How to create follow-up sequences
Creating follow-up sequences in Dynamics 365 requires the Sales Accelerator module, available only with Sales Premium or Enterprise licenses. The process involves navigating to Sales Hub, configuring sequence steps with wait conditions and actions, and then connecting it to a lead segment. The full process takes about 40 minutes. In Teeo, you describe the sequence in a single message.
How to do it in Teeo
“Create a follow-up sequence: first message at 3 days, second at 7 days, third at 14 days without response”
The sequence is active and will execute automatically at the defined intervals.
How to create follow-up sequences in Microsoft Dynamics 365: step by step
Requirements
- ·Sequences in Dynamics 365 are part of Sales Accelerator, which is only available with Dynamics 365 Sales Premium and Sales Enterprise licenses. The Sales Professional license does not include this feature.
- ·Each sequence step can be of type Email, Phone Call, Task, or LinkedIn (if you have Sales Navigator integrated). Sequence emails are sent from the Outlook mailbox of the assigned representative.
- ·To activate a sequence on a lead or contact, you must connect the sequence to a defined segment or assign it manually record by record from the lead's profile.
- ·Exit conditions (if the lead responds, if the deal closes) must be configured as 'Exit Criteria' within the sequence to prevent contacts from receiving messages after taking action.
Verify you have a Sales Premium or Enterprise license
The Sales Accelerator module (where Sequences live) requires a Dynamics 365 Sales Premium or Enterprise license. Go to Settings > Advanced Settings > License Information to verify your license type. If you have Sales Professional, this feature will not be available.
Open Sales Hub and go to Sales Accelerator
Log in to Dynamics 365, open the 'Sales Hub' application, and in the left navigation bar find the 'Sales Accelerator' section. Click 'Sequences'. If you don't see this section, your organization's administrator may need to enable Sales Accelerator in Settings > Sales Accelerator > Setup.
Create a new sequence
On the Sequences page, click '+ New Sequence'. The creation wizard will open. Enter a descriptive name for the sequence (e.g., 'Post-meeting follow-up 3-7-14 days') and a brief description of its purpose.
Define the sequence starting point
In the sequence designer, you'll see the first 'Start' node. Configure the entity this sequence applies to (Lead, Contact, or Opportunity) using the 'Entity' dropdown. Click the '+' button below the Start node to add the first step.
Add the first step: wait 3 days
Click '+ Add a step' and select 'Wait'. In the Wait node configuration, set the duration to 3 days. This creates a pause before the first follow-up action. Click 'Save' on the node.
Add the first follow-up action
Click '+' after the 3-day Wait node and select 'Send an email'. In the step editor, write the subject and body of the first follow-up email. You can use dynamic variables like {FirstName} or {CompanyName} to personalize the message.
Add the second wait node (7 days)
Click '+' after the first email and add another 'Wait' step. Configure the duration to 4 additional days (since the first 3 have already elapsed, the cumulative total will be 7 days from the sequence start). Save the node.
Add the second email and third follow-up
Add a 'Send an email' step with the second follow-up message at 7 days. Then add another 'Wait' of 7 additional days (total 14 cumulative days from start) and a third 'Send an email' step with the final follow-up message.
Configure exit criteria
In the sequence settings panel (right side of the designer), find 'Exit Criteria'. Add the conditions under which the contact should exit the sequence: for example, 'If email is replied to' or 'If opportunity status changes to Won/Lost'. This prevents them from continuing to receive automated messages.
Activate the sequence and connect it to a segment
Click 'Activate' to activate the sequence. To apply it automatically to new leads, go to the 'Segments' section in Sales Accelerator, create or select a segment with your target lead criteria, and connect it to this sequence. You can also assign the sequence manually from an individual lead's profile.
Frequently asked questions
What Dynamics 365 license do I need to use Sequences in Sales Accelerator?
Sequences are part of Sales Accelerator, available only with Dynamics 365 Sales Premium and Sales Enterprise licenses. The Sales Professional license does not include this feature. You can verify your license in Settings > Advanced Settings > License Information.
How do I ensure a contact stops receiving messages when they reply in Dynamics 365?
Configure 'Exit Criteria' in the sequence designer. You can add conditions such as 'Email replied to', 'Meeting scheduled', or 'Opportunity status changed' so the contact automatically exits the sequence when any of those conditions are met.
What is the difference between Sequences and Workflows in Dynamics 365?
Sequences are direct communication flows with prospects (emails, calls, tasks) with pauses between steps. Workflows are automations for internal CRM processes (update fields, create records). For sales follow-up with contact messaging, Sequences is the right tool.