In the original introduction to this topic we termed this option (i.e. leaving "Based on entity" unchecked) as the "Individual Path". This is because when I store documentation using this setting, the path to the stored document will go straight from the root location to the sub-location corresponding to the name of the entity it is stored under (account, contact, opportunity etc.). As opposed to the Account Path which is relative to the parent entity in which the document is being stored and therefore for child entities will involve an additional level of navigation.
The main benefit of this approach is that it is quite simple. To find or store contact documentation, you just need to navigate to the corresponding contact in SharePoint. And also... it avoids the downsides that were mentioned in the Account Path approach.
The main downside to this Individual Path approach is that there is no connection between this and the parent account from a SharePoint navigation perspective (i.e. when navigating from the SharePoint user interface). Other downsides include:
- If the sub-contact moves to another account, then some manual steps would need to be taken to prevent the co-mingling of content from the former and current account.
- The “oops factor” is also present but to a lesser extent than in the account centric approach. For example, if a contact, opportunity etc. is renamed the SharePoint location name will no longer correlate exactly with the corresponding CRM entity it is linked to (unless manually fixed).
It should be mentioned that both of the above downsides also are present for the Account Path approach. These should be addressed either via business process or by implementing business logic to prevent these issues from occurring. For example, you could use jscript to prevent the entity name from being updated in order to prevent the second scenario from occurring.
In the next post, we'll wrap up this topic by trying to pull it all together and arriving at some implementation recommendations.
Next: CRM 2011 Document Management Settings: Select Entities