Here's a Time Saving Way to Deploy Microsoft Dynamics 365 for Sales


In this post we're focusing on our CRM template developed for sales teams to show how this short-cuts a deployment of Microsoft Dynamics , and how it minimises upfront costs.

When you activate a Dynamics 365 for Sales app, and you'll be presented with a series of standard Dynamics forms for Contacts, Leads, Acccounts and other record types.

Before deploying Dynamics these forms should be customised and as these out-of-the-box displays contain more fields and processes than most organisations would need. Also, there are several examples where these layouts are designed for US firms which aren't relevant for sales teams.

The predictable result of deploying the default Dynamics 365 database without customisation is user confusion and frustration, and ultimately a system that falls short of expectations.

Manually customising forms for each CRM sales entity takes time which racks up costs and add delay to your implementation...

We offer a better solution!

Preact has implemented CRM solutions for UK sales teams for more than 20 years and in this time we've developed an excellent understanding of these needs.

We've used this insight to create a Microsoft Dynamics template optimised for sales users that instantly provides a relevant base-build which can be quickly fine-tuned to speed their CRM deployment. 

This includes hundreds of customisations to the default Microsoft Dynamics 365 instance that would take several days, or even weeks, for an individual organisation to manually apply.

We apply this template for our CRM Quick Start implementations and we deploy this free of charge as part of our Instant CRM for Sales package. 

The template is also available at no cost to organisations that set Preact as their CRM partner of record. Call +44(0)1628 661 810 or email sales@preact.co.uk, to find out more.

Here is just a small selection of the several hundred customisations we've made to demonstrate how our template immediately gives sales teams a better user experience compared to the default CRM build.

LEAD RECORDS

Industry Sector Field

We've updated the standard CRM industry list by replacing industry descriptions that are infrequently used with 22 of the most identifiable markets in the UK.  Easily edited, this provides a relevant structure enabling CRM users to easily and effectively segment their accounts.

Lead Source Field

In the default CRM build, data inserted into the Lead Source field isn't automatically mapped to other records when leads are qualified. In our template we make sure that this data is applied to opportunity and account records enabling CRM users to easily identify where new business originated from.

Lead Type Field

A new field enables sales teams to classify the different types of leads they respond to. Categorise leads that reflect your own mix of services and use this to gain insights on the type of leads generated. 

Estimated Lead Value Field

How valuable are your recent leads? By default the CRM lead form doesn't include a financial value field but even at this initial stage there are many instances where sales teams is able to quantify the financial worth of each lead. We've created a new Estimated Lead Value field and configured a workflow that automatically copies this data when a lead is qualified as an opportunity. 

Initial Product of Interest 

Get insight about which of your products people are enquiring about. For product focused teams we've added this field which includes a product look-up enabling each lead to be accurately categorized. 

Territory Field

For sales teams structured by territories we've added a new field that can segment new leads by regional and other company defined territories.

Job Role Field

In addition to tracking an individual's job title our template customises the standard CRM lead and form with a new field that includes a drop down list to segment individuals on the basis of their role which can include managerial, technical and professional statuses.

Updated Grids

We've revised the grids that appear on the lead record enabling users to easily identify which marketing lists each lead belongs to, and any CRM records these are connected to.

Bing Maps

A map display is automatically shown in the lead form showing the lead's geographical location based on the address entered.

Quick Create Form

We've customised the Quick Create Form enabling users to add new leads with more field detail:


Linking Leads with Accounts & Contacts Records

When a lead record is linked to an existing account our CRM template features an automated process that replaces standard lead fields including website, phone number and address by displaying this data from the associated account record.

Similarly, if leads are linked with an existing contact record the lead form will automatically replace name, mobile number, email and other fields with this detail from the linked contact. 

OPPORTUNITY RECORDS

Weighted Amount Field

More accurately forecast sales opportunities using weighted values. We've added a new calculated field that automatically completes a weighted total for each sales opportunity on the basis of the defined probability and estimated revenue data.

Recent Updates Fields

See at a glance when an opportunity was created and updated, and which user carried out these actions which makes this data clear to all users working on the opportunity:


Mapping Lead Data

We've configured our CRM template for sales team to automatically flow more data to opportunity records when leads are converted, this includes includes lead source, product of interest and lead type. 

Track Won & Lost Reasons

Gain clearer insight into why opportunities are won and lost with status reasons that display when opportunities are closed. For example, select pricing, product or service as reasons for a sale or loss.

Automated Workflows

When an opportunity is created or assigned, we've set a workflow that sends a notification email to the relevant CRM record owner with a link to the opportunity record.

Upon closing an opportunity as won another workflow will automatically update the associated Account record status as 'Customer' if this is not already marked.

ACCOUNTS

We've added a series of additional fields to help businesses accurately profile each account record. These include:

Customer Relationship Field

Segment account records by active customers, prospects and ex-customers with a new Relationship field. As stated above, a Customer status will be set automatically when a new opportunity is closed.

Relationship Status Field

Grade the strength of each customer relationship with new drop down list field to set statuses from Excellent to Ended.

Account Rating Field

Categorise accounts including with options including Key Account and Standard.

Partner / Supplier Status

Use tick boxes to highlight individual accounts as a partner or supplier. 

Additional customisations to the Account form include:

  • Twitter ID field
  • Account number field
  • Automatically enabling a Bing Maps component
  • Updated Industry list reflecting frequently used UK industries
  • Created & Modified fields - check when Account records are updated, and by which user
  • Removing frequently unused fields including Fax, Ticker & Facebook ID

Quick Create Form

A selection of the above custom fields have been added to CRM Quick Create form for creating new Account records:


CONTACTS

A selection of our field customisations to the CRM contact record form include:

  • Twitter & Skype fields
  • Job roles mapped from lead records
  • Alternative email address field
  • Department field

CRM VIEWS

We've deactivated a series of CRM views on Account, Lead, Contact and other record types that are rarely used by sales teams and replaced these with new pre-defined views that include:

  • Partner account records
  • Supplier account records
  • Active customer records
  • Ex-customers
  • All opportunities
  • View all quotes
  • Customer primary contacts
  • Leads for existing accounts

CRM SEARCHES

Creating CRM marketing lists and views can be time consuming when users need to scroll through several hundred fields to find the ones needed for each search filter.

Many of the CRM fields shown in these lists are never used in searches so we've removed a series of these to condense the list of searchable CRM fields that simplifies this process enabling users to more easily find the fields they want to apply. Non-searchable fields include:

  • Fax number
  • Billing section
  • Shipping section
  • Fax
  • Last campaign date
  • SIC code
  • Budget

SECURITY PROFILES

Quickly assign user permissions with our prebuilt security profiles that reflect recommended CRM access rights for most sales roles to protect your data and empower users with the correct Microsoft Dynamics features and functions. These include

  • Standard User - no option to delete, import or export and excludes mobile access
  • Standard Export to Excel - grants export to Excel permissions
  • Standard Access to CRM for Mobile
  • Standard Import to CRM

GET THE CRM TEMPLATE

We use this Dynamics template as the base build in our CRM Quick Start implementations and we deploy this free of charge as part of our Instant CRM for Sales package. 

The template is also available at no cost to organisations that set Preact as their CRM partner of record. Call +44(0)1628 661 810 or email sales@preact.co.uk, to find out more.