How to automate lead profiling
To automate lead profiling in Dynamics 365 you use Power Automate, Microsoft's workflow tool. The process requires creating a flow triggered when a lead is modified, evaluating conditions such as interaction count, and updating custom fields like the rating. It requires technical knowledge and a Power Automate license.
How to do it in Teeo
“Automate lead profiling: classify as hot those with 3 or more interactions, warm with 1-2, cold with no interactions”
The automation is active and will classify leads automatically in real time.
How to automate lead profiling in Microsoft Dynamics 365: step by step
Requirements
- ·Requires a Power Automate license (included in some Dynamics 365 Sales plans)
- ·The 'Lead Rating' field already exists in Dynamics 365 with Hot, Warm, Cold values — no need to create a new one
- ·Power Automate flows trigger when the record is saved, not in immediate real time
- ·Correctly configuring triggers and conditions requires knowledge of the Dynamics 365 data structure
Access Power Automate
Open a new browser and go to https://make.powerautomate.com. Sign in with the same Microsoft 365 credentials you use in Dynamics 365. Make sure you are in the correct environment (same as your Dynamics 365).
Create a new automated flow
Click '+ Create' in the left panel and select 'Automated cloud flow'. Give it a descriptive name such as 'Automatic lead classification by interactions'.
Configure the trigger
In the trigger search box, type 'Dataverse' and select 'When a row is added, modified or deleted'. Configure: Change type = 'Modified', Table name = 'Leads'.
Add action to get lead activities
Click '+ New step' and search for 'List rows' from Dataverse. Configure: Table = 'Activities', and in Filter Rows type: `_regardingobjectid_value eq` followed by the dynamic Lead ID (select 'Lead' from the dynamic content).
Count completed activities
Add an 'Initialize variable' step to create an integer variable called 'interactionCount'. Then add 'Apply to each' over the activity results and inside add 'Increment variable' to count each activity.
Add condition: Hot lead (≥3 interactions)
Add a 'Condition' step. Configure: interactionCount >= 3. If TRUE, add 'Update a row' from Dataverse: Table = Leads, Row ID = Lead ID, Lead Rating = 'Hot'.
Add condition: Warm lead (1-2 interactions)
In the FALSE branch of the previous condition, add another 'Condition': interactionCount >= 1 AND interactionCount <= 2. If TRUE, update Lead Rating = 'Warm'. If FALSE, update Lead Rating = 'Cold'.
Review and save the flow
Review the complete flow diagram to verify all branches have the correct update action. Click 'Save' at the top.
Test the flow with a real lead
Click 'Test' in the top right corner, select 'Manually', and edit an existing lead in Dynamics 365 to trigger the flow. Check the run history to confirm the flow completed successfully.
Activate the flow in production
Once confirmed it works correctly, ensure the flow status is 'On'. The flow will now automatically classify each lead every time its record is modified.
Frequently asked questions
Do I need an additional Power Automate license to automate lead profiling?
It depends on your plan. Dynamics 365 Sales Professional and Enterprise include Power Automate licenses with basic capabilities. However, for more complex flows with premium Dataverse steps, a separate Power Automate Premium plan may be required.
Are leads classified in real time when their behavior changes?
The flow triggers when the lead record is saved, not continuously. If interactions are recorded manually, the lead will be reclassified when the record is saved. For truly real-time classification, a more advanced configuration would be needed.
Can I use Dynamics 365's native 'Lead Rating' field for this automation?
Yes. Dynamics 365 already includes the Lead Rating field with Hot, Warm, and Cold values. You don't need to create custom fields. You just need to configure the Power Automate flow to update that existing field based on your classification criteria.