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Secure Document Gateway for Dynamics 365

Many organisations still rely on email attachments or manually managed file-sharing processes when working with clients, contractors, suppliers, legal representatives, or external stakeholders. These methods often create security risks, version control issues, and unnecessary administrative overhead. Our Secure SharePoint Document Sharing solution provides a safer and more efficient way to share sensitive documents with external users anonymously — without requiring them to register or log into complex systems. Built on Microsoft Dynamics 365 Platform, the solution allows organisations to securely upload, share, request, and manage documents through time-limited links and verification-based access. No security inheritance is broken in SharePoint, and no link is created in SharePoint.

Modernise the way you securely exchange SharePoint documents with external users

Secure Document Gateway for Dynamics 365
Secure SharePoint Document Sharing with Anonymous Users

Why Traditional Document Sharing Creates Security Risks

Many organisations still depend on email attachments and public file-sharing links to exchange documents with external stakeholders. While convenient, these methods can expose sensitive information to unauthorised access, accidental sharing, and compliance risks.

Once a document is sent, organisations often lose visibility and control over who accesses, downloads, or forwards it. Traditional sharing methods can also create version control issues, increase administrative effort, and make it difficult to maintain secure collaboration.

The Dynamics 365 Secure Document Gateway provides a safer alternative, enabling organisations to securely share and request documents through controlled, verification-based access while maintaining governance and compliance.

 

File Download
User Dashboard Uploaded Files

Secure External Access Without User Accounts

External recipients can anonymously but securely access documents using unique encrypted links sent via email or SMS.

Instead of requiring portal registrations or Microsoft accounts, users simply:

  1. Receive a secure link
  2. Verify their identity using SMS or email verification
  3. Upload or download documents securely

This approach significantly improves user experience while maintaining strong security controls.

Key Features of Dynamics 365 Document Exchange Portal

Secure Upload & Download Links

Unique secured links are created from Service/Case/Account/Contact records in Dynamics 365 for external anonymous users to upload and/or view or download documents. Generate unique secure links for:

  • Clients
  • Customers
  • Suppliers
  • Contractors
  • Barristers or solicitors
  • Doctors
  • External clinicians or support workers
  • External stakeholders

Links can be:

  • Time-limited; expiry date and time are set during creation, Dynamics 365 users can forcibly expire the link.
  • Cancelled manually
  • Resent when required
  • Protected with SMS/email verification

 

Direct SharePoint Integration

All uploaded files are securely stored within SharePoint document libraries while maintaining:

  • Existing folder structures
  • Metadata
  • Version history
  • Retention policies
  • Audit capabilities
  • Relationship with Dynamics 365 records

No duplicate document repositories are required.

 

Multi-File Upload Support

Users can:

  • Upload multiple files in one session
  • Upload files up to configurable size limits
  • View upload progress indicators
  • Receive upload confirmations

Supported formats include:

  • PDF
  • Word documents
  • Excel files
  • Images
  • ZIP files
  • Additional approved formats

 

See it in Action
User Dashboard
Email Verification
Email Verification Code
Mobile Verification
Mobile Verification Code

Secure Verification Workflow

Before accessing sensitive documents, users verify their identity using:

  • SMS verification codes
  • Email verification codes

Security controls include:

  • Configurable code expiry
  • Temporary access sessions
  • Access restrictions
  • Secure encrypted communication

Virus & Malware Protection

Uploaded documents can be automatically scanned for:

  • Viruses
  • Malware
  • Suspicious file activity

This helps reduce security risks before files are made available internally.

Designed for Operational Efficiency

 

The platform reduces the manual effort associated with:

  • Chasing documents through email
  • Managing large attachments
  • Manually saving files into SharePoint
  • Tracking document submissions
  • Following up on missing files

Staff can manage all activity from a central dashboard while maintaining visibility into:

  • Link status
  • Upload activity
  • Download history
  • Expiry dates
  • Requested documents

Benefits of Dynamics 365 External Document Portal

Improved Security

Protect sensitive information with encrypted links, verification workflows, and secure SharePoint storage without breaking security inheritance and having direct links to SharePoint

Better User Experience

Provide clients and external users with a simple and modern upload experience.

Access Anonymously

Users can access documents shared with them anonymously but securely. Users do not need to have accounts with any system. They simply can access shared documents by verifying their identity through phone numbers or emails.

Reduced Manual Handling

Automate document collection and reduce administrative overhead.

Full Audit Visibility

Track uploads, downloads, timestamps, and user activity.

Centralised SharePoint Governance

Maintain existing SharePoint governance and retention controls.

Typical Use Cases

  • Client onboarding
  • NDIS providers use it for client onboarding, external support workers exchanging documents,
  • Secure document collection
  • Legal document exchange
  • HR onboarding documentation
  • Vendor document submissions
  • Compliance-driven document requests
  • External stakeholder collaboration