Looking for CRM Software? Check out SoftwareSuggest’s list of best crm software solutions.
This blog will help you understand how you can establish a business process flow in CRM and how it can benefit you. Ready? Let’s dive in!
Why Do You Need To Establish A Business Process Flow?
The business process flow feature in a CRM helps you understand the various stages of business and how vital information is recorded in each stage.
There can be multiple business processes flows for an entity, along with the ability to create custom ones whenever needed. This blog will explain the workflow with the Lead to Opportunity Sales Process as an example.
This includes how they can be created and managed in Dynamics 365. Before we start, let us read a little about Dynamics 365 CRM.
1. About Dynamics 365
It is a trick of e-commerce CRM to grow sales and developed by Microsoft and has been designed to streamline sales, marketing, and customer service. In recent years, it has also grown to become an excellent analytics platform.
It can run marketing campaigns, handle the complete customer support chain, provide social insights, and a lot of other out-of-box functionalities. Moreover, it also offers full mobile CRM strategy in all apps on tablets and mobiles.
Business Process Flow in Dynamics 365
In Dynamics CRM, a certain number of steps need to be completed to fill out the fields. Each benefits of crm software is different, and you can easily understand which stage you are in. You cannot jump to the next step before you complete all the required steps.
The first step is to change the view to “Business Process Flows.” Once you do that, you will have a list of all the available workflows in the system.
We take the “Lead to Opportunity Sales process” as an example.
Since the primary entity here is “Lead,” it starts from the Lead entity. So, whenever you create a new elements of CRM functions, a business process flow section will be displayed on the top of the page. It will also display the fields to capture these details.
Note: There is an option to collapse the business process flow if you don’t want to see it. You can change this by using the “Process” option in the top command bar. This can be done if there are multiple flows for the same entity.
Stages in Lead To Opportunity Business Process
The process has 4 different stages, these include
A title will be displayed with a flag in each stage that will make you aware if the stage is active or not. Furthermore, there will be a timer at the bottom of the flow. This will help you identify how long the record has been in that particular stage.
If you find that the stage is locked, go back and complete the steps remaining in the previous stage. Once the lead is successfully qualified as an opportunity, the active stage will also change from “Qualify” to “Develop.” When you complete the steps in the “Develop” stage, you move forward to the “Propose” stage.
Once you successfully close the opportunity, the flow is completed using the “Close” option, and the record becomes read-only. You cannot make any changes to the stages until you reopen the opportunity tab.
Business Process Flow Designer in Dynamics 365
This was about one process flow, but what if you need to create multiple ones? Well, the Dynamics 365 Business Process Flow designer helps you define and create process flows easily.
Let’s say you want to create another business process flow for the sales process.
Here are the steps you need to follow:
- Navigate to Settings, Processes, then click on New
- Enter a suitable name for your Business Flow
- Select the category as “Business Process Flow.”
- Then, select the entity to which it is related
- Once all this is done, click on “OK,” the Business Process Flow designer page will be displayed.
Once you open the designer page, you will see a set of primary commands. These are-
- Save- updates the changes made to the “Business Process Flow.”
- Validate- checks the logic of the workflow
- Activate- used to turn on/off the business process flow
- Order Process Flow- set order of business process flows
- Edit Security Role- decides which security role has access to the workflow
Note: The components and properties side panel provide options to add steps, stages, conditions, and workflows to the process you are creating. You can easily drag and drop the components available to the main canvas area in the form and easily add the values.
Let’s assume that your initial lead-identifying sales process contains two stages.
- Sales Call
- Technical call
Each stage will have certain steps through which information is captured.
Let’s see how this can be created using the new flow designer.
1. Sales Call Stage
By default, one stage will be in the canvas. So, you can change the properties of that to your initial stage. Then you can set the stage name as “Sales call” and set the first data step as your existing account. Once this is done, add one more step to the same stage. Similarly, you can add other steps also.
If you want to add one more stage to the flow, drag the stage option to the canvas area and place it after the first stage. Then click on “Save” to validate and save your “Business Process Flow.”
You can use the “Order Process Flow” to place your custom business process first in the order. Follow these steps to activate
your “Business Process Flow.”
Navigate to Sales>Leads->New Lead
Now the default process flow will be the one you have created.
2. Mobile Compatibility
Business process flows offer excellent mobile compatibility. A small business for CRM software helps users design business flowers in an easy way.
The stages and steps components can be easily dragged and dropped to the design area. Then you can set the connections and complete the process.
This was all about how you can set a business process flow in a CRM. You do not need extensive technical expertise to create one. Following the right steps will help you do it with ease.
Yet to try out a CRM solution? Let us help you pick one! Schedule a free demo today!