Qualify Leads in Dynamics 365 without Creating Opportunities

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hey there folks my name is dan bell with indigent and today we're going to talk and work with opportunity records and before we dig into the opportunity records let's first turn around and talk about what they are really an opportunity in dynamics crm is a lead that's almost ready to buy it's your win right so it's somebody who's interested in the products or services you provide they like what they see and they're just about ready to pull the trigger and purchase something from you when it comes to license and roll requirements the licenses that you would need within the system would be either the dynamics 365 sales enterprise or dynamics 365 sales premium when it comes to the role that you need in the system sales person and above will be sufficient now there are four different ways to get opportunities into the system uh i guess there you could say there's four primary ways but then there's uh you know just little differences how to get them actually in the system when you're looking at the different forms and mechanism right you can qualify or convert a lead right so so something somebody's inquired about something you have it comes that's a lead once you've verified or qualified it confirmed that it's it's something that's legitimate that's when you would actually qualify and that concert converts into an opportunity record the other way is to import opportunity records you go ahead and use the well the best way is to use an excel template to do this you can also create an opportunity record using the create a quick rate and you can also create an opportunity from the actual opportunities list so again there's multiple ways in whichever way you choose is going to be a combination of how your organization utilizes the system with their processes as well as you know sometimes personal preference okay so we're currently in the system and what i'm going to do is uh i'm going to navigate to leads because the first example we're going to go through is converting a lead into an opportunity right i have this lead from mr johnson's here it's a microsoft project online online managed services uh lead yeah they uh this person inquired about managed services to support the user community as well as the system and they liked what they they talked about you know they're interested in in talking a little more detail and getting some kind of proposal down the line so what we're going to do is we're actually going to qualify this particular lead you can see it's currently a lead right here it's in qualify part of our business process flow and what i want to do is i want to actually qualify it saying it's legitimately we're going to pursue it as an opportunity i can click this qualify button and when the processing is finished we'll go ahead and in the top left here you'll see prior to this we saw a lead a record we was what we were working on now we're not working on a lead record working on an opportunity record right and so everything in here was was copied basically to an opportunity record in the dataverse database in the backend we have the topic we have the content contact was created as a content record if it wasn't already existing uh the account i mean the name of the organization uh cot imports if this didn't exist prior it was created new as a newly created account within the system as well okay so these these different things happen within the system um it's gonna be an individual approval process here uh you know i can go ahead and put an estimated close date in here that the more data you put in here the better it is it helps you out for actually you know being able to report on information within the system putting in your estimated revenue of about ten thousand dollars now when you have your opportunity at this point and i'm just gonna go ahead and save it for good measure here um another thing you can also do is come into your products here the products tab and you can go ahead and add products here if you know what it is they're interested in i'm gonna go ahead and first select the price list of crm service usa then i'll go ahead and click add product and you know i can look for project online service here i don't recall having it but the other thing i can do here is i can either select an existing product and look for or i can write a product in product excuse me project online and we'll call it managed managed service just because we like to keep it a little bit different than what we are nearly would i'm going to put a price of 185 like so and then basically what they want to do is they want to get 20 hours of support here and i'll click save and close when that's done now you should see the extended information down here it comes out to around 3 700. um you know if we want to put a discount in here if we could go ahead and put so maybe two percent if they sign by such and such a date if i save this you're going to see the discount will be implemented here brings the 37 down to 36.26 um it looks like the revenue is going to be more like 36 right so i could go back here change that and have those line up as well and there's the product right there project online managed service it's a price per unit is 185 and each unit is going to be an hour quantity is going to be 20 hours the extension is 3700 at this point right so that's basically all the information for that i'm going to go ahead and close excuse me save this and that's the first example of how you convert a lead into an opportunity record right we said there's four different ways we're going to look at a few of them okay i'm going to save and close you know another way that you could do so is uh we can go to the opportunities list you can see it in the navigation here and now i can see i'm in my up open opportunities here multiple different ways to view the information what i can do is i can just go ahead and add a new opportunity here like so and then start typing in the name okay uh and and again this is you're just typing everything in from scratch you know what the topic is the contacts the account and and the information as well and just you basically get it to the point where i did when i converted the opportunity there's another slightly different way than going to the opportunity list let's say that the account already exists and this is going to be another opportunity with an existing account i could go to my accounts list here click on accounts and then what i could do is i could find the account that the an additional opportunity is going to be with maybe it's true being click on druby and we can see this account is already here we see the website we see the address information okay we see the primary contact is done we see some other information down here then we see a recent opportunity noted as the dynamics business central deployment okay what i can do is in recent opportunities i can click this ellipsis here and then i can select new opportunity and what it does is brings up the quick create opportunity and it automatically is aligning it with the existing account right therefore maybe this is going to be power bi report development okay uh who's the contact i think it's still going to be dawn here in this case so we'll leave it as dawn what's their budget it's going to say it's about ten thousand dollars um do we have an estimated close date maybe it's going to be on the third and then we'll go ahead and save and close okay so now we have both opportunities here we have the business central deployment as well as the power bi report development what i can do is i can click right on the opportunity here to go to it or i can go to the list and click on it in the list i'm just going to click on it right there and it's going to take me right to my power bi report development opportunity and i can do the same thing that i did before right so the the you know given that it's within a month we're going to put immediate here as this customer has desire to develop executive reports and dashboards okay and you know maybe there's a deficiency of visibility right and that's basically going to be what we put for that information just because we wanted to capture something now product site if i know what the product is which i kind of do i can go ahead and put that and i'm going to select the same price list that i've been selecting previously all right now with that information filled out the price list we'll go ahead and change the revenue we can either have the revenue be calculated by me you know the user typing it in or have it be system calculated i choose system calculator i'm going to save this information then i'm going to select to add a line item here or product and again the opportunity shows up is it an existing product or am i going to write it in well i believe i have power bi service here i do there it is um the unit basically there's a unit file in there we'll talk about this in a subsequent video price per unit is 195 for uh per hour you know we estimate it's going to take about 24 hours here i'll therefore go ahead and click save and close and i should see the details down here so the 24 hours times 195 is the rate gives me 4680 for the cost yeah i do want to offer a discount here or not if i do i could put a percentage or i could put a you know a specific dollar amount in there whichever i prefer at this point um so i have i have information here and at this point you know i might want to um be in the position to provide this person the proposal and so at this point you know we can go ahead and say well you know since we're producing uh cost information and other information you know it's we're gonna go ahead and move this to develop right so the customer need was executive reports uh power bi service okay uh we identified the stakeholders you know are there competitors here you know in this particular case there might be competitors i don't even know but once i finish this up and maybe i have enough information here i'm ready to provide an uh proposal and send it out to them i can go and click on the next stage and at this point i would need to go ahead and identify the sales team develop proposal complete internal view and then actually present that proposal therefore this this opportunity is going to stay here for just a little bit until those action items are actually completed and we're going to talk about uh creating the quotes and sending off the proposals in a subsequent video for today that that basically covered what we wanted to do we just wanted to work with the opportunity record show you a little options with them i hope you folks learned something today with this video if you have any suggestions you know we'd love to hear from you go ahead and reach out otherwise have a wonderful day and we will see you in a subsequent training video thank you