Simplifying Sales Cycle Management by Combining Microsoft Dynamics 365 CRM, Power Automate and SharePoint

About the Client

Headquartered in Toronto, Canada, the client has been the global leader in the wax business for over 75 years. They are one of the preferred strategic partners for companies seeking value throughout the entire supply chain. Whether it’s production, quality control, innovation, or research, the company delivers the appropriate product according to the diverse needs of their customers.

The Challenges in Sales Cycle Management

Since the business spanned different geographies and markets, their sales cycle was complex and interconnected. However, the sales team was finding it tough to manage the sales cycle efficiently. Challenges were immense, especially in various aspects like handling product management, order creation, sales quotations, as well as managing interactions over the phone. Inefficiencies in sales cycle management often led to missed opportunities and was proving to be detrimental to their growth.

Therefore, the client felt the need to have a unified and comprehensive system that helped them to organize and manage client and contact information, track sales orders and ensure on-time follow-ups so to improve overall sales efficiency

How We Combined Dynamics 365 CRM, Power Automate and SharePoint to Improve Sales Cycle Management

The team at Evolvous engaged with the stakeholders to accurately define the challenges faced in sales cycle management. After identifying the pain points, we were able to develop an integrated solution, combining the capabilities of Microsoft Dynamics CRM 2015 Online, Power Automate and Microsoft SharePoint.

The system was geared towards enhancing sales cycle management and facilitated the managing of the client and contact information, sales orders, quotations, as well as integrating phone call tracking and automating workflows.

Key Features of the Solution

The solution we developed had the following key features:

Customizable Order Forms & Real-time Dashboards – By leveraging Dynamics 365 CRM 2015 Online, we created customizable order forms, which made it easy to record and track orders for each customer. At the same time, the real time dashboard of the platform gave the team simplified access to the latest sales data.

Automated task management – Dynamics 365 and Microsoft Power Automate were used to automate the execution of critical tasks. This significantly reduced the turnaround time and avoided human errors.

Improved Document Management – Microsoft SharePoint was used in the background for storing all the important sales management data, including client information, in a secure and structured way.

Custom Plug-ins – Our team also developed customized plugins to seamlessly synchronize data from various systems and update the order statuses.

How Did the Integrated Solution Work

The solution worked seamlessly in sync with their existing processes and systems. It successfully simplified the sales management tasks in a simple and effective way. Here are some of the key functions of the solution that our team at Evolvous developed for the client:

Automated Task Assignment: The system automatically assigned tasks to team members based on pre-defined criteria. This enabled the team to make timely follow-ups and take other actions as required.

Order Status Updates: As the individual orders moved through the sales cycle, their status was automatically updated. This simplified real-time tracking of orders.

Automatic email notification: We also configured the system to automatically send email notifications to the team. This included alerts for order updates, reminders and other critical actions, so that the team remained informed at every stage of the process.

Follow-up reminders: The solution also empowered the client to set automatic reminders for follow-up over phone calls or meetings.

Quote generation: The system made it easy to create accurate quotes through an automated process, created with Dynamics 365 and Power Automate. This reduced the time and effort it took to create quotations manually.

How We Developed and Deployed the Solution with Minimal Disruptions?

The client needed to develop and deploy the solution quickly, so to minimize disruptions to their normal workflows. Therefore, we followed a streamlined process that reduced the turnaround time, without compromising on the performance.

Here is an overview of the process we followed:

Requirement Analysis: We analyzed the needs of the client by actively engaging in extensive discussions with the team. This allowed us to accurately define their sales cycle process and the challenges they faced.

System Design and Customization: Our dedicated team started the work on solution development. We integrated Microsoft Dynamics CRM 2015 Online, Power Automate, and SharePoint and worked towards integrating the required features.

Feature Integration: After the initial design work was completed, we implemented the features for client/contact management, order management, and phone call tracking.

Workflow automation: By using Power Automate and the in-built automation features of Dynamics 365 CRM, we automated tasks like order updates and notifications.

Creating reports and dashboards: Next, we created customizable reports and dashboards for generating sales insights.

Testing: After the required features were implemented, the testing team at Evolvous rigorously tested the system. If any issues were detected, they were promptly resolved

User Training: Together with the client, we also conducted extensive training sessions to impart the right skills to the users so that they can quickly adapt to the technology.

Deployment: After all the above steps were successfully completed, we deployed the system to the ‘live’ environment.

Providing Support: Our team continued to monitor the system and provided ongoing support to the client to help them to sustain the performance.

How Our Solution Transformed Sales Cycle Management and Made it More Efficient?

Our integrated solution based on Microsoft Dynamics 365 CRM, Power Automate significantly improved their sales cycle management process. Here are some of the results the client was able to achieve:

Streamlined Sales Cycle – They can now efficiently manage the entire sales cycle from one system.

Improved Task Management – Thanks to automated task assignments and reminders, the team can now conduct timely follow-ups.

Enhanced Sales Performance – Real-time reports and dashboards provided actionable insights, which allowed the sales team to take better decisions.

Better Client Interaction – Integrated phone call tracking and centralized client data improved communication between the client and its customers.

Increased Efficiency – Smarter automation reduced manual work and sped up the sales process.

Scalability and Control – The solution allowed the client to scale while maintaining control over sales processes.