Importing, Assigning and Contacting Leads in Dynamics CRM 2015

CRM is a configurable application, meaning that it strategically built to meet your individual business needs. That might be something as simple as adding a field to a screen that you can capture data into, or something more elaborate such as building out workflows inside of CRM.

Dynamics CRM can be deployed in two different ways. It can be run online (Microsoft hosts your CRM site and you access it though the internet) or you can do an on-premise deployment (the CRM software is installed on a server at your location). The only difference between the two is how the software is licensed.

The most current version is Service Pack 1 of Dynamics CRM 2015 which was released in the spring. Below are some ways your sales team can improve productivity using this powerful system.

Importing a List of Lead Records

leads

To import a list of leads from your browser:

  1. Click the Sales drop down at the top of your home page and select Leads
  2. Click on Import Data and upload your spreadsheet of leadscontact from outlookJPG
  3. Select a previously saved Data Map

Or, you can manually enter a lead into the system by selecting +New in the upper left corner of your screen.

Leads can also come from your Outlook:

  1. Highlight an email from the prospect
  2. Click the Convert To drop down at the top your screen and select Lead

Lastly, you can create lead records from a website. If you have a page on your website where users can fill out a “contact us” or can download a page for information, you can convert that information into a lead. This requires a third-party add-on to CRM (such as ClickDimensions).

Assigning a Lead

You can define a workflow rule in CRM to assign leads to specific sales reps. One example of a workflow rule you might establish is based on product interest. If there is a lead that gets created in the system (whether from import, manually, the website etc.), and the lead has defined the product he or she is interested in, you can assign the sales rep to the lead based on that product. You can also create workflow rules based on territory, zip code or any field that you want to categorize.

product

(In this example, all leads interested in Product A would be automatically assigned to Jeff).

If you are running CRM online, you can access an out-of-the-box integration tool called insideviewInsideView for free. InsideView provides some additional information about the lead’s company (news, revenue, number of employees, key contacts etc.) and allows you to sync any of this information into your CRM database.

Another useful feature is the business process flow, which is configurable to your company’s sales process. Below is an example of a four-stage process (you can create and label as many stages that work best for your company’s process).

business process flow

Notice that under the third stage, you can choose to send a PDF catalog to the lead using workflow automation.

 Contacting Leads & Logging Activities from a CRM Mobile App

The CRM mobile apps (free) are much more convenient for the times when you do not have easy access to your computer. For example, if you are meeting with a lead in person, you may want to quickly log an activity or a follow-up task in the lead record.

mobile home

After talking or meeting with a lead, you can decide whether to qualify or disqualify them as a valid lead. Selecting the qualify button will create 1) A new account record for the company, 2) a new contact for the record and 3) an opportunity record (versus a lead record). Qualifying the lead will also move you to the second stage of the business flow process.

stage 2

Within the opportunity record, you can log Product Line Items as well. Here you can find suggested products for you to offer in addition to what the lead has expressed interest in.

productline suggestions

The above lead may have interest in 2,000 units which would be an estimated amount of $29,980. Including some additional products from the listed suggestions will give you a higher estimate.

Adjust your estimated revenue by selecting either “User Provided” (entered in manually) or “System Calculated” (entered automatically by the total amount in the product lines). Depending on how far along you are in your business process flow, this revenue number will be included in the sales pipeline funnel (along with all your other opportunities) on your homepage:

sales numbers

Building a Quote

One of the things you can do in CRM is build quotes against your opportunities. (You can find this feature by scrolling down the opportunity record). The quote will prepopulate all of the information from the record and provide additional fields such as the shipping address and sales description. You can then activate the quote and select “Print Quote for Customer”. This will pull up a Mail Merge tool (with Microsoft Word as its engine) but you can always create quote templates, design them how you want them to look and then use this functionality.

To add any needed revisions in the future, simply click “Revise” on your active quote. (CRM will save each revision separately).

If you would like to learn more about how Microsoft Dynamics CRM can improve your sales productivity, please feel free to reach out to us today!

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