How to Create a Lead in Microsoft Dynamics 365 Sales When a Lead is Created in Hot Profile

The task of manually registering the same lead information in both Hot Profile and Microsoft Dynamics365 Sales is inefficient and poses a risk of errors. To improve this situation, many sales managers aim to enhance information accuracy and operational efficiency by integrating these tools. This article explains how to automatically create a lead in Microsoft Dynamics365 Sales when a lead is created in Hot Profile. This automation can be implemented without coding, so please refer to it. Recommended for: - Companies using Hot Profile and Microsoft Dynamics365 Sales - Those seeking to streamline lead management between Hot Profile and Microsoft Dynamics365 Sales - Those looking to integrate Hot Profile and Microsoft Dynamics365 Sales to improve data accuracy and consistency, and prevent input errors Benefits and Examples of Integrating Hot Profile and Microsoft Dynamics365 Sales Benefit 1: Improved Work Efficiency for Sales Teams You might find it cumbersome to register lead information in Microsoft Dynamics365 Sales again after registering it in Hot Profile. Especially in busy situations, repetitive registration tasks can lead to decreased operational efficiency. However, by integrating the two tools, lead information only needs to be entered once. For example, when you want to quickly approach acquired leads, this integration streamlines the registration process, allowing you to start nurturing more swiftly. Benefit 2: Ensuring Data Consistency When managing lead information with two tools, you might have experienced discrepancies in information between the tools. If different information is registered, it results in the need to verify which is accurate, causing work delays. Additionally, there is a risk of entering negotiations with customers based on incorrect information. By integrating Hot Profile and Microsoft Dynamics365 Sales, you can ensure data consistency across tools, reducing unnecessary verification tasks due to information discrepancies. For instance, even if sales representatives use different tools to check lead information, they can always proceed with consistent information, enabling efficient sales activities. Benefit 3: Preventing Human Errors in Repeated Entries Using two tools simultaneously poses a risk of registering different information in Microsoft Dynamics365 Sales than what was registered in Hot Profile. Such human errors can take time to notice, leading to panic or mistakes when different information is registered during busy times. However, by integrating and registering the same lead information in Microsoft Dynamics365 Sales, these human errors can be reduced. For example, even when registering multiple lead information at once, integration not only reduces mistakes during repeated entries but also reduces the burden of manual input, thereby reducing errors when registering lead information in Hot Profile. Next, we will introduce how to create a flow bot in Yoom, which allows app integration without programming, to "create a lead in Microsoft Dynamics365 Sales when a lead is created in Hot Profile." You can implement it by simply setting it according to the template, so please give it a try. [About Yoom]

How to Create a Flow for Integrating Hot Profile with Microsoft Dynamics365 Sales

The flow to integrate Hot Profile with Microsoft Dynamics365 Sales using Yoom progresses through the following four processes.

Register Hot Profile and Microsoft Dynamics365 Sales in My Apps
Copy the template
Set the trigger for Hot Profile, which serves as the starting point of the flow, followed by the settings for Microsoft Dynamics365 Sales
Turn on the trigger button and verify the integration operation between Hot Profile and Microsoft Dynamics365 Sales

Step 1: Integrate Hot Profile and Microsoft Dynamics365 Sales with My Apps

First, register Hot Profile and Microsoft Dynamics365 Sales in My Apps to integrate them with Yoom.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. In the following screen, search for Hot Profile and Microsoft Dynamics365 Sales respectively and proceed to the next screen.

For Hot Profile:

・Enter the account name, access token, and domain according to the instructions, and click "Add" to complete the registration in My Apps.

For Microsoft Dynamics365 Sales:

・Enter the domain and click "Add" to complete the registration in My Apps.
※Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.

Step 2: Copy the Template

Copy the template for integrating Hot Profile with Microsoft Dynamics365 Sales.

1. Open the page of the template below.

2. Click "Try this template" to complete the copy.

Step 3: Setting up the Hot Profile Trigger

Set up the hot profile that triggers the flow.
This flow automatically starts when a new lead is registered in the hot profile.

1. Select "My Projects" in the Yoom management screen and click "Create a lead in Microsoft Dynamics365 Sales when a lead is created in the [Copy] Hot Profile".
* You can change the template title on the next screen.

2. Click "App Trigger When Lead is Created".

3. Confirm the account linked with the hot profile and click "Next".
* Other items are set by default.

4. Set the trigger interval and perform a test.
* Trigger intervals of 5, 10, 15, 30, and 60 minutes are available, and the selectable time varies depending on the plan.
* The flow bot activates once per selected interval to check the trigger action. If you want to reflect lead information immediately, a shorter interval setting is recommended.

5. If the test is successful, the acquired information will be displayed in the output.
If there are no issues, save it.

Step 4: Setting up Lead Registration in Microsoft Dynamics365 Sales

Finally, set up the registration of lead information in Microsoft Dynamics365 Sales based on the information obtained from the hot profile.

1. Click "Create Lead with App Integration".

2. Confirm the account linked with Microsoft Dynamics365 Sales and click "Next".
* Other items are set by default.

3. Set the items you want to register in Microsoft Dynamics365 Sales.
* You can directly input fixed text into each field. For items that vary per lead, click the field and set it from "When Lead is Created" in the displayed output. (Values in double braces {{}} are settings from the output) This allows dynamic reflection of values.

4. Set all the necessary items for lead registration above and perform a test.
If the test is successful, save it.

5. Turn the trigger ON.
From now on, when a lead is registered in the hot profile, it will automatically be registered in Microsoft Dynamics365 Sales as well.

If you have any questions about the flow introduced, please check the help page here.

Other Automation Examples Using Hot Profiles

There are many other examples of automation using hot profiles in Yoom, so here are a few introductions.

1. Add a deadline task with a hot profile and register it in Google Calendar

Even if there is a deadline task, you might miss the deadline due to being busy with work.
In that case, this integration allows you to use Google Calendar as a reminder for deadline tasks.

2. After the meeting ends on Zoom, transcribe and summarize the content, then register it in the Hot Profile report management

Manually creating meeting minutes can be time-consuming.
Especially when you need to review the meeting, finding the relevant parts can be challenging.
However, by utilizing this integration, AI can automatically create the minutes, reducing workload and improving work efficiency.

3. After noting the next response date in the hot profile report management, register it in the Outlook calendar

Even if you register the customer response schedule in the hot profile, there might be instances where it is not registered in the Outlook calendar.
This integration allows you to automatically register customer response dates and times in the Outlook calendar, reducing the risk of missing schedule registrations.

Summary

The integration of Hot Profile and Microsoft Dynamics365 Sales serves as a powerful tool to reduce the manual input burden on sales teams and ensure data consistency.
Additionally, this automation decreases human errors and the need for information verification between different tools, thereby reducing administrative workload and enabling sales members to approach leads more swiftly.
The integration of Hot Profile and Microsoft Dynamics365 Sales can be implemented without code by using Yoom, so please refer to the steps in this article to set up the integration.