Module 2: From Lead to Opportunity

Practice Lab – Make a playbook

Scenario

You are a functional consultant configuring Dynamics 365 for Sales for World Wide Importers. The sales department has recently finalized a set of best practices based on past experiences and analysis of successful sales. As part of the best practices, each opportunity must have a set of related activities required to be completed. The set of specific activities to be completed depending on the size of the opportunity. In this lab, you will create playbook templates and activities and use the playbooks within the application.

Important Note: This lab will provide you with an actual Dynamics 365 tenant and licenses for the Power platform applications you will be using in this course. You will only be provided with one tenant for the practice labs in this course. The settings and actions you take within this tenant do not roll-back or reset. Whereas the virtual machine you are provided with does reset each time you close the lab session. What’s more, Dynamics 365 is evolving all the time. The instructions in this document may be different from what you experience in your actual Dynamics 365 tenant. It is also possible to experience a delay of several minutes before the virtual machine has network connectivity to begin the labs.

Exercise 1 - Acquire Tenant Information and Connect

Note: If you have already completed a practice recently, the virtual machine might pick up where you left off and you will not need to login again.  In that case you can skip ahead to exercise two and resume.

Task 1 – Connect to the Power platform administration portal

  1. On Virtual machine MB200-Dynamics_Lab, sign in as Admin with the password Pa55w.rd if you are not already logged in.

  2. Outside the VM in the online lab interface click Files and choose D365 Credentials. This will allocate an Office 365 tenant for you to use in these labs.  It will display the admin email and password for your tenant.  You should copy this information to notepad or similar for your reference.

  3. In MB200-Dynamics_Lab launch Microsoft Edge from the taskbar. By default, the browser opens Office 365. Use the O365 credentials you just acquired in the previous step to login.

  4. Navigate in the browser to the Power platform admin portal at https://admin.Powerplatform.microsoft.com

Exercise 2 – Create Playbook Template

In this exercise, you will create two Playbook Templates, one for Opportunities with $1,000,000 or more estimated budget, and one for Opportunities with estimated budget between $500,000 and $1,000,000.

Task 1 – Create Playbook Categories

In this task you will create Playbook Categories

  1. Go to your Sales Hub application.

  2. Click on the Site Map, click on the … More Options button and select App Settings.

  3. Locate and click Playbook Categories.

  4. Click + New.

  5. Enter Over $1,000,000 for Name and click Save.

  6. Click + New again.

  7. Enter $500,000 to $1,000,000. For Name and click Save.

Task 2 – Create Playbook Template One

In this task, you will create a Playbook Template and add Playbook Activities.

  1. Go on the Site Map button and select Playbook Templates.

  2. Click + New.

  3. Select Over $1,000,000 for Category. The Name will autofill.

  4. Enter 10 for Estimated Duration (days) and click Save.

  5. Locate the Select Record Types section.

  6. Select Opportunity and click >.

  7. Go to the Playbook Activities sub-grid and click + Add Activity.

  8. Select Phone Call.

  9. Enter Introduction and Meeting Setup for Subject.

  10. Enter 2 for Relative Due Date (Days). The number of days is counted from the launch date of the Playbook.

  11. Select 04:00 PM for Relative Due Time.

  12. Select 30 Minute for Duration.

  13. Select High for Priority and click Save.

  14. Click + Add Activity again and select Appointment.

  15. Enter Lunch Meeting with Stakeholders for Subject, 4 for Relative Start Date (Days), select 11:00 AM for Relative Start Time (Hours), 4 for Relative End Date (Days), select 02:00 PM for Relative End Time (Hours), select High for Priority, and click Save.

  16. Click Publish. Playbooks will not be available to your Users until they are published.

  17. Click Publish when prompted to confirm the publishing.

Task 3 – Create Playbook Template Two

In this task, you will create a Playbook Template and add Playbook Activities.

  1. Go on the Site Map button and select Playbook Templates.

  2. Click + New.

  3. Select $500,000 to $1,000,000 for Category. The Name will autofill.

  4. Enter 10 for Estimated Duration (days) and click Save.

  5. Locate the Select Record Types section.

  6. Select Opportunity and click Add.

  7. Go to the Playbook Activities sub-grid and click + Add Activity.

  8. Select Phone Call.

  9. Enter Introduction for Subject.

  10. Enter 4 for Relative Due Date (Days).

  11. Select 03:00 PM for Relative Due Time.

  12. Select 30 Minute for Duration.

  13. Select Normal for Priority and click Save.

  14. Click Publish.

  15. Click Publish again to confirm the publishing.

Exercise 3 – Using Playbooks

In this exercise, you will use the Playbook Templates you created.

Task 1 – Using Playbook One

  1. Go to your Sales Hub application.

  2. Click on the Site Map, click on the … More Options button and select Sales.

  3. Locate and click Opportunities.

  4. Click + New.

  5. Enter Over Million for Topic, 1200000 for Budget Amount, and click Save.

  6. Click on the Launch Playbook button located in the command bar.

  7. Select the Over $1,000,000 template and click Launch.

  8. Click Related and select Playbooks.

  9. You should see the Playbook you launched. Click on the Over 1,000,000 Playbook.

  10. The Playbook will show more information including when it was started, the estimated close date, the related record, and completed activities. Click to open the Phone Call activity.

  11. Select the User you are logged in for Call From, select Jane Doe for Call To, and click Mark Complete.

  12. You will be taken back to the Playbook.

  13. The Completed Activates will now show 50% complete.

Task 2 – Using Playbook Two

  1. Go to your Sales Hub application.

  2. Click on the Site Map, click on the … More Options button and select Sales.

  3. Locate and click Opportunities.

  4. Click + New.

  5. Enter Half a Million for Topic, 500000 for Budget Amount, and click Save.

  6. Click on the Launch Playbook button located in the command bar.

  7. Select the $500,000 to $1,000,000 template and click Launch.

  8. Click Related and select Playbooks.

  9. You should see the Playbook you launched. Click on the $500,000 to $1,000,000 Playbook.

  10. The Playbook will show more information including when it was started, the estimated close date, the related record, and completed activities. Click to open the Phone Call activity.

  11. Select the User you are logged in for Call From, select Jon Doe for Call To, and click Mark Complete.

  12. You will be taken back to the Playbook.

  13. The Completed Activates will now show 100% complete.

  14. Click on the Complete as button located on the commend bar.

  15. Select Successful.

  16. The Playbook will be marked as completed and the playbook and all its activities will become read only.