Vault Platform for Dynamics 365 Sales

Overview

Vault Platform extends Microsoft Dynamics 365 Sales with enterprise-grade document capabilities. Sales users generate PDFs directly from CRM records - Quotes, Opportunities, Accounts, Contacts, and more - without leaving Dynamics 365. Documents are stored in SharePoint, can be routed for approval or e-signature, and every lifecycle event is captured in an auditable record.

Key characteristics:

• Schema-driven rendering - Templates are JSON definitions that map CRM field data to PDF layouts
• In-tenant processing - All PDF generation runs inside the customer's Azure environment; payloads never leave the customer's Microsoft 365 tenant
• SharePoint integration - Documents store natively in SharePoint via Microsoft Graph
• Native CRM actions - Command Bar buttons on forms and list views trigger document processing without leaving Dynamics 365
• Pull model - CRM polls the Dispatcher for workflow status; Dispatcher never writes back to Dataverse
• Flexible workflows - Sequential or parallel approval and e-signature routing with audit capture

Native Dynamics 365 Sales Integration

All five document operations are available directly from the Dynamics 365 Command Bar - no Power Automate flows, no portal switching, no external tools required.

The Command Bar initiates operations through a Custom Dataverse API. Business logic executes server-side within Dataverse plugins - no document generation logic runs in the browser.

Architecture Overview

The Vault Platform for Dynamics 365 Sales runs entirely within the customer's environment. Processing is server-side - the Command Bar buttons are the only user-facing touchpoint; no Power Automate flows are involved.

Dynamics 365 Sales
  Command Bar Buttons
  [Process Document] [Open Document]
  [Sync Workflow Status] [Get Signed Document]
         │
         ▼
  Vault CRM Integration  (server-side, runs within Dataverse)
  ├── Reads template and field mapping configuration
  ├── Reads CRM record data
  ├── Uploads record payload to SharePoint (Microsoft Graph)
  └── Calls Vault Dispatcher - PDF rendered and stored in SharePoint
         │
         ▼
  Vault Dispatcher
  (PDF rendering, workflows,
   e-signatures, delivery)

Capabilities at a Glance

Prerequisites

Before installation, ensure the following are in place:

Required Credentials and Configuration

Prepare the following before starting installation:

1. Graph API App Registration (for SharePoint access)

   • Application (client) ID
   • Client secret
   • API permissions: Sites.ReadWrite.All with admin consent

2. Microsoft Graph Identifiers

   • Tenant ID
   • SharePoint Drive ID for the output document library
   • SharePoint Drive ID for the templates library

3. Dispatcher Credentials (provided by Refract Logic)

   • Dispatcher base URL
   • Dispatcher Tenant ID, Client ID, and Client Secret

Installation

The entire Vault Platform for Dynamics 365 Sales ships as a single managed solution. There is no per-entity installation - all entities are supported by the same solution from the moment it is imported.

Initial System Setup

All connection credentials are stored as Dataverse Environment Variables included in the managed solution. These must be populated before the integration can process any documents.

Configure Environment Variables

In Power Platform Admin Center, open the target environment and navigate to Solutions → VaultPlatform D365 Sales → Environment variables.

Populate all eight variables:

Seed Default Templates

The vault_InitializeDefaults Custom API creates ready-to-use default templates for all eight supported entities in one call. Run this once after configuring environment variables.

In Power Automate or a Custom API test client (e.g. XrmToolBox, Postman with Dataverse auth), call:

Action: vault_InitializeDefaults
Parameters:
  overwriteExisting: false   (set true to regenerate if you want to reset to defaults)

The API creates vault_template, vault_templatefield, and vault_templateassignment records for Quote, Opportunity, Account, Contact, Order, Invoice, Case, and Lead. Use this as a starting point, then customise the templates in the next step.

Template Configuration

Templates define which CRM fields map to which PDF regions, how data is structured, and how the resulting document is routed. Template configuration is stored in six Dataverse custom tables and managed directly via Power Apps or the standard Dynamics 365 table views.

Open Template Tables

Navigate to make.powerapps.com, select your environment, and go to Tables. Search for vault_ to find all Vault Platform tables.

Alternatively, use Advanced Find (the funnel icon in Dynamics 365 Sales) and search within the Vault tables.

The relevant tables are:

• vault_template — Template definitions (one row per template)
• vault_templatefield — Field mappings (one row per mapped CRM field)
• vault_templateassignment — Assignments (which templates appear on which entities)
• vault_templatesigner — E-signature signer configuration
• vault_templaterecipient — Delivery and workflow recipient configuration

Create a Template

Processing Documents

Once templates are configured, end users process documents directly from Dynamics 365 using the Command Bar buttons on any supported entity record.

The Four Actions

Batch Operations

Batch processing is triggered from list views. Select the records to process, then click Process Document in the Command Bar.

Thresholds are configurable via Dataverse Environment Variables without a solution update.

Supported CRM Entities

The managed solution ships with Command Bar customisations for the following entities. Additional entities can be added in a solution update without plugin code changes.

Next Steps

• Developer Guide - Technical architecture, detailed action flows, Dataverse table schemas, and deployment/ALM reference
• Troubleshooting Guide - Diagnose and resolve common issues with environment variables, plugins, SharePoint, and workflows