How to register a lead to a hot profile after creating a lead in Microsoft Dynamics 365 Sales

Manually entering lead information acquired in Microsoft Dynamics365 Sales into Hot Profile is time-consuming and burdensome for the staff responsible. If lead registration automation is achieved, it can lead to a reduction in human errors such as input and transcription mistakes, as well as a reduction in working hours, thereby alleviating the burden on the person in charge. In this article, we will explain in detail the specific methods of app integration using Yoom and the benefits of its implementation.

Recommended for

・Those who want to streamline lead management operations for their sales team
・IT personnel who want to improve data accuracy
・Representatives of companies looking to implement business process automation
・Team managers aiming for cost reduction and efficiency
・Those using Microsoft Dynamics365 Sales and Hot Profile who want to integrate them for business unification

Benefits and Examples of Integrating Microsoft Dynamics365 Sales and Hot Profile

1. Avoidance of Human Error

When registering lead information from Microsoft Dynamics365 Sales into Hot Profile, manual work can lead to human errors. For example, in environments handling many leads, there was a risk of input mistakes and oversights, but the introduction of an automated flow can minimize input and transcription errors. The person in charge can conduct sales activities based on accurate information, contributing to a reliable work environment.

2. Reduction of Workload for Staff

Manually registering lead information from Microsoft Dynamics365 Sales into Hot Profile is a laborious task for sales representatives. By implementing this automated flow, the need to work across different apps is eliminated, leading to a reduction in the burden on the person in charge. For instance, there is no longer a need to manually check and prioritize newly generated leads each time, reducing the manual workload and potentially enabling more effective sales activities.

3. Achieving Cost Reduction

The task of manually registering information from Microsoft Dynamics365 Sales into Hot Profile incurs costs. By utilizing this integration, it may be possible to improve such cost structures. As a specific example, automating lead registration allows sales representatives to allocate their working hours to other important tasks, potentially enabling appropriate prioritization of leads. Quick responses become possible, and smooth progress in negotiations can be expected, leading to reduced sales costs.

[About Yoom]

Now, let's create a flow bot using the template "When a lead is created in Microsoft Dynamics365 Sales, register the lead in Hot Profile".

How to Create a Connection Flow Between Microsoft Dynamics365 Sales and Hot Profile

The process to complete the flow will proceed as follows.

・Connect Microsoft Dynamics365 Sales and Hot Profile to My Apps
・Copy the template
・Set triggers in Microsoft Dynamics365 Sales and configure Hot Profile
・Turn on the trigger

Let's start by creating a new connection for the apps you want to integrate.

・Connect Microsoft Dynamics365 Sales and Hot Profile to My Apps

(1) First, connect Microsoft Dynamics365 Sales to My Apps.
After logging into your Yoom account, click "My Apps" on the left panel and search for Microsoft Dynamics365 Sales from "New Connection".

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Search for and click on the app icon for Microsoft Dynamics365 Sales.

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(2) Enter the "domain" of the Microsoft Dynamics365 Sales you want to connect and click [Add].
The first connection to Microsoft Dynamics365 Sales is now complete.

・Microsoft365 (formerly Office365) offers both personal and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to a business plan.

(3) Next, connect the Hot Profile app.
Select Hot Profile in the same way as registering Microsoft Dynamics365 Sales to My Apps.

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(4) Enter the "account name", "access token", and "domain" for the Hot Profile you want to connect.
After entering the information, click [Add].

After clicking, you will be taken to the My Apps screen of your Yoom account with the two apps added.
Now, the two apps are connected to your Yoom account.

・Copy the Template

After confirming that the new connection of the target app is complete in your Yoom account, click the icon for "Try this template" below.

The template will be copied, so click the "OK" button.

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Please move to the "My Projects" screen of your Yoom account and check the template content.

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There are two setup flows.

・Trigger Setup for Microsoft Dynamics365 Sales

(1) First, set up the app trigger for Microsoft Dynamics365 Sales.

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From "My Projects" on the left side of your Yoom account screen, click "【Copy】Register lead to hot profile when lead is created in Microsoft Dynamics365 Sales".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) First, click on the trigger "When a lead is created".

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(3) Enter the account information to be linked and click [Next].
On the next screen, enter information such as "Trigger Activation Interval" and "Domain".

Select any of the following for "Trigger Activation Interval": 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
*Note that the trigger activation interval varies depending on the plan.

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(4) After entering the information, click [Test], and if there are no issues, click [Save].
In this step, you can obtain information as output as shown below.
The output information can be quoted and utilized in subsequent steps, as noted in "This value can be used in other operations."

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・Hot Profile Setup

(1) Finally, click on the second action "Register Lead".

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(2) Enter the account information to be linked with the hot profile and click [Next].

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(3) On the next screen, enter information such as "Company ID" and "Location ID".
As shown in the screen below, you can select "Candidates" or outputs based on the entered content by clicking the input bar.

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Additionally, below is an example of quoting and setting the output information 【Email Address】 and 【Mobile Phone Number】 obtained from the previous step.

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(4) Scroll down and fill in the required fields.
Items such as "〇〇 Flag" can be set from the dropdown as shown in the image below.

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(5) After setting, click [Test], and if there are no issues, click [Save].
This completes the setup.

・Turn on the Trigger

By clicking the red frame part "Turn on Trigger" on the screen below, the flow bot will start automatically.

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Here is the template used this time

Other Automation Examples Using Hot Profile

There are other examples of automation using Hot Profile in Yoom, so here are a few introductions.

Transcribe and Summarize the Content When a Zoom Meeting Ends and Register it in Hot Profile's Report Management

By utilizing this flow, the content of a Zoom meeting is automatically transcribed and summarized after the meeting ends, and registered in Hot Profile's report management.
Staff who participated in the meeting no longer need to create minutes, allowing them to focus on reviewing the meeting content and planning the next actions.

When you add a deadline task in the hot profile, it will be registered in Google Calendar

When you add a deadline task, you can automatically add it to Google Calendar.
By automatically registering deadlines, you can maintain accurate shared information and ensure reliable task processing.
This will shorten the time spent on tasks and allow you to focus on core business activities, leading to improved operational efficiency.

Extract email signature information with AI and register it, or confirm with the person in charge before registering business card information in Hot Profile

When an email is received, AI automatically reads the signature information and confirms with the person in charge whether to register it in the business card information of Hot Profile.
Business card information is registered only if approved by the person in charge, preventing the registration of unnecessary information.

Summary

With the integration of Microsoft Dynamics365 Sales and Hot Profile, lead registration can be automated, allowing sales representatives to conduct their activities more efficiently.
Additionally, it can help prevent human errors and reduce the burden on sales support staff. This could be a significant advantage for companies and individuals considering the implementation of automation.

Please take advantage of Yoom to experience automation through app integration.

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