FAQs

Choosing the right document management and automation platform involves questions from every part of the organization. This FAQ brings together clear, role-specific answers for end users, business decision-makers, technical teams, and reseller partners. Whether you want to understand how Datahaven 365 improves productivity, strengthens compliance, supports complex integrations, accelerates implementation, or delivers measurable ROI, this guide provides a straightforward path to the information that matters most.

END-USER FAQ

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User experience and productivity

What makes Datahaven 365 different from traditional document management systems?

Unlike traditional systems store documents outside your ERP or CRM,. Datahaven 365 embeds document visibility directly into Microsoft Dynamics, using patented virtual folders that automatically organize files by transaction, customer, vendor, or projectwithout manual filing. This reduces context switching and error rates.

How do virtual folders work?

Virtual folders are dynamically generated views that organize documents based on real-time ERP or CRM data. When a new document or transaction is added, the folder structure updates instantly, ensuring consistent organization and traceability.

Can users see all related documents in one place?

Datahaven 365 displays every related document, email, and attachment directly on the transaction or master record page. Sales, Finance, and Operations teams all view the same complete document trail—improving collaboration and eliminating blind spots.

Does Datahaven 365 improve performance inside Dynamics?

Because documents are indexed and linked via metadata rather than stored inside the ERP database, performance is unaffected even as the volume of documents grows.

Can Datahaven 365 help reduce duplicate document storage?

Deep data linking ensures that each document is stored once but accessible from any related record—reducing storage costs and confusion.

Integration and compatibility

What is Datahaven 365?

Datahaven 365 is a patented document management and automation solution embedded within Microsoft Dynamics 365 Business Central, Finance & Supply Chain, CRM, and Power Platform. It eliminates disconnected document silos, enables users to capture, view, and manage documents directly inside the applications they already use, creating a unified and traceable content experience across every department.

How does Datahaven 365 integrate with Microsoft Dynamics?

Datahaven 365 installs as a native extension for Business Central, Finance & Supply Chain, and CRM. It embeds document panels on key ERP and CRM pages, linking files, emails, and approvals directly to transactions and master records. Integration requires no external portals or file shares. Learn more in our [Integration for Partners] section.

Can Datahaven 365 connect multiple Microsoft environments?

Datahaven 365 connects documents across multiple Dynamics tenants, environments, and legal entities. A document linked in one company can be visible in another when proper permissions are configured, allowing group-wide visibility without duplicate storage.

Does Datahaven 365 work with Microsoft Copilot or Power Platform?

Absolutely. Datahaven 365 fully supports Microsoft Copilot and Power Platform. Because Datahaven 365 is fully embedded, its indexed metadata and virtual folders can be accessed by Copilot for AI-driven analysis and Power Automate flows. Users can create AI-powered triggers that act on documents, emails, or approvals stored in Datahaven 365.

Is Datahaven 365 cloud-only?

Datahaven 365 supports cloud, hybrid, and on-premise deployments. Most customers choose the SaaS model for simplicity and scalability, but Datahaven’s architecture allows the same functionality on-premise when needed for compliance or infrastructure reasons.

Automation and workflow features

How does Datahaven 365 automate document capture?

Documents from email, scanner, portal, and other sources are automatically captured, named, and linked to the correct transaction in Microsoft Dynamics using deep data linking. Metadata from ERP and CRM records,like vendor, customer, or document number, drives the file naming and filing process, eliminating manual work. This eliminates manual coding, reduces approval delays, and ensures every transaction is fully traceable. See [AP automation for Business Central] for real examples.

What kinds of automation can I apply beyond Accounts Payable?

Datahaven 365 supports AP, sales order automation, HR onboarding, contract management, and more. Any document-centric workflow—where approvals, routing, or classification are required—can be automated using Datahaven’s workflow engine. Learn more in [Sales Order Automation].

Does Datahaven 365 support approval workflows?

Users can approve, reject, or route documents directly from within Business Central or CRM. The document stays visible in context, and the workflow history remains attached for full auditability.

How does Datahaven 365 use AI in automation?

AI is built into Datahaven’s capture, classification, and validation layers. It reads incoming invoices, orders, or correspondence, extracts relevant fields, and verifies them against ERP or CRM data. This reduces errors and accelerates processing times.

Can I trigger external workflows using Power Automate?

Every document in Datahaven 365 carries metadata that Power Automate can use as triggers. For example, you can automatically notify a sales manager when a new customer contract is filed or route a purchase order for departmental approval.

Security and compliance

How does Datahaven 365 manage document security?

Datahaven’s granular permission model mirrors Microsoft Dynamics security. Each document inherits permissions from the data record it’s linked to, eliminating the risk of overexposure and reducing the burden of manual security management.

How does Datahaven 365 support our compliance with SOX, GDPR, and HIPAA?

Datahaven 365 provides a compliance-ready platform designed to support organizations operating in SOX, GDPR, HIPAA, and other regulated environments. With granular role-based security, immutable audit trails, and comprehensive tracking of document views, edits, comments, and approvals, Datahaven enables customers to enforce strong governance and demonstrate control over their document lifecycle. Our architecture and security features help organizations align their processes with regulatory expectations while maintaining flexibility to meet industry-specific compliance requirements. Learn more in the [Compliance and Risk Management] section for decision-makers.

Can we control document retention and deletion?

Administrators can define document retention policies by type, record, or date. Documents are automatically archived or purged according to policy, supporting both internal governance and external regulations.

How does Datahaven 365 protect documents stored in the cloud?

All data is encrypted in transit and at rest. Document binaries are stored securely using Microsoft Azure storage with redundancy and version control. The system leverages Azure Active Directory authentication for secure single sign-on.

Implementation and support

How long does a typical implementation take?

Most mid-sized deployments in Business Central can be completed in weeks rather than months. Larger multi-entity implementations in Finance & Supply Chain may take longer. Certified partners handle configuration, testing, and training to ensure rapid adoption and minimal disruption.

What kind of training and support does Datahaven 365 provide?

Datahaven 365 includes user training sessions, online documentation, and embedded help panels. Ongoing technical support is available through certified partners and the Datahaven portal.

Does Datahaven 365 require custom code?

No custom coding is required. Datahaven 365 installs as an extension through Microsoft AppSource and is configured through setup pages within Dynamics. Optional API connectors are available for advanced integrations.

Can Datahaven 365 coexist with other document management tools?

Yes, though most customers consolidate on Datahaven 365 once implemented. Because it’s embedded, it can integrate with SharePoint or third-party repositories where needed.

Cost, licensing, and implementation timeline

What is the pricing model for Datahaven 365?

Licensing is subscription-based and scales by user type and document volume. Flexible pricing supports light viewers, workflow participants, and full-function users, alighing organizations to align cost with usage. See the [Partner Enablement FAQ] for reseller options.

How long does implementation typically take?

Most organizations are live within weeks for Business Central and within a few months for multi-entity Finance & Supply Chain environments. Partners handle setup, testing, and training.

Does Datahaven 365 require additional Microsoft licenses?

No. Datahaven 365 runs natively inside Microsoft Dynamics, so no additional Microsoft licenses are required beyond standard ERP or CRM access.

What’s the total cost of ownership compared to traditional document management systems?

Datahaven 365 significantly lowers total cost of ownership by removing the need for separate repositories, integration middleware, and custom workflow tools. Organizations achieve enterprise-grade scalability with fewer systems to maintain and a faster path to ROI.

Business value and ROI

What business problems does Datahaven 365 solve?

Datahaven 365 eliminates document chaos by embedding document management and workflow automation directly inside Microsoft Dynamics ERP, CRM, and Power Platform. It replaces disconnected file shares and manual routing with unified, context-aware visibility across departments.

How does Datahaven 365 improve ROI?

By automating document capture, validation, and approvals, Datahaven 365 reduces manual processing by over 50%, accelerates cash flow, and improves audit readiness—resulting in measurable ROI within months of deployment.

Can Datahaven 365 help achieve a paperless office?

Yes. Every invoice, order, and communication is stored digitally in structured virtual folders, eliminating paper handling and physical storage while providing full traceability.

How does Datahaven 365 support digital transformation?

Datahaven 365 modernizes document-heavy processes while preserving your existing ERP or CRM workflows. It extends Microsoft’s digital ecosystem,enhancing collaboration, compliance, and scalability within a single trusted platform. Teams gain automation without change fatigue and transformation without risk.

How do companies measure success after implementing Datahaven 365?

Organizations typically see measurable impact within the first few months. Common KPIs include shorter invoice cycle times, fewer errors and exceptions, faster month-end close, and higher first-pass match rates. Because every action is logged and every document is traceable, Datahaven provides the analytics to prove ROI and demonstrate ongoing process improvement.

BUSINESS DECISION-MAKER FAQ

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Compliance and risk management

Is Datahaven 365 compliant with major regulations such as SOX, GDPR, and HIPAA?

Yes. Datahaven 365 provides a compliance framework that records every document action (e.g. view, edit, comment, and approval) with time-stamped precision. Policies align with SOX, GDPR, HIPAA, and other industry regulations. This transparency helps organizations demonstrate control, reduce audit stress, and maintain confidence in their governance posture. Learn more in the [Security and Compliance for Customers] section.

How does Datahaven 365 help during audits?

Auditors can access complete document trails linked to each transaction, vendor, or customer, eliminating time spent gathering files from different systems.

This streamlined access reduces audit preparation time, strengthens evidence of control, and helps teams pass audits confidently.

Can Datahaven 365 enforce retention and deletion policies?

Yes. Administrators can set automated retention schedules by document type or transaction status. Once a record reaches its retention threshold, Datahaven archives or deletes it per policy, ensuring compliance, reducing storage waste, and supporting sustainable information governance.

How does Datahaven 365 minimize operational risk?

Because documents, approvals, and communications stay attached to the source transaction, critical context is never lost. This minimizes the risk of disputes, missed deadlines, or payment errors.

Scalability and IT strategy

Is Datahaven 365 scalable for enterprise growth?

Yes. The platform supports single-tenant and multi-entity environments with millions of documents. Virtual folders and metadata indexing ensure consistent performance even as data volumes expand and user base grow .

Does Datahaven 365 integrate with other Microsoft technologies?

Yes. It integrates natively with Azure Active Directory, Microsoft 365, Power Platform, and Copilot. Datahaven’s API framework also supports extensions to other business systems, portals, or cloud repositories and industry-specific solution, helping organizations leverage the full Microsoft ecosystem,

Can Datahaven 365 be deployed on-premise?

Yes. Although most organizations choose the SaaS deployment, Datahaven also supports on-premise and hybrid models for industries with strict data-residency requirements.

How does Datahaven 365 align with AI initiatives?

Datahaven provides structured document metadata that AI tools like Microsoft Copilot can query, summarize, and analyze. This empowers organizations to deliver intelligent search, automated responses, and predictive insights using the same trusted content.

Change management and adoption

How does Datahaven 365 simplify user adoption?

Because Datahaven is embedded directly within Dynamics pages users already know, training is minimal. Familiar layouts and role-specific document views accelerate adoption across departments.

Does Datahaven 365 offer role-based user experiences?

Yes. Each department, including Finance, Sales, Operations, HR, views only the documents relevant to their workflows through virtual folders and embedded panels.

How does Datahaven 365 promote cross-department collaboration?

All teams share the same live document view. Whether it’s a purchase order, invoice, or customer email, every related record is visible in context, improving collaboration, transparency and accountability from transaction to audit.

What kind of ongoing support is available?

Customers have access to online training materials, documentation, and certified partner support. For cloud deployments, updates are delivered automatically in sync with Microsoft’s release cadence, ensuring continuous and seamless functionality and security.

TECHNICAL FAQ

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Architecture and deployment

What is the architecture of Datahaven 365?

Datahaven 365 uses a secure, multi-tier architecture that integrates directly with Microsoft Dynamics 365 Business Central, Finance & Supply Chain, CRM, and Power Platform. It leverages Azure services for document storage, indexing, and AI processing while embedding document panels inside the ERP or CRM user interface for a unified user experiene.

How is Datahaven 365 deployed?

Deployment is completed through Microsoft AppSource or via direct installation of the extension package. Once installed, administrators configure setup tables within Dynamics to connect to the Datahaven cloud or hybrid service. On-premise deployments use the same architecture with local storage endpoints.

Does Datahaven 365 require additional infrastructure?

No additional servers are required for cloud deployments. For hybrid or on-prem environments, a lightweight connector service manages secure document routing between Dynamics and the local file system or private Azure container, ensuring simple and scalable deployment.

What is the data flow between Microsoft Dynamics and Datahaven 365?

When a user captures or links a document, metadata such as transaction number, vendor, or customer ID is transmitted to Datahaven’s indexing service. The document binary is stored in Azure (or the local repository), and its metadata is linked back to the originating record inside Dynamics.

How does Datahaven 365 maintain performance with large document volumes?

Documents are stored externally while indexed within Dynamics, so ERP performance remains consistent. Datahaven’s patented virtual folder architecture allows instant retrieval of thousands of linked files without affecting transactional speed even at enterprise scale.

Integration and extensibility

Can developers extend Datahaven 365 through APIs?

Yes. Datahaven provides REST APIs for document capture, retrieval, metadata updates, and workflow actions. These APIs make it easy to integrate with custom portals, third-party systems, or automation scripts.

Does Datahaven 365 integrate with Power Platform tools?

Absolutely. Developers can use Power Automate and Power Apps to interact with Datahaven’s metadata and document actions. For instance, a Power Automate flow can automatically file an incoming email attachment as a linked invoice in Business Central.

How does Datahaven 365 support Microsoft Copilot and AI?

Datahaven’s structured, indexed metadata makes it discoverable by Microsoft Copilot and other LLMs. Developers can expose document context to Copilot prompts for use in summarization, search, or predictive analysis within Dynamics 365.

Can Datahaven 365 integrate with external storage providers?

Yes. While Azure Blob Storage is standard, developers can configure connectors to SharePoint or other S3-compatible storage systems if required by compliance or regional policies.

Does Datahaven 365 offer webhooks or event triggers?

Yes. Event-driven integrations allow developers to listen for actions such as document creation, approval, or deletion. These events can trigger Power Automate flows or external APIs to extend business logic beyond Dynamics.

Configuration and customization

How do administrators configure virtual folder structures?

Folder structures are defined through configuration templates in Dynamics. Developers can extend these templates using metadata from any record table (e.g., Customer, Vendor, Project, or Item) to control folder naming, hierarchy, and visibility.

Can developers add new document subtypes?

Yes. Document subtypes can be created to categorize files (e.g., Contract, Receipt, Approval). Each subtype can have its own naming convention and workflow rules, providing flexible document taxonomy control across departments.

Can existing ERP fields be linked as metadata in Datahaven 365?

Yes. Any standard or custom field in Dynamics can be mapped as metadata. Developers configure field mappings within setup tables or via the API to ensure consistent linkage between ERP data and stored documents.

Does Datahaven 365 support multi-language and localization?

Yes. All configuration screens, panels, and metadata labels support Microsoft’s localization framework. Partners and customers can deploy in multiple languages without code changes.

How does Datahaven 365 handle permissions and role-based access?

Datahaven inherits Dynamics security roles automatically, ensuring consistent document access control.Developers can optionally add metadata-based restrictions to refine permissions and implement advanced control (for example, “documents linked to vendors in region X”).

Testing, monitoring, and maintenance

How can developers test integrations safely?

Datahaven 365 includes a sandbox mode that isolates document actions from production data. Test environments can be restored from backups or synchronized with production metadata for realistic testing without impacting live data.

What logging or monitoring options are available?

Datahaven maintains transaction logs for document creation, access, and workflow actions. Administrators can monitor performance metrics, failed uploads, or integration events in real time through a dashboard or export logs via API.

How are updates and patches delivered?

Cloud customers receive automatic updates aligned with Microsoft’s release cadence. For on-premise installations, updates are downloaded from the Datahaven Partner Portal and applied manually through standard extension deployment tools.

How does Datahaven 365 ensure backward compatibility with Dynamics updates?

Every Datahaven release is tested against Microsoft’s upcoming Wave releases for Business Central and Finance & Supply Chain. The modular architecture ensures compatibility with future Dynamics and Power Platform APIs.

Can developers build custom dashboards or reports using Datahaven data?

Yes. Metadata stored in Dynamics can be queried via OData or exposed through Power BI datasets. This allows developers to build dashboards tracking workflow throughput, approval times, and document compliance statistics in real time

Support and resources

Where can developers access technical documentation?

Comprehensive technical documentation, API references, and code samples are available in the Datahaven Developer Portal. Registered partners can also access SDKs, templates, and workflow samples.

Does Datahaven 365 offer community or partner forums?

Yes. Developers can join the Datahaven Partner Community to share configurations, troubleshoot implementations, and collaborate on best practices.

What is the escalation path for complex technical issues?

Partners can open support tickets directly through the Partner Portal. Critical issues are routed to the Datahaven technical engineering team for SLA-based resolution.

Can developers influence the product roadmap?

Yes. Certified partners and developers can submit feature requests through the portal and participate in early-access programs for new modules and integrations.