Shareflex Integration for Microsoft Dynamics 365
Shareflex Integration for Microsoft Dynamics 365
Document Management for Dynamics 365 Finance & Operations Based on Shareflex and Microsoft SharePoint
Bring structure, compliance, and transparency to your documents in Dynamics 365 Finance & Operations with a solution directly integrated into Microsoft 365.
Dynamity Group supports you in implementing a future-proof document management solution for Dynamics 365 that intelligently connects ERP data, documents, and Microsoft 365 tools without the need for a separate ECM platform.
Your benefits at a glance
- Centralised document and process management for Dynamics 365
- Fully based on Microsoft SharePoint and Microsoft 365
- Metadata-based, searchable, and audit-proof
- Direct linking of documents with ERP data and business processes
High user adoption through familiar Microsoft tools
The Challenge
Document chaos in Dynamics 365 projects
In many Dynamics 365 Finance & Operations environments, documents are stored in different places and lack structure.
- Missing ERP connection
Documents are stored across file shares, SharePoint sites, Teams, or emails without a clear link to Dynamics 365 ERP data and business processes. - Manual and inconsistent filing
There are no consistent standards for document structures, metadata, or versioning. Each department follows its own filing logic, which becomes increasingly difficult to manage. - Compliance and audit risks
Audit-proof archiving, access permissions, and traceable document history are difficult to guarantee without a structured document management system. - High ECM complexity
Traditional enterprise content management systems often increase complexity, require separate platforms, and involve long implementation projects.
The solution
Shareflex on Microsoft SharePoint
Document management with workflows, metadata, search, clear permissions, and seamless integration into Microsoft 365, Teams, and Outlook.
Shareflex transforms Microsoft SharePoint into a powerful platform for document management and business processes. It extends Microsoft 365 with structured document control and delivers a consistent, user-friendly experience without complex custom development.
Core capabilities
- Metadata-based document management in SharePoint
- Digital files and case management with a 360-degree view
- Advanced full-text and metadata search with preview
- Configurable approval workflows and release processes
- Clear permissions and lifecycle management
- Audit-proof archiving and indexing
- Integration with Teams, Outlook, and OneDrive
Together with our partner Portal Systems AG, Dynamity Group recommends Shareflex as the SharePoint-based document management system for Microsoft Dynamics ERP environments, with seamless integration into Dynamics 365 Finance & Operations, Supply Chain Management, Finance, and Business Central.
Key benefits of the solution
Native document management in Microsoft 365
Shareflex is built entirely on Microsoft SharePoint and Microsoft 365. Your documents remain in your Microsoft tenant while benefiting from structured management, governance, and compliance without the need for a separate ECM platform.
Seamless integration into Dynamics ERP systems
Documents are linked directly to ERP data such as customers, vendors, projects, orders, or invoices. This reduces manual filing, avoids errors, and supports end-to-end business processes.
Structured documents with metadata and search
Metadata replaces complex folder structures. Documents, emails, and records can be found quickly using full-text and metadata search, even across processes.
Integrated workflows, permissions, and compliance
Approval processes, role-based access, versioning, and audit-proof controls are built in. Compliance requirements such as GoBD and GDPR can be supported without additional systems.
High user adoption through familiar tools
Your employees continue working with familiar applications such as SharePoint, Microsoft Teams, and Outlook. This reduces training effort and significantly improves adoption compared to traditional ECM systems.
Why Microsoft SharePoint is the ideal foundation?
Shareflex is fully based on Microsoft Content Services and extends your existing Microsoft 365 environment into a structured document management platform for ERP-driven processes.
Your advantages
- No additional ECM platform required
- Seamless integration with Teams, Outlook, and OneDrive
- Enterprise-level security, compliance, and governance
- Future-proof alignment with the Microsoft roadmap
- Ready for AI-supported scenarios with Copilot, Syntex, and Azure OpenAI
How the solution works and why Shareflex stands out?
The solution is based on a clearly structured three-layer architecture that connects ERP data, document management, and Microsoft 365.
- Dynamics 365 Finance & Operations provides the business context with central information about customers, vendors, projects, invoices, and all relevant ERP data and references. This ensures that documents are clearly linked to business processes.
- Shareflex acts as the intelligent control and connection layer. Documents are structured through metadata, linked to ERP objects, and managed efficiently through workflows, approvals, and permissions. Modern AI capabilities can also support further automation and efficiency. This creates a consistent and audit-proof document management environment.
Microsoft SharePoint and Microsoft 365 provide the central platform for secure storage and collaboration. Documents are fully integrated with tools such as Microsoft Teams, Outlook, and OneDrive and benefit from comprehensive security, compliance, and governance capabilities, as well as productivity support through Copilot.
Result: A structured, secure, and integrated document management solution for Dynamics 365 based on Microsoft 365.
Shareflex vs. classic ECM system
| Criterion | Shareflex® on SharePoint | Classic ECM System |
| Technology Base | ✓ Microsoft SharePoint / Microsoft 365 | ✗ Separate ECM platform required |
| ERP Integration (Dynamics 365) | ✓ Seamless, automated integration | ✗ Often complex, costly custom integration |
| User Interface | ✓ Familiar Microsoft UX (Teams, Outlook) | ✗ Unfamiliar, foreign user interfaces |
| Operational Complexity | ✓ Low – part of M365 infrastructure | ✗ High admin & maintenance overhead |
| Training Effort | ✓ Minimal thanks to known tools | ✗ Extensive end-user training required |
| Migration of Existing SharePoint Structures | ✓ Not required – incremental extension | ✗ Full data migration often necessary |
| Future-Proofing & Roadmap | ✓ Aligned with Microsoft 365 roadmap | ✗ Dependent on ECM vendor roadmap |
FAQ
When is Shareflex more useful than document management directly in the ERP?
ERP systems such as Dynamics 365 Finance & Operations are designed to manage business processes and financial data. They are not built to provide structured document management, workflow control, or audit-proof archiving.
Shareflex enhances your Dynamics 365 ERP with a full document management solution including metadata structures, configurable approval workflows, and Microsoft-native governance fully integrated into Microsoft 365.
Do existing SharePoint structures need to be replaced or migrated?
No. Shareflex builds on your existing Microsoft 365 and SharePoint environment. Structured document management can be introduced step by step without requiring a full migration of existing SharePoint sites or document libraries.
Which Dynamics 365 products are supported?
The Shareflex integration supports Dynamics 365 Finance & Operations, Supply Chain Management, Finance, and Business Central. The connection is enabled through automated archiving, metadata indexing, and direct document access from within the ERP system.
Which compliance requirements does the system support?
Shareflex on SharePoint supports audit-proof document management in line with requirements such as GoBD, GDPR, and industry-specific audit standards. Access permissions, versioning, and traceable document history are integrated directly into the solution.
Is the solution suitable for cloud, on-premises, and hybrid deployments?
The solution described here is based on Shareflex ECM Online and Shareflex Documents for Microsoft 365 and is designed for Microsoft 365 and SharePoint Online in the cloud.
How much does the Shareflex solution for Dynamics 365 cost?
The total cost consists of three components: the Shareflex licence from Portal Systems AG, the Microsoft 365 or SharePoint licences you may already have, the licence for the appropriate Dynamics 365 Shareflex add-on for Dynamics 365 Finance, Sales, or Business Central, as well as the implementation and consulting services provided by Dynamity Group.
Compared to traditional ECM systems, there is no need for separate platform licences or complex custom integrations, which significantly reduces the total cost of ownership. Because Shareflex is built on your existing Microsoft 365 infrastructure, the investment usually pays off much faster.
The exact licence and project costs depend on the scope of your Dynamics 365 environment, the number of users, and the workflows required.
Contact us and we will prepare a transparent, non-binding cost estimate for your project.
Ready for structured document management in Dynamics 365?
Book a free demo and discover how Shareflex can extend your Dynamics 365 Finance & Operations environment with a full Microsoft-native document management solution.
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