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Overview

This article shows how xCache records can be used to manage your usernames and passwords. 

To illustrate this, we will show a formula that creates a SharePoint folder using credentials that are stored in xCache.

We will then export this formula in a solution and import this solution to our Test/Prod instance.

Finally, we will update the xCache records credentials and show how to ensure the xCache records do not change with every Publish All Customizations process.

North52 BPA Solution

The North52 BPA solution works like this:

  • Two xCache records will be created for the username and password
  • A formula is created that will trigger whenever an Account is created
    • The formula will create a SharePoint folder for that Account using the username and password xCache records
  • This formula and the xCache records will be deployed to a solution called SharePoint Business Rules
  • This solution will be exported from one instance (Dev) and then imported to another ( Test / Prod ) 
  • The xCache records will be edited in this new environment and secured against future publishing reverting those changes

Solution

  • Navigate to Settings > Solutions
  • Click New
  • For Display Name enter SharePoint Business Rules
  • For Publisher, pick a publisher
  • For Version, enter 1.0.0
  • Click Save and Close


xCache 

  • Navigate to Settings > N52 xCache 
  • Click + New 
  • For Category, enter sharepoint
  • For Base Key, enter sharepoint_username
  • Scroll down to the field Value ( Secured ) and enter the username
    • For example: admin@123sample@onmicrosoft.com
  • Under General > Deployment Solution, select SharePoint Business Rules
  • Click Save
  • Click +New 
  • For Category, enter sharepoint
  • For Base Key, enter sharepoint_password
  • Scroll down to the field DataType and set it to String (Password)
  • In the field Value (Secured), enter the password
    • For example SuperStr0ngP@ssw0rd
  • In the General tab, locate the field Deployment Solution, and select SharePoint Business Rules
  • Click Save

Formula

  • Navigate to Settings > N52 Formula
  • Create a new formula, setting the following values in the Formula Guide:
    • Source Entity set to Account
    • Set Formula Type to Save - Perform Action
    • Select the classic editor
  • Change the Name of the formula to Create Accounts SharePoint folder
  • Set the Event to Create 
  • Expand Deployment Settings 
    • Set Solution Deployment to SharePoint Business Rules
  • In the Classic editor, copy and paste the following formula (Note: you will need to change the URLs below to match your SharePoint instance):
    SharePointCreateFolder('https://north52.sharepoint.com/CRMSite/',
         xCacheGetGlobal('sharepoint_username'),
         xCacheGetGlobal('sharepoint_password'),
          true,
         'https://north52.sharepoint.com/CRMSite/CRMDocuments/Account/'+[account.name]
        )

Exporting and Importing

  • Navigate back to Settings > Solutions
  • Select the solution SharePoint Business Rules
  • Click Export
  • Wait for the download to complete
  • Open up your Production or Test instance
  • Navigate to Settings > Solutions
  • Import the solution you just exported

xCache update

In this article, we will presume that password is different across the instances and needs to be updated. 
  • On the instance you imported the SharePoint Business Rules solution, navigate to Settings >N52 xCache
  • Open the sharepoint_password record
  • Scroll down to Value (Secured) and enter the password required for this instance
  • Set the field Retain Values to this Org. Only to Yes
  • Click Save
  • If the username is also different update the relevant xCache record following the same steps

The SharePoint formula has now been securely updated to work for a new environment. Publishing All Customizations will now not replace the new value.