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© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
MURRAY FIFE
DYNAMICS AX 2012 TIPS & TRICKS
HOST COLLABORATION WORKSPACES THROUGH SHAREPOINT ONLINE WITHIN OFFICE365
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
HOST COLLABORATION WORKSPACES THROUGH
SHAREPOINT ONLINE WITHIN OFFICE365
BY MURRAY FIFE
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Copyright © 2014 Murray Fife
All Rights Reserved
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
What You Need For This Guide
All the examples shown in this blueprint were done with the Microsoft Dynamics AX 2012 virtual machine image that was downloaded from the Microsoft CustomerSource or PartnerSource site. If you don't have your own installation of Microsoft Dynamics AX 2012, you can also use the images found on the Microsoft Learning Download Center or deployed through Lifecycle Services. The following list of software from the virtual image was leveraged within this guide:
• Microsoft Dynamics AX 2012 R3
Even though all the preceding software was used during the development and testing of the recipes in this book, they may also work on earlier versions of the software with minor tweaks and adjustments, and should also work on later versions without any changes.
Errata
Although we have taken every care to ensure the accuracy of our content, mistakes do happen. If you find a mistake in one of our books—maybe a mistake in the text or the code—we would be grateful if you would report this to us. By doing so, you can save other readers from frustration and help us improve subsequent versions of this book. If you find any errata, please report them by emailing [email protected].
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Questions
You can contact us at [email protected] if you are having a problem with any aspect of the book, and we will do our best to address it.
Preface
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© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Host Collaboration Workspaces
Through SharePoint Online
Within Office365
Like Fez’s, Collaboration Sites are cool. They give you a way to share information about Campaigns, Projects, and Opportunities through SharePoint sites, and as a result, non-Dynamics AX users can contribute to the sites without having to use the Dynamics AX clients. There is an added benefit with Collaboration Sites since this is built upon SharePoint, then you can also allow external users to access the data – i.e. Customers, Vendors, Project Participants etc. But this is easier said than done if you are hosting the SharePoint site internally, because you need to grant the external users rights to access the site, and then give them credentials for the sites as well.
Don’t despair though – built into Dynamics AX is the option to host all of your Collaboration Workspaces within Office 365. Not only does this give you an better way to manage your SharePoint sites, but also it has inbuilt sharing features with both internal and external users without the headache of internal security configuration, and also opening up your system to the outside world.
Now you can post to the cloud and collaborate with your friends.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
To start off, you need to have an Office365 subscription and an Office365 SharePoint site that you can integrate with.
Check.
Host Collaboration Workspaces Through SharePoint Online Within Office365
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Now we want to link our Collaboration Workspaces with Office365. To do this, click on the Collaboration Workspace Settings menu item within the Enterprise Portal folder of the Setup group within the System Administration area page.
Host Collaboration Workspaces Through SharePoint Online Within Office365
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
When the Collaboration Workspace Settings maintenance form is displayed, you will probably notice that by default it will be configured to use an On-Premise SharePoint Server.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
To link a business area to Office365, click on the New button in the menu bar to create a new record.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Then select the Business Area that you want to point to Office365 – in this case it will be Campaigns.
Host Collaboration Workspaces Through SharePoint Online Within Office365
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Then change the SharePoint Implementation Type to SharePoint Online.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Then type in the URL for your SharePoint Online site into the Workspace Home Pagefield.
Depending on your security profile, you may or may not be asked for a Username and Password to verify that you have access to the site.
Host Collaboration Workspaces Through SharePoint Online Within Office365
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
If you have access then you will also be able to select a Template by clicking on the combo box.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Again – you may or may not have to verify your credentials here as well.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
When the Template list is displayed, select the Template that you want to use.
Tip: If you are going to be storing Project details on the site then you may want to select a Project Site template.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
After you have done that then just click the Close button to exit from the form.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Now, create your new record that you want to associate a Collaboration Workspace with (in this case a Campaign).
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
And then tell the system that you want to create a Collaboration Workspace for it.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Again we may need to Authenticate.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
When the record is created, you will notice that the Collaboration Workspace has been created and it is hosted on SharePoint Online.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
If you click on the link to open up the site then you will be taken to Office365 and the new SharePoint site that Dynamics AX created for you.
If you want external users to have access to this site then you can just click on the Share button in the banner of the page.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
When the Share With dialog is displayed, then just type in the e-mail address for the external user.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
When the e-mail address is resolved, just click on the Share button.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Now you just have to wait for the user to accept the invitation.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
The user will get an e-mail notification that they have been invited to the site. All they need to do is click on the link.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
SharePoint Online will ask them to which type of LiveID they are going to use to access the site…
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
And then ask them to log in.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
If everything is OK with their account then they will be able to log in and contribute to the site.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
You will also be able to see everyone who has access and revoke access at any time you like.
Now that is a useful feature.
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
The Tips & Tricks series is a compilation of all the cool things that I have found that you can do within Dynamics AX, and are also the basis for my Tips & Tricks presentations that I have been giving for the AXUG, and online. Unfortunately book page size restrictions mean that I can only fit 50 tips & tricks per book, but I will create new volumes every time I reach the 50 Tip mark. If you want to view all of the compilations then here are the links.
50 Tips & Tricks For Dynamics AX 2012http://www.amazon.com/dp/1495487776/
Another 50 Tips & Tricks for Dynamics AXhttp://www.amazon.com/dp/1497383412/
Want More Tips & Tricks
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
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TIP & TRICKS FOR DYNAMICS AX 2012
© 2014 Murray Fife, All Rights Reserved www.dynamicsaxcompanions.com
Murray Fife is a Microsoft Dynamics AX MVP, and Author with over 20 years of experience in the software industry.
Like most people in this industry he has paid his dues as a developer, an implementation consultant, a trainer, and now spend most of his days working with companies solving their problems with the Microsoft suite of products, specializing in the Dynamics® AX solutions.
EMAIL [email protected]
TWITTER @murrayfife
SKYPE murrayfife
AMAZON www.amazon.com/author/murrayfife
WEB www.dynamicsaxcompanions.com
About the Author