Microsoft Dynamics® CRM Training
Creating Accounts and Contacts from Leads
An error occurred while loading the video. Please try again.
In Microsoft Dynamics CRM, Leads can come from a number of sources: marketing campaigns, e-mail inquiries, phone calls, etc. The goal with any Lead is to qualify it as an Opportunity, which hopefully leads to a sale.
What happens when you qualify a Lead record? Chances are you want to add the Lead as a Contact or Account record in your system. Fortunately, Dynamics CRM does this for you automatically so you don’t have to worry about manually copying information from one record and pasting it into another.
When a Lead record with no associated Contact or Account record is qualified, Dynamics CRM will automatically create an associated record and map the information from the Lead to the new record. In this lesson, I’ll demonstrate how this works.
I’ll start with a Lead record I’ve created named Jane Smith. I’ve recorded some basic information about Jane, but notice that the Existing Contact and Existing Account fields have no data. Jane does not exist in this organization as a Contact, and she’s not part of an Account, therefore I cannot associate her with an existing record.
I do want to create a Contact record for her, but I don’t want to do it manually and reenter all of the data I’ve already recorded. Luckily, Dynamics CRM will do this for me if I end up qualifying this Lead. I’ll click Qualify in the command bar.
Dynamics CRM processes the record and it refreshes as an Opportunity. Look at the Contact field though. A Contact records has been made for Jane Smith. If I click her name, her Contact record opens, and I see that all of the information I entered in her Lead record has been mapped to this one automatically.
Also, notice the most recent post in this record’s wall. It tells me that the Lead was qualified and converted to a Contact and Opportunity record. This has saved me the time it would take to do all of this manually, or to build a Workflow to do it for me.
What if I want to create an Account from a Lead? Well, that works similarly too. I’ll demonstrate this by opening another Lead record with no associated Contact or Account.
As you can see, this is Joe Lucas, another Lead with no associated record. Notice the one significant difference between this record, and Jane’s Lead record. I have entered a Company. This company does not exist as an Account yet in my organization yet, but it soon will. Any Lead that has no associated record, but does have a company recorded, will be converted to an Account, Contact, and Opportunity record upon qualification.
I’ll click Qualify in the command bar. It refreshes as an Opportunity record, but notice that it is associated with an Account. However, the Contact field is blank, so what happened to Joe Lucas? I’ll open the Account record to find out.
When the form opens, I see that Joe has been designated as the Primary Contact to the Account. If I open his record, I see that the data from the Lead has been routed here too.
Before I wrap this up, you may have noticed that all of this took place using the new flow forms. However, this same functionality works in classic mode and the old forms too. This functionality has been present in Dynamics CRM for some time now, but it used to involve a dialog. When you would qualify the Lead, you’d be prompted to choose which records to create. Now, Dynamics CRM does it for you automatically based on the data you’ve recorded, thus saving you more time.
For more tips, tricks, and tutorials, please refer to the Success Portal, and blog.xrm.com.