Dynamics 365 document management is a challenge every organisation using Microsoft Dynamics 365 Finance & SCM faces sooner or later. Documents are generated constantly — invoices, purchase orders, delivery notes, contracts, production records — but D365 does not provide a structured, centralised way to store, link, and retrieve them. The result is fragmented archives, manual workarounds, and documents that are difficult to find when they are needed most.
This guide covers everything you need to know about document management in Dynamics 365 Finance & SCM: the challenges, the three core scenarios, and what a modern ECM solution integrated into D365 looks like in practice.
What Is Dynamics 365 Document Management?
In the context of this guide, Dynamics 365 document management refers to the structured storage, categorisation, and retrieval of business documents — both those generated inside D365 and those arriving from external sources — directly within the ERP. This includes:
- Internally generated documents — invoices, order confirmations, delivery notes, and other reports produced by D365 through SSRS, Electronic Reporting, or Lasernet
- External documents — emails, contracts, scanned papers, supplier documents, and files from third-party systems that need to be linked to D365 business records
- Contextual access — surfacing the right documents automatically based on where a user is working in D365, without manual searching
The goal is a single, structured document base inside D365 — accessible to the right people, linked to the right business records, and stored in a compliant archive.
Why D365 Document Management Is Harder Than It Looks
Dynamics 365 Finance & SCM generates a large volume of business documents, but it is not designed to manage them. Out of the box, it offers basic attachment functionality — sufficient for occasional use, but not for organisations that need structured, compliant, and searchable document management at scale.
The common problems that emerge without a dedicated ECM solution:
Documents are scattered. Invoices are in one folder, contracts in another, emails in a mailbox, and scanned papers in a local drive. No single place shows all documents related to a vendor, a purchase order, or a production batch.
Archiving is manual. Users save documents manually, apply metadata inconsistently, and store them in locations that make retrieval difficult. When someone leaves, their files often become inaccessible.
Compliance is hard to prove. Regulations such as GoBD (Germany) require that business documents be archived in an audit-proof, tamper-evident manner. Ad hoc folder structures do not meet this requirement.
D365 and the document archive are disconnected. Even when an archive system exists, users must leave D365 to find documents — breaking their workflow and reducing adoption.
→ Deep dive: Bridging the Gap Between Analogue and Digital Documents in D365
The Three Core Scenarios of Dynamics 365 Document Management
1. Internal Document Management
Internal documents are those generated by D365 itself during normal business operations — SSRS reports, Electronic Reporting outputs, and Lasernet documents. FlexxStore automatically captures these documents as they are produced and archives them in the connected ECM system, linked to the relevant business record in D365.
FlexxStore supports the following document generation engines:
- SSRS (SQL Server Reporting Services) — standard D365 report output
- Electronic Reporting (ER) — including Print Management integration for automatic archiving of sales invoices, purchase orders, and other ER-based documents
- Lasernet — documents generated by Lasernet by Formpipe are handled without additional configuration
- Docentric — supported as an additional document generation engine
Documents are organised using document modules and document types, which define the structure and metadata requirements for each document category. Automatic versioning tracks changes as documents evolve through the business process.
→ Deep dive: Internal Document Management with FlexxStore
2. External Document Management
External documents — emails, contracts, scanned invoices, supplier documents, warehouse papers — originate outside D365 but need to be linked to D365 business records. FlexxStore provides three ways to bring them in:
- Drag and drop — users drag files directly into the FlexxStore sidebar within D365, with configurable controls over which document types can be attached to which records
- Document scanning — physical documents are scanned and automatically indexed via cover sheets with barcodes or QR codes, linking them to the correct D365 business case without manual metadata entry
- REST API — external systems, Power Apps, and integration platforms can attach documents programmatically via the FlexxStore REST API
Once stored, external documents are viewable in the FlexxStore document viewer directly within D365 — PDFs, Office files, images, and emails are all supported.
→ Deep dive: External Document Management with FlexxStore
→ Deep dive: Digitising Physical Documents with FlexxStore
3. Contextual Document Management
Contextual document management means that the right documents are surfaced automatically based on where a user is working in D365. When a user opens a purchase order, they immediately see all documents linked to that order — without searching, without switching systems.
FlexxStore implements this through:
- Context-aware display — the document count and quick-access view adjust automatically based on the current D365 record
- Predefined relationships — documents are linked to business cases using metadata and business logic, not just folder location
- Quick Info and Document Viewer — users can preview documents inline or open a full viewer, without leaving their current screen
- Customisable interface — administrators control where FlexxStore functionality appears and which document types are available in each context
→ Deep dive: Contextual Document Management with FlexxStore
How FlexxStore Works: Architecture
FlexxStore is installed as an independent deployable package directly inside Dynamics 365 Finance & SCM via Lifecycle Services (LCS). It runs natively within D365 — not as an iFrame or external application — providing full SSO support and consistent security behaviour.
At its core, FlexxStore acts as an ECM client inside D365. It manages document metadata, business case relationships, and user access within D365, while storing the actual document files in a connected archive system. Supported archive systems include:
- easy archive
- swiDOC — Swiss digital archive
- SharePoint Online via MetaShare
- MetaShare — cross-platform document management
- CMIS-compliant systems — any archive system supporting the CMIS standard
This architecture means the ECM backend can be chosen or changed independently of FlexxStore itself. FlexxStore handles the D365 integration layer; the archive system handles compliant, long-term storage.
Key Features
Document Viewer
The FlexxStore document viewer is embedded directly in the D365 interface. It displays documents based on the user's current context and supports a document hierarchy for filtering by type. All available metadata is shown alongside the document. Supported formats include PDF, Office files, images, and e-invoices.
Rights Management
Access to documents is controlled using standard Dynamics 365 security roles and privileges. For external document types, granular privilege management allows specific document categories to be restricted to defined roles. Internal document access follows existing D365 security — a user who can view a record in D365 can view its documents in FlexxStore.
Document Scanning and the Document Hub
FlexxStore supports document digitisation through cover sheets with barcodes or QR codes. When a physical document is scanned, the FlexxStore Document Hub automatically detects the code, identifies the corresponding D365 business case, and archives the document with the correct metadata. Mobile scanning is supported via Power Apps.
Power Automate Integration
FlexxStore connects with Microsoft Power Automate, enabling automated document workflows — for example, triggering archiving actions based on D365 events, routing documents for approval, or automatically attaching documents from external sources.
→ Deep dive: FlexxStore and Power Automate
Azure Document Intelligence
FlexxStore supports Azure Document Intelligence for automated data extraction from scanned documents — enabling structured metadata to be read and applied automatically during the archiving process.
Invoice Capture Integration
FlexxStore integrates with the D365 Invoice Capture module, enabling compliant archiving of incoming invoices as part of the invoice processing workflow.
Compliance
For organisations subject to GoBD (Germany) or other document retention regulations, compliant archiving requires that documents be stored in a tamper-evident, audit-proof manner with full traceability. FlexxStore supports GoBD-compliant archiving in combination with SharePoint Online and compatible ECM systems.
→ Deep dive: GoBD-Compliant Document Archiving in Dynamics 365 with FlexxStore and SharePoint Online
Implementation: What to Expect
FlexxStore is installed via Lifecycle Services (LCS) as a standard D365 package. The base framework is shipped ready-configured; implementation effort focuses on:
- ECM system connection — connecting FlexxStore to the target archive system (easy archive, swiDOC, SharePoint, CMIS)
- Document type configuration — defining internal and external document types with their metadata requirements
- Document module setup — organising document types into logical modules
- Rights management setup — assigning privileges to roles and document types
- UI configuration — defining where FlexxStore functionality appears in D365 and which document types are available in each context
- Testing — end-to-end document flow testing for each document type
Implementation time depends on the number of document types and the complexity of the archive system integration. Standard setups are typically achievable within a few weeks.
Licensing and Availability
FlexxStore is available on Microsoft Marketplace and is developed by Soluvine GmbH, an ISV for Microsoft Dynamics 365 Finance & SCM. It follows Microsoft's One Version strategy, meaning it always supports the three latest D365 Finance & SCM releases under full support.
Licensing uses a flat subscription model. The module is natively available in English and German; additional language versions can be provided on request. A free trial is available via Microsoft Marketplace.
Frequently Asked Questions
Does FlexxStore replace the archive system?
No. FlexxStore is the ECM client inside D365 — it manages document metadata, business case relationships, and user access. The actual document files are stored in a connected archive system (easy archive, swiDOC, SharePoint Online, or any CMIS-compliant system). FlexxStore and the archive system are complementary.
Can FlexxStore work with SharePoint Online?
Yes. FlexxStore connects to SharePoint Online via MetaShare, enabling SharePoint as the document storage backend while keeping the user experience inside D365.
Does FlexxStore support both cloud and on-premises D365?
Yes. FlexxStore supports both Dynamics 365 cloud environments and on-premises deployments.
Which document generation engines are supported?
FlexxStore supports SSRS, Electronic Reporting (ER), Lasernet, and Docentric as internal document generation engines.
Can external systems attach documents to D365 records automatically?
Yes. The FlexxStore REST API allows external systems, Power Apps, and integration platforms to attach documents programmatically to D365 business records.
Is FlexxStore suitable for GoBD-compliant archiving?
Yes. FlexxStore supports GoBD-compliant archiving in combination with compatible archive systems such as SharePoint Online. The archiving process is tamper-evident and audit-proof.
Is FlexxStore available on Microsoft AppSource?
Yes. FlexxStore is listed on Microsoft Marketplace and can be trialled directly from there.
