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Host Dynakmics AX Collaboration Workspaces Through SharePoint Online Within Office365

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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 …

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 a 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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  • 1. 1 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com MURRAY FIFE DYNAMICS AX 2012 TIPS & TRICKS HOST COLLABORATION WORKSPACES THROUGH SHAREPOINT ONLINE WITHIN OFFICE365
  • 2. © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com
  • 3. © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com HOST COLLABORATION WORKSPACES THROUGH SHAREPOINT ONLINE WITHIN OFFICE365 BY MURRAY FIFE
  • 4. © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Copyright© 2014 Murray Fife All RightsReserved
  • 5. © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com What You Need For This Guide All the examples shown in this blueprintwere done with the MicrosoftDynamics AX 2012 virtual machineimagethat was downloaded from the MicrosoftCustomerSource or PartnerSource site.If you don't have your own installation of MicrosoftDynamics AX 2012,you can also usethe images found on the MicrosoftLearningDownload Center or deployed through LifecycleServices. The followinglistof softwarefrom the virtual imagewas leveraged within this guide: • MicrosoftDynamics AX 2012 R3 Even though all thepreceding software was used duringthe development and testing of the recipes in this book, they may also work on earlier versionsof the software with minor tweaks and adjustments, and should also work on later versions withoutany changes. Errata Although we have taken every careto ensure the accuracy of our content, mistakes do happen. If you find a mistakein 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 doingso, you can saveother readers from frustration and help us improve subsequent versions of this book. If you find any errata, please report them by emailing editor@dynamicsaxcompanions.com. Piracy Piracy of copyrightmaterial on the Internet is an ongoingproblem across all media. If you come across any illegal copies of our works,in any form, on the Internet, pleaseprovideus with the location address or websitename immediately so that we can pursuea remedy. Pleasecontactus at legal@dynamicsaxcompanions.com with a link to the suspected pirated material. We appreciateyour help in protecting our authors,and our ability to bringyou valuable content. Questions You can contact us at help@dynamicsaxcompanions.com if you arehavinga problem with any aspectof the book, and we will do our best to address it. Preface
  • 6. 6 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com
  • 7. 7 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Host Collaboration Workspaces Through SharePoint Online Within Office365 Like Fez’s,CollaborationSitesare cool. Theygive youawayto share information aboutCampaigns,Projects,andOpportunitiesthroughSharePointsites,andasa result,non-DynamicsAXuserscancontribute tothe siteswithouthavingtouse the DynamicsAXclients. There isanaddedbenefitwithCollaborationSitessincethisis builtuponSharePoint,thenyoucanalsoallow external userstoaccessthe data – i.e. Customers,Vendors,ProjectParticipantsetc. Butthisiseasiersaidthandone if you are hostingthe SharePointsite internally,because youneedtograntthe external users rightsto accessthe site,andthengive themcredentialsforthe sitesaswell. Don’tdespairthough– builtintoDynamicsAXisthe optiontohostall of your CollaborationWorkspaceswithinOffice 365. Notonlydoesthisgive youanbetterway to manage yourSharePointsites,butalsoithasinbuiltsharingfeatureswithboth internal andexternal userswithoutthe headache of internal securityconfiguration, and alsoopeningupyoursystemtothe outside world. Now youcan post tothe cloudandcollaborate withyourfriends.
  • 8. 8 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com To start off,youneedtohave an Office365subscriptionandanOffice365SharePoint site thatyoucan integrate with. Check. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 9. 9 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Now we wantto linkourCollaborationWorkspaceswithOffice365. To do this,clickon the CollaborationWorkspace Settings menuitemwithinthe Enterprise Portalfolder of the Setupgroupwithinthe SystemAdministrationarea page. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 10. 10 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Whenthe CollaborationWorkspace Settings maintenance formisdisplayed, youwill probablynotice thatbydefaultitwill be configuredtouse anOn-Premise SharePoint Server. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 11. 11 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com To linka businessareatoOffice365,clickonthe New buttoninthe menubar tocreate a new record. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 12. 12 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Thenselectthe BusinessAreathatyou wantto pointtoOffice365 – in thiscase itwill be Campaigns. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 13. 13 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Thenchange the SharePointImplementationTypeto SharePointOnline. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 14. 14 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Thentype inthe URL for yourSharePointOnline siteintothe Workspace Home Page field. Dependingonyoursecurityprofile,youmayormay notbe askedfora Username and Password to verifythatyouhave accessto the site. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 15. 15 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com If you have accessthenyouwill alsobe able toselectaTemplate by clickingonthe combobox. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 16. 16 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Again– you mayor may not have toverifyyourcredentialshere aswell. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 17. 17 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Whenthe Template listisdisplayed,selectthe Templatethatyouwanttouse. Tip: If youare goingtobe storingProjectdetailsonthe site thenyoumaywantto selectaProject Site template. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 18. 18 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Afteryouhave done thatthenjustclickthe Close buttonto exitfromthe form. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 19. 19 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Now,create yournew record thatyou wantto associate aCollaborationWorkspace with(inthiscase a Campaign). Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 20. 20 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Andthentell the systemthatyouwantto create a CollaborationWorkspace forit. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 21. 21 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Againwe mayneedto Authenticate. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 22. 22 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Whenthe record iscreated,youwill notice thatthe CollaborationWorkspace hasbeen createdandit ishostedonSharePointOnline. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 23. 23 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com If you clickonthe linktoopenupthe site thenyouwill be takentoOffice365and the new SharePointsitethatDynamicsAXcreatedforyou. If you wantexternal userstohave accesstothissite thenyoucan justclickon the Share buttoninthe bannerof the page. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 24. 24 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Whenthe Share Withdialogisdisplayed,thenjusttype inthe e-mail addressforthe external user. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 25. 25 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Whenthe e-mail addressisresolved, justclickontheShare button. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 26. 26 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Now youjusthave to waitfor the userto acceptthe invitation. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 27. 27 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com The user will getane-mail notificationthattheyhave beeninvitedtothe site. All they needtodo isclickon the link. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 28. 28 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com SharePointOnlinewillaskthemtowhichtype of LiveIDtheyare goingtouse to access the site… Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 29. 29 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Andthenask themtologin. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 30. 30 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com If everythingisOKwiththeiraccountthentheywill be able tologinandcontribute to the site. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 31. 31 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com You will alsobe able tosee everyonewhohasaccessandrevoke accessat anytime youlike. Now that isa useful feature. Host Collaboration Workspaces Through SharePoint Online Within Office365
  • 32. 32 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com
  • 33. 33 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com The Tips & Tricks series isa compilation of all thecool things that I have found that you can do within Dynamics AX, and are also the basisfor my Tips & Tricks presentations thatI have been givingfor the AXUG, and online. Unfortunately book page sizerestrictions mean that I can only fit50 tips & tricks per book, but I will createnew 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 2012 http://www.amazon.com/dp/1495487776/ Another 50 Tips & Tricks for Dynamics AX http://www.amazon.com/dp/1497383412/ Want More Tips & Tricks
  • 34. 34 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com
  • 35. 35 TIP & TRICKSFOR DYNAMICSAX 2012 © 2014 Murray Fife, AllRights Reserved www.dynamicsaxcompanions.com Murray Fife is a MicrosoftDynamics 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 workingwith companies solvingtheir problems with the Microsoftsuiteof products,specializingin the Dynamics® AX solutions. EMAIL murray@dynamicsaxcompanions.com TWITTER @murrayfife SKYPE murrayfife AMAZON www.amazon.com/author/murrayfife WEB www.dynamicsaxcompanions.com About the Author

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