CRM environment
Removing the GUID
- First download the solution from CodePlex which can be found by searching the name of the solution, the link above or by clicking here.
- Once downloaded you should have a zip file, go to the solutions area of CRM and now click Import in the command bar.
- Import and install the solution as standard, once done make sure all elements installed correctly then close the prompt.
- Double click on the solution now to open it. You should see something similar to below –
- Locate the value “CreateSPFoldersUsingNameandGuid” then click “Add” in the column right in the same row a small window will appear similar to below –
- By default this will be set to true, change the value to false as I’ve done in the image above.
- Once done click Update then select OK in the prompt which will update the value in the database.
Once these steps are complete test creating a new document and you should notice the default name now only contains the records name.
Although having the GUIDs in the folder name is potentially an issue, Microsoft added this feature so that businesses which have records with duplicate names can still reference the correct location by default. By turning this functionality off records with a duplicate name will by default link to the same folder.