Document management options
Microsoft Dataverse provides several ways to store documents:
- Microsoft SharePoint
- Note attachments
- Dataverse file column type
- Connectors to file storage
Microsoft SharePoint
While Dataverse provides the ability attach files, and notes to specific rows in the application, it isn't considered a true Document Management system. Many time you might need to supplement that ability with applications that are better designed for that functionality such as Microsoft SharePoint.
Integration with Microsoft SharePoint is covered in this module.
Note attachments
Dataverse provides the ability to attach files to rows in the application using the notes table. It's important to remember that when someone attaches a file to a row as a Note, you're attaching a copy of the document, not linking it to the row. If for some reason the file changes, you'll need to either update the attached file in Dataverse or upload a new attachment with the updated document.
Additionally, if you open a file that is attached to a row, edit, and save the file then the updated file isn't attached to the row and you'll need to attach and upload the file again.
Model-driven apps handle attachments with the Timeline control, canvas apps can use the Attachments control.
Dataverse File column
The File and Image columns are used for storing binary data. The primary intended use of this column is to store a single image, note, or attachment. One or more columns of these data types can be added to a table.
Connectors to file storage
An alternative to storing files in Dataverse is to use a connector and store the file in an external system or within Azure such as Azure Files, or Azure Blob Storage.