Dynamics 365 Connector - Configuration

Use this guide to add, authorize, and enable the Microsoft Dynamics 365 connector so that RecordPoint can manage content effectively.

Prerequisites

Before you begin, ensure:

• You have the Application Administrator role in the RecordPoint platform (to add and configure connectors).

• You have appropriate permissions in Microsoft 365:

  • Ability to access the Power Platform admin center and the Dataverse environment.

  • Permission to create Application users and assign security roles in Dataverse.

• The RecordPoint Dynamics Connector enterprise application has been deployed to your Microsoft Entra ID (Azure AD) tenant (check with your RecordPoint / IT admin if unsure).

• You know which Dataverse environment the connector should use.

Step 1 – Add the Dynamics 365 Connector in RecordPoint

1. Log into the RecordPoint Platform as an Application Administrator.

2. Click the Settings icon in the top main toolbar.

3. Click Add Connector.

4. In the Connector Gallery, select the Dynamics 365 Connector.

5. Click Add.

6. The Dynamics 365 Connector Details page displays. The connector instance has been created, but is not yet enabled.

Step 2 – Configure (but do not enable) the Dynamics 365 Connector

1. On the Dynamics 365 Connector Details page, complete any required configuration fields for your environment (for example, connection details, environment identifiers, or other mandatory fields as provided by RecordPoint or your implementation consultant). Note: When entering the domain, do not include the .dynamics.com suffix.

2. Save the connector configuration.

3. Ensure the connector Status remains Disabled (do not enable ingestion yet).

You will enable the connector only after you have authorized the enterprise app and set permissions in Dataverse (see the next section).

Step 3 – Create a least-privilege Dataverse security role for RecordPoint

The Enterprise App should be given a special (least privilege) role that only has Read and Delete access for the appropriate tables.

1. Go to Power Platform admin center:
   https://admin.powerplatform.microsoft.com/manage/environments

2. Select the Dataverse environment that will be used by the connector.

3. Navigate to: Settings → Users + permissions → Security Roles

4. Find Basic User, click the … menu beside it, and select Copy.

5. Enter the following values:

   • Name: RecordPoint Integration

   • Description: Used by RecordPoint to Read Data for Registration / Synchronisation Actions, and Delete Data for Disposal Action.

   • Summary of core table privileges: Read + Delete: Case, Note, Activity, Transcript

6. After creating the role, select the RecordPoint Integration role.

7. For the following tables, set Read and Delete privileges to Organization:

   • Case

   • Note

   • Activity

   • Transcript
     (This list will be updated as more types are onboarded.)

8. Also set AppendTo for the Activity table.

Step 4 – Authorize the RecordPoint Dynamics Connector Enterprise App in Dataverse

These steps are performed in Dataverse to authorize the RecordPoint Dynamics Connector enterprise app so it can read and delete Dynamics records.

1. Go to the Power Platform admin center:
   https://admin.powerplatform.microsoft.com/manage/environments

2. Select the Dataverse environment that will be used by the connector.

3. Navigate to: Settings → Users + permissions → Application users

4. Click New app user.

5. In the App selection step, select the enterprise app (its name starts with RecordPoint Dynamics Connector).

   • If you can’t find it by name, use the Application (client) ID from Microsoft Entra ID.

   • You can locate the application in Entra via:
     https://portal.azure.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview

6. For Business unit, select the appropriate business unit for your organisation (for example, org#######, or as advised by your Dynamics administrator).

7. For Security roles, assign the RecordPoint Integration security role.

8. Save the new application user.

If an Application User already exists:

• Update the Application User RecordPoint Dynamics Connector to have the new RecordPoint Integration role.

Inform your RecordPoint contact (or internal project owner) when these steps are complete so they can proceed with enabling and validating the connector.

At this point, the enterprise app has permissions in Dataverse to read and delete records as required by the connector.

Step 5 – Enable the Dynamics 365 Connector in RecordPoint

Once the application user and security role are correctly configured in Dataverse:

1. Return to the RecordPoint Platform.

2. Open Settings → Connectors and select the Dynamics 365 Connector you created earlier.

3. Review the configuration settings and update any remaining fields as required (for example, ingestion criteria or content registration options, if applicable).

4. Change the connector Status to Enabled and Save.

After the connector is enabled:

• The connector will start operating according to the configuration you have set (for example, ingestion-only or ingestion plus content registration).

• Records from the configured Dynamics 365 environment will begin to be submitted to RecordPoint and managed according to your rules and Classification Intelligence.

Optional – Validation and Next Steps

After enabling the connector, you may want to:

• Confirm that records are appearing in RecordPoint from Dynamics 365.

• Check any classification rules and retention policies that apply to content ingested from Dynamics 365.

• Coordinate with your Records Management function to verify that the ingested records behave as expected.