SharePoint Metadata Capture Add-On for a Leading US Benefit Funds Administrator

Soluzione helped a benefits administration organization bring better structure, searchability, and control to SharePoint documents from Dynamics 365

SharePoint Metadata Add-On | Dynamics 365 | SharePoint

About Project

A large US-based benefit funds administrator purchased Soluzione’s SharePoint Metadata Capture Add-On to improve how documents are uploaded, tagged, managed, and retrieved between Microsoft Dynamics 365 CE and SharePoint. The organization manages multiple benefit-related services and works with high volumes of member, service, legal, training, pension, and operational documents. In such an environment, simply storing files in SharePoint is not enough.

Soluzione’s add-on helped extend the standard Dynamics 365 and SharePoint integration by enabling users to capture metadata directly while uploading documents from Dynamics 365.

Industry:IT / Non-Profit Organizations
Location:New York, US
Services: Dynamics 365 Add-On Implementation, SharePoint Metadata Management, Document Management Enhancement
Technology:SharePoint Metadata Add-On, Dynamics 365, SharePoint

About Client

The client is a well-established umbrella organization responsible for administering benefits, including Health, Pension, Retirement Savings, Training, and Legal Services benefits to over 100,000 members. Their union represents property service workers, including office cleaners and residential doormen and superintendents, from Connecticut through Florida. Because the organization works across different benefit areas and service functions, its teams need a document management process that is not only secure but also structured, searchable, and easy to use from within Dynamics 365.

Challenges Addressed by Soluzione

To achieve its mission of supporting Pan-Asian business leaders, Ascend Canada required a scalable nonprofit CRM solution that could:

Manual Metadata Effort: Users had to upload documents through Dynamics 365 and then go to SharePoint separately to add or update metadata.
Limited Document Context: Files stored in SharePoint did not always carry enough business context from Dynamics 365 records, making it harder to understand, categorize, and retrieve documents later.
Search and Filtering Gaps: Without consistent metadata, teams could not easily search or filter documents based on member, department, document type, case category, status, or other important attributes.
Higher Risk of Inconsistent Tagging: When metadata depends on manual entry, different users may tag documents differently or skip important fields altogether.
Extra Steps for End Users: Switching between Dynamics 365 and SharePoint created unnecessary effort for teams that needed a smoother document upload and management experience.
Sensitive Document Handling Needs: As a benefits administration organization, the client needed better control over how documents were classified, accessed, and managed across business teams.

Impact Delivered Through SharePoint Metadata Capture Add-On

The solution helped the organization capture, sync, and manage SharePoint metadata directly from Dynamics 365, without forcing users to change systems or follow a complicated new workflow. Key solution areas included:

• Metadata Capture from Dynamics 365

The add-on enabled users to capture document metadata while uploading files from Dynamics 365 to SharePoint. This helped ensure that important details were added at the source, instead of being updated separately in SharePoint later.

• Auto-Populated Metadata Fields

Relevant metadata fields could be auto-filled using values from Dynamics 365 records. This reduced repetitive data entry and helped maintain consistency across uploaded documents.

• Support for Custom Metadata Attributes

The solution supported business-specific metadata fields, allowing the organization to align document tagging with its internal processes, departments, benefit types, and operational needs.

• Bulk Document Upload with Metadata

Users could upload multiple documents and tag them with metadata in a streamlined process, making the solution practical for teams handling high document volumes.

• Role-Based Metadata Control

The add-on supported controlled editing and deletion of metadata based on assigned roles. This helped the organization maintain better governance over sensitive document information.

• Improved Search and Filtering

With structured metadata attached to documents, SharePoint became easier to search, filter, and organize. Teams could locate files more efficiently based on meaningful business attributes.

• Audit Trail and Accountability

Metadata activity could be tracked, helping support better document accountability, privacy, and compliance-oriented document handling.

Key Takeaways

For organizations using Dynamics 365 and SharePoint to handle sensitive or large volumes of documents, this case study highlights an important lesson: having better information (metadata) about documents makes it easier to manage them, find what you need, and ensure everything is handled properly. Soluzione’s add-on for Dynamics 365 helped a client get more value from the Microsoft tools they already had by addressing a common document management issue. This add-on also improved the consistency with which documents are labeled and organized. As a result, SharePoint became more effective in helping users search for and keep track of their documents.

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