US State Agency Transforms Document Management With Filer for Dynamics

State Government Agency Overview

• Responsibility: Deliver legal services for consumer protection, antitrust, charities and Medicaid fraud
• Service Reach: Represent over 100 state agencies, boards and commissions
• Area: State wide serve ~5.7 million residents
• Impact: Over $1.5 billion returned or saved for local citizens

The Challenge

The agency transitioned to a Dynamics 365 Customer Engagement (CE) solution to manage legal matters, customer interactions, and related activities. While Dynamics 365 CE is well-suited for case management and CRM functions, its native document management capabilities are limited. As a result, the agency continued using a third-party EDRMS, which introduced additional licensing costs and created a fragmented user experience due to the need to switch between applications.

Project Objectives

• Deliver flexible and advanced search capabilities that users had come to expect
• Utilize the agency’s existing SharePoint Online storage
• Remove the need for users to switch between applications
• Integrate seamlessly with Microsoft Dynamics CE
• Eliminate unnecessary third-party licensing costs

Filer Implementation

Dynamics 365 CE Integration

The agency selected the “Filer for Dynamics” deployment option, which provided a user interface embedded directly within the Dynamics system. This integration enabled users to search, view, and interact with documents without leaving Dynamics. The result was a seamless workflow that allowed legal professionals to stay focused on their core legal tasks.

Advanced Search Control

Filer introduced advanced search capabilities directly within Dynamics. Users could perform broad searches across multiple records, cases, or customers. For example, they could locate litigation filings within a specific date range that contained particular keywords. This functionality replicated the capabilities previously provided by the legacy EDRMS, eliminating the need for that system and maximizing the value of the agency’s existing Microsoft investments.

Inherited Dynamics Permissions

Filer respected the existing permissions and configurations set within Dynamics and SharePoint Online, which served as the back-end document repository. This ensured compliance with security policies and significantly reduced project costs, timelines, and complexity. Sensitive records remained protected under the agency’s established access controls.

Document Editing and Redaction

Filer’s document editor supported all common file formats and included tools for annotation, commenting, and redaction. Users could work with documents directly within Dynamics, avoiding the need to switch to external applications or manage uploads and downloads across multiple windows.

Key Benefits

• Improved accessibility and search.
• Enhanced end user experience.
• Time saved through reduced actions and application switching.
• Security is trusted and controlled centrally.
• Direct cost savings by removing third-party licensing fees.

“Filer for Dynamics has allowed us to push forward with our Dynamics 365 roll out by delivering the experience users need”