Integrating OVOU with Microsoft Dynamics 365 Sales CRM: A Technical Guide

Integrating OVOU with Microsoft Dynamics 365 Sales CRM: A Technical Guide

This document provides a comprehensive, step-by-step guide to setting up the direct integration between OVOU and Microsoft Dynamics 365 Sales CRM. By connecting your Dynamics 365 Sales account, you can automatically transfer leads captured on OVOU into Dynamics 365 Sales, streamlining your sales process and ensuring your team has up-to-date information without manual data entry.

KEY FEATURES

  1. Automatic Lead Synchronization: Every new lead captured on OVOU is automatically transferred to Dynamics 365 Sales, ensuring real-time data updates.
  2. Intelligent Data Updating (No Duplicate Leads):
    1. Duplicate Prevention: If a Lead or Contact with the same email address or phone number exists in Dynamics 365 Sales, the existing record is updated with extra information instead of creating a duplicate.
    2. Search Hierarchy: The system searches for existing records first by email, then by phone number.
  3. Task History Access for Testing and Monitoring: You have full visibility over each lead transfer through the Task History feature. Access it directly from your integration page to test and monitor tasks, ensuring effective lead management.

PREREQUISITES

Microsoft Dynamics 365 Sales Account: Ensure you have an active Microsoft Dynamics 365 Sales account. The account you use to sign in must have Dynamics admin permissions to ensure the integration functions correctly.

FIELD MAPPING

DEFAULT MAPPED FIELDS

The integration automatically maps the following fields from OVOU to Dynamics 365 Sales:
  1. First Name
  2. Last Name
  3. Email
  4. Job Title
  5. Company Name
  6. Phone Number
  7. Lead Owner (assigned to the team member who established the connection with the lead. If the lead owner doesn’t have a Dynamics 365 Sales account, the user who set up the integration is assigned as the default lead owner.)

ADDITIONAL MAPPABLE FIELDS

You can map these additional fields during configuration:
  1. Message - Multiple Lines of Text
  2. Exchange Time (UTC) - Date and Time
  3. OVOU User's Profile URL - Single Line of Text
  4. OVOU User's Full Name - Single Line of Text
  5. Team Name - Single Line of Text
  6. Exchange Source - Single Line of Text

Integration Setup Guide

Follow these steps to configure the OVOU and Dynamics 365 Sales integration:
  1. Log In to Your OVOU Dashboard
    1. Navigate to the OVOU dashboard and enter your login credentials.
  2. Navigate to the Integrations Tab
    1. Once logged in, click on the Integrations tab located in the sidebar menu.
  3. Select Dynamics 365 Sales Integration
    1. Find the Dynamics 365 Sales integration option and click on the Configure button.
  4. Connect to Dynamics 365 Sales
    1. Click the Connect button located at the top-right corner of the configuration page.
    2. Enter your Dynamics 365 Sales subdomain (e.g., orgc270764e.crm3) when prompted, and click Continue.
    3. Sign in with your Microsoft Dynamics Admin account credentials and approve the connection by following the steps prompted in the Microsoft pop-up.
  5. Enable the Integration
    1. After successfully connecting, navigate to the Configuration tab within the integration settings
    2. Toggle the integration switch to "On" to activate the integration.
  6. Optional: Map Additional Fields
    1. Map any additional OVOU fields to Dynamics 365 Sales fields as needed for your organization's requirements,
    2. The Custom Entity must be set to 'Lead'. Custom mappings will not work otherwise.
    3. Ensure that the data types of the OVOU fields match the Dynamics 365 Sales fields to avoid synchronization errors.
Notes
Future Leads Only
The integration will only transfer leads captured after the setup is complete. Past leads are not automatically imported.

Importing Existing Lead

To import existing leads, export them from your OVOU dashboard:
  1. Navigate to the Contacts tab.
  2. Use the export function to download your contacts.
  3. Import the exported contacts into Dynamics 365 Sales manually using Dynamics 365 Sales’s data import tools.

 SECURITY AND PERMISSIONS

Dynamics 365 Sales Account Permissions: The account used to log in must have Microsoft Dynamics Admin permissions to ensure the integration works properly.

Troubleshooting and Support

Monitoring Task History: You can click on the "Task History" on your integration page under the Dynamics 365 Sales integration to monitor each task. This feature allows you to review the status of each contact transfer and identify any issues that may have occurred during synchronization.

For any questions or concerns, please reach out to OVOU Support: support@ovou.com.

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