FTP Server as Document Store for CRM4
Microsoft CRM can store files as annotation but is not a document management system at all. There are many ways to integrate CRM with Document Management Systems. If you are looking for search within document, version control, and publishing workflow then this post is not for you.
The idea behind this post is to utilize CRM structural relationship model and build a Document Store to process documents and also a cost effective way create, persist, and distribute document. Since document size can increase to GB’s so attaching documents as annotation is not a good idea and can clearly increase the size of database in days.
I am using FTP and FTPS protocol to manage documents. At CRM side i have created an entity representing document as a record and then associated this entity where ever required. So here is my entity.\
I have document category and sub category (dependent picklist) to categorize and classify my document on FTP Server. I have Upload and Download Button to save and retrieve document from FTP server. In the references section, I have the meta data attached to the document entity. The metadata could be a relationship to case/contact/account or any other custom entity. So in Case entity my document will appear as shown below:
So now I can apply approval workflows in CRM whenever a new document is created.
Also I can utilize these documents online in my customer portals (eService). My documents can be accessed online by using FTP and utilized in various ways as shown below: