How to Improve SharePoint Online Storage Performance and Maintain Document Security

Why Do Businesses Hit the SharePoint Online Storage Limit So Quickly?

Because SharePoint is at the heart of Microsoft 365’s collaboration ecosystem, it often becomes a “document dump” before teams realize it. From project files and client proposals to CRM attachments synced from Dynamics 365, storage fills up fast.

Did you know?
The default SharePoint Online storage allocation is 1 TB + 10 GB per licensed user.
Many mid-size Dynamics 365 deployments exceed this within 6 – 12 months if unmanaged.

Result?
Slower sites, upload errors, and unexpected storage costs.

What Are the Biggest Challenges with SharePoint Online Storage?

Businesses face three main roadblocks:

Example Use Case:

A healthcare provider syncing patient records and imaging files from Dynamics 365 quickly reaches storage limits. Without structured folders or automation, essential files become scattered and difficult to manage securely.

How Can You Overcome SharePoint Storage Limitations?

You don’t need to buy extra storage immediately. Instead, optimize how SharePoint and Dynamics 365 interact.

Here’s how You can :

Securely Manage and Optimize SharePoint Online Storage for Dynamics 365 Attachments with Attach2Dynamics

Attach2Dynamics allows you to move or copy Dynamics 365 attachments, emails, notes, and sales literature, directly to cloud storage like SharePoint, Azure Blob, or Dropbox.

• Frees up Dynamics 365 space instantly
• Keeps hyperlinks for easy access in CRM
• Enables bulk migration with scheduled jobs

Watch:



·       Replicate CRM Security in SharePoint with SharePoint Security Sync

One of the biggest pain points? When CRM users have certain access rights, but SharePoint doesn’t match them.

That’s where SharePoint Security Sync steps in.

It automatically replicates Dynamics 365 security roles and permissions in SharePoint, ensuring:

• Consistent access control
• Automatic privilege syncing (users, teams, roles)
• Real-time updates whenever CRM security changes

Want to go deeper? Check out our detailed guide: How to Boost SharePoint Performance and Security in Dynamics 365 CRM

·       Structure Your Storage Smartly

Create custom folder structures in SharePoint to overcome the 5,000-item view threshold.

Best practices:

• Organize folders by record type, date, or project
• Automate folder creation via Attach2Dynamics
• Enable metadata tagging for quick searchability

·       Monitor and Optimize Regularly

Use SharePoint’s Storage Metrics to identify which sites or libraries consume most space.
Schedule quarterly audits to clean redundant or archived data.

How Do Attach2Dynamics and SharePoint Security Sync Work Together?

Together, they help enterprises:

• Minimize SharePoint bloat
• Ensure unified access control
• Keep CRM and SharePoint in sync, without manual work

What Are the Use Cases for Businesses?

Here’s how different industries benefit:

What Happens When You Don’t Optimize?

• SharePoint storage costs spiral
• Team productivity drops due to file errors
• Compliance risks increase
• CRM performance slows down

How Can You Get Started?

Start small – audit your CRM attachments and SharePoint usage first.
Then deploy tools like:

Attach2Dynamics – for smart storage, attachment migration & cloud integration.
SharePoint Security Sync – for consistent access control between CRM and SharePoint.

FAQs:

How does SharePoint integrate with CRM systems?

SharePoint seamlessly integrates with CRM systems like Dynamics 365 to provide a secure, centralized document management platform. This integration allows users to store emails, attachments, notes, and documents directly in SharePoint while keeping them linked to CRM records. With apps like SharePoint Security Sync, you can automatically replicate CRM security roles, permissions, and access controls in SharePoint.

What are the benefits of using SharePoint with CRM?

Integrating SharePoint with CRM offers multiple advantages:

• Optimized Storage: Move large attachments from CRM to SharePoint, freeing up CRM storage.
• Consistent Security: With SharePoint Security Sync, CRM user permissions are mirrored in SharePoint automatically, eliminating manual access errors.
• Improved Collaboration: Teams can collaborate on documents within SharePoint without compromising CRM security.
• Efficient Document Retrieval: Metadata tagging and folder structures make finding documents faster and easier.

What are the best practices for managing SharePoint and CRM together?

To maximize efficiency and security when using SharePoint with CRM:

• Use Security Sync Tools: Automate permission replication from CRM to SharePoint with SharePoint Security Sync.
• Organize Documents Smartly: Implement folder structures by project, record type, or date. Leverage metadata for quick searchability.
• Monitor Storage Regularly: Use SharePoint’s storage metrics and conduct quarterly audits to remove redundant files.
• Automate Attachment Management: Use tools like Attach2Dynamics to migrate attachments to SharePoint while maintaining CRM links.

What are the best data integrity tools for CRM systems?

Maintaining data integrity in CRM systems is crucial for accurate reporting, compliance, and productivity. Some of the top tools include:

• SharePoint Security Sync: Ensures CRM access privileges are mirrored in SharePoint, maintaining consistent document security.
• Attach2Dynamics: Automates attachment migration and metadata mapping, preventing duplicate or disorganized files.

How to organize document storage in SharePoint for Dynamics 365 CRM while overcoming the 5000-file limit?

To efficiently organize document storage in SharePoint for Dynamics 365 CRM and overcome the 5,000-file view threshold, use Attach2Dynamics. It allows you to create custom folder structures based on entity type, date, or project and automate folder creation during record sync.

How can I sync security privileges between Dynamics 365 CRM and SharePoint automatically?

You can automatically sync security privileges between Dynamics 365 CRM and SharePoint using SharePoint Security Sync. This app replicates your CRM’s security model in SharePoint by syncing user roles, teams, and access rights in real-time.

How can I integrate Dynamics 365 CRM with SharePoint, Azure Blob Storage, or Dropbox to manage attachments and save storage space?

To integrate Dynamics 365 CRM with cloud storage platforms like SharePoint, Azure Blob Storage, or Dropbox, use Attach2Dynamics. This app allows users to move or copy CRM attachments, emails, and notes directly to the cloud, instantly freeing up CRM storage.

Is there a way to automatically organize attachments from Dynamics 365 CRM using metadata when moving them to cloud storage?

Yes, Attach2Dynamics supports metadata-based organization for attachments when moving them to SharePoint or other cloud storage. Users can map CRM fields, such as account name, opportunity, or created date, to SharePoint metadata columns. This allows automatic categorization and easy filtering of documents directly within Dynamics 365 CRM.

Final Thoughts: Future-Proof Your SharePoint + Dynamics 365 Integration

Don’t let storage limits or inconsistent permissions slow your business down.

With Attach2Dynamics and SharePoint Security Sync, you can streamline document management, maintain robust security, and scale your cloud storage effortlessly.

Try Attach2Dynamics and SharePoint Security Sync with a 15-day free trial from our Website or Microsoft AppSource.

Prefer a guided walkthrough? Email us at crm@inogic.com.

The post How to Improve SharePoint Online Storage Performance and Maintain Document Security first appeared on Microsoft Dynamics 365 CRM Tips and Tricks.

Original Post https://www.inogic.com/blog/2025/11/how-to-improve-sharepoint-online-storage-performance-and-maintain-document-security/