How to share pdf files that are linked to a ERP software system (dynamics AX/365)

Hi, 

Good starting point from Dave. To add a bit more detail since the right approach really does depend on a few things. 

Since your PDFs are already stored in SharePoint and just linked from Dynamics 365, you have a few clean options for external sharing:

If it's occasional, one-off sharing: SharePoint's built-in sharing works fine. You can right-click any file or folder and generate a shareable link with an expiry date and optionally a password. No extra setup needed, and the recipient doesn't need a Microsoft account if you use the Anyone with the link option.

If you're sharing with the same external parties regularly: Set them up as SharePoint guest users. They get a login and can access a dedicated folder or document library you've scoped for them. Much cleaner than sending links every time, and you get proper access audit logs.

 If this is a structured process, like sending documents to clients or suppliers as part of a workflow: You'd want to look at automating it with Power Automate. You can trigger a sharing flow directly from Dynamics 365 events, so when a specific record reaches a certain stage, the linked PDF gets shared automatically with the right person without anyone doing it manually.

One thing worth sorting out before picking an approach is permissions scoping. You don't want external users accidentally browsing beyond the files you intend to share, so the library or folder structure in SharePoint matters a lot here.

Happy to go deeper on any of these if it helps.

Hi amu​ 

you can work with SharePoint and you have more possibilities:

1. Share files
2. Share folders
3. copy files to another site/teams to work together

In all variants, the permissions must be carefully considered in advance in order to find the appropriate solution.

Best, Dave