Document Archiving in Dynamics 365 Is Still a Challenge
Dynamics 365 Finance & Supply Chain Management is a powerful ERP — but it was never designed to be a document management system. The standard attachment functionality stores files in Azure Blob Storage with limited metadata, no retention management, and no compliance framework. For organizations operating in the DACH region, this creates a real problem: German tax law (GoBD) requires audit-proof archiving of all business-relevant documents, from invoices and purchase orders to packing slips and contracts.
The established approach is to connect a dedicated DMS or ECM system — proven solutions like EASY Archive, swiDOC, or CMIS-based platforms that have delivered reliable, compliant archiving for years. For many organizations, this remains the right choice, especially when long-term retention, certified compliance infrastructure, and industry-specific requirements are top priorities.
But not every organization needs — or wants — a dedicated archive server for all document types. Some teams are looking for a way to leverage the Microsoft ecosystem they already invest in. With SharePoint Online and MetaShare, that option now exists alongside traditional archives — and FlexxStore connects both.
GoBD Requirements: What Your Archiving Solution Must Deliver
Before evaluating any archiving approach, it helps to understand what GoBD actually demands. The “Grundsätze zur ordnungsmäßigen Führung und Aufbewahrung von Büchern, Aufzeichnungen und Unterlagen in elektronischer Form” define six core principles for digital archiving:
| GoBD Principle | What It Means | How FlexxStore Addresses It |
|---|---|---|
| Traceability (Nachvollziehbarkeit) |
Every document must be traceable to its business transaction | Metadata references link each document to orders, invoices, and accounts in D365 |
| Completeness (Vollständigkeit) |
All business-relevant documents must be archived | Automated archiving captures SSRS, Lasernet, and Electronic Reporting documents at generation |
| Accuracy (Richtigkeit) |
Archived content must match the original | Original file format is preserved; no conversion or compression |
| Timeliness (Zeitgerechtigkeit) |
Documents must be archived promptly | Batch jobs process pending documents automatically at configurable intervals |
| Order (Ordnung) |
Documents must be organized and retrievable | Document types, modules, and metadata hierarchy enable structured retrieval |
| Immutability (Unveränderbarkeit) |
Archived documents must not be altered | Version control and audit trails ensure no undocumented changes |
These requirements apply to all business-relevant documents — not just invoices. Purchase confirmations, sales agreements, packing slips, credit notes, and free text invoices all fall under GoBD retention obligations. With the E-Rechnungspflicht (mandatory e-invoicing) rolling out across Germany through 2028, the volume of documents requiring compliant archiving is only increasing.
The critical question many IT decision-makers face: Can SharePoint Online meet these requirements — or do you still need a dedicated archive server?
The Microsoft Ecosystem Approach: FlexxStore + MetaShare + SharePoint Online
FlexxStore is an ECM client built natively for Dynamics 365 Finance & Supply Chain Management. It connects D365 to external document management, ECM, and archiving solutions — including SharePoint Online via Microsoft Graph API.
When combined with MetaShare, a document management add-on for Microsoft 365 that enhances SharePoint with metadata-driven organization, automatic reminders, and advanced search, the result is a complete document archiving and management solution that runs entirely within the Microsoft ecosystem.
Two Approaches — One ECM Client
FlexxStore is archive-agnostic by design. It connects Dynamics 365 F&SCM to a wide range of storage backends — from established archive servers via Content Web Services, CMIS, OData, and swiDOC, to SharePoint Online via Microsoft Graph API. This means organizations can choose the approach that fits their needs, or combine both within the same environment.
The Dedicated Archive Approach
Uses certified archive infrastructure with built-in retention management, tamper-proof storage, and proven compliance frameworks. Solutions like EASY Archive or swiDOC are purpose-built for long-term, legally compliant document retention. For organizations with strict regulatory requirements, certified infrastructure, or existing archive investments, this remains an excellent choice — and FlexxStore integrates natively with all of them.
The Microsoft Ecosystem Approach
Uses SharePoint Online as the storage backend — a platform most D365 organizations already license through Microsoft 365. MetaShare transforms SharePoint into an intelligent document management system with metadata-based organization, automated workflows, and cross-site search. FlexxStore provides the bridge, ensuring every document is automatically archived with full metadata and business context.
Bidirectional Synchronization: The Key Differentiator
Unlike one-way archive solutions, FlexxStore and MetaShare work bidirectionally. Documents archived from D365 appear instantly in MetaShare for all Microsoft 365 users. Documents uploaded directly in MetaShare — by employees without D365 access, or by external partners — are automatically indexed back into FlexxStore and become available within Dynamics 365.
This means a single, unified document base regardless of where a document was created or uploaded. No more searching across multiple systems. No more document silos.
How It Works: Architecture & Workflow
The technical integration between Dynamics 365, FlexxStore, and SharePoint Online/MetaShare follows a clean, well-defined architecture:
📤 Document Flow: D365 → SharePoint
- A document is generated in D365 (e.g., a sales invoice via SSRS, Docentric, Lasernet, or Electronic Reporting)
- FlexxStore intercepts the document automatically and creates an index entry with full metadata (account, order, document date, reference IDs)
- FlexxStore transfers the document to SharePoint Online via Microsoft Graph API
- MetaShare applies metadata tags and makes the document searchable across the organization
📥 Document Flow: SharePoint → D365
- An employee or supplier uploads a document in MetaShare (e.g., a contract received by email)
- The upload triggers an indexing process that pushes document metadata to FlexxStore via the REST API
- The document appears in the FlexxStore document viewer within D365, fully referenced to the relevant business entity
Choosing the Right Archiving Approach for Your Organization
Every organization has different requirements for document archiving. The table below provides a neutral comparison to help you evaluate which approach — or combination of approaches — fits best. Remember: FlexxStore supports both, and you can route different document types to different backends within the same D365 environment.
| Capability | Dedicated Archive (EASY, swiDOC, CMIS) | SharePoint Online + MetaShare |
|---|---|---|
| Archive storage | Certified archive infrastructure | SharePoint Online (Microsoft 365) |
| Compliance certification | Purpose-built, often formally certified | Achievable with proper configuration (Purview, retention policies) |
| Long-term retention | Built-in retention periods & disposition | Via Microsoft Purview retention labels |
| Additional licenses | Archive license required | Uses existing M365 licenses |
| Document access scope | Users with archive access | Any M365 user via MetaShare |
| Bidirectional sync with D365 | Typically D365 → Archive | Full bidirectional (D365 ↔ SharePoint) |
| Implementation complexity | Depends on archive system | Straightforward with existing M365 tenant |
The hybrid approach: Many organizations find the best results by combining both — routing compliance-critical documents (invoices, tax records) to a dedicated archive with formal retention management, while using SharePoint Online/MetaShare for operational documents, contracts, correspondence, and anything that benefits from broad organizational access. FlexxStore makes this hybrid routing seamless through its per-document-type connection configuration.
Frequently Asked Questions
Next Steps
Document archiving in Dynamics 365 should fit your organization — not the other way around. Whether you prefer a dedicated archive server for certified compliance, SharePoint Online for Microsoft ecosystem simplicity, or a hybrid approach that combines both, FlexxStore gives you the flexibility to choose.
With the addition of MetaShare/SharePoint Online as a native storage option, D365 F&SCM users now have a new path to GoBD-compliant archiving — with bidirectional access, automated workflows, and broad organizational document availability through Microsoft 365.
Ready to explore which approach works best for your organization?