03.06.2026
In many organizations, documents are an integral part of value creation—from quotations and order confirmations to invoices and email attachments. In practice, however, they are often stored in a decentralized manner, shared multiple times, and saved across different systems. This leads to inconsistent data, inefficient processes, and increased coordination effort.
The concept of a “Single Source of Documents” aims to centrally manage documents while seamlessly integrating them into existing business processes.
A common challenge in many organizations is the parallel storage of identical documents. Files are saved locally, forwarded via email, and then edited by different individuals. This quickly results in multiple versions, making it difficult to determine which one is valid.
Central document storage addresses this issue by assigning all documents clearly to a specific business transaction. Whether it is a sales opportunity, a quotation, or an order, all files are stored in a defined location and are accessible to all stakeholders in a consistent manner.
For high user adoption, it is essential that documents are available where users work on a daily basis. Therefore, integration into leading systems such as ERP (e.g., Microsoft Dynamics 365 Business Central) and CRM (e.g., Microsoft Dynamics 365 Customer Engagement) plays a key role.
In practice, specialized DMS connectors are used to link ERP and CRM systems with document management solutions such as SharePoint or M-Files. Documents are displayed directly within the relevant data record and can be managed there, eliminating the need to switch systems.
A key driver of efficiency is the automation of document-related processes. Documents can be archived based on defined events—for example, when a quotation is sent or when order documents are created.
Subsequent documents such as order confirmations, delivery notes, or invoices can also be stored automatically. The timing of the archiving process can be controlled, for example, during printing, sending, or release of a document.
The result is consistent and complete documentation without additional manual effort.
Instead of relying on complex folder structures, modern document management is based on metadata. Relevant information such as customer data, transaction numbers, or descriptions is automatically transferred from ERP and CRM systems and linked to documents.
These capabilities are typically provided through integrated interfaces between Business Central, CRM systems, and the respective DMS. They ensure a consistent structure across all systems.
In addition to automatically generated documents, incoming files must also be processed efficiently. Intuitive features such as drag-and-drop simplify the assignment of documents to existing transactions.
Multiple documents can be uploaded at once and immediately linked to the appropriate business data. This accelerates processing and reduces administrative effort.
A key advantage of centralized document strategies is end-to-end transparency. All documents remain accessible throughout the entire process—from the first customer interaction to final invoicing.
Different roles within the organization can access the current status at any time. For example, sales teams can see which documents have been created later in the process, while internal staff have access to all sales-related information.
This transparency improves collaboration and enhances the traceability of processes.
An additional benefit is the ability to view documents directly within the system. Users can check content without downloading files, which speeds up navigation and reduces unnecessary steps.
Filtering options allow users to display only relevant documents—for example, depending on their role or the current process step. This keeps information clear and task-focused.
An integrated document strategy with centralized storage and seamless system integration provides the foundation for efficient and transparent business processes. Through automation, structured metadata, and direct availability within ERP and CRM systems, common challenges such as version conflicts, media disruptions, and search efforts can be significantly reduced.
Technically, this is enabled by TSO-DATA through its self-developed DMS connectors, which connect Business Central and Customer Engagement with platforms such as SharePoint or M-Files, creating a consistent “Single Source of Documents.”
Further information about the DMS Connector from TSO-DATA can be found here:
Document management connection - Business Central
SharePoint integration | DMS Connector for Dynamics 365
Do you have questions about connecting your systems to a DMS? Get in touch and learn more about our solutions.
TSO-DATA
Andreas Blom
+49 (541) 13 95-0
m-files[at]tso[dot]de
