MB2-713 Certification (Microsoft Dynamics CRM 2016 Sales) – Lead Management

As I continue my revision for the MB2-713 certification (Microsoft Dynamics CRM 2016 Sales) I am publishing posts containing my revision notes. Hopefully these may help anyone preparing for the MB2-713 exam.

This time I am going to focus on lead management.

A lead is a potential sale, potential contact or potential account. Typically, you will have a lead qualification process, during which the lead will be contacted and more details gathered. Then at an appropriate point a decision is taken to qualify the lead into a potential or disqualify it. For this reason, the lead record is often considered as a temporary holding area whilst determining their viability. In this post I will look at the process of creating and qualifying leads. And how the resulting opportunities are progressed.

Leads can come from many sources, sometimes companies may buy lists of potentials which are imported into CRM. Or activities can be converted into leads, such as an email from a prospective client. Or leads may be created from social media interactions via the social engagement hub.

The lead construct / process is not mandatory and isn’t used in all organisations. But any high volume business that sources lists of potentials from external companies, attends trade shows, distribute mass mails and the like are likely to use leads. And in all these cases would want to apply a standard qualification process. I have often seen telesales teams work with the lead entity and once someone has been contacted and their details / need confirmed they are converted into an opportunity for the sales team to progress.

An opportunity is a qualified potential sale and is used to track the sales from initial qualification right through to closure. (won or lost.) Typically, when a lead is qualified it will be turned into an opportunity. Along with either being linked to an existing account / contact or by creating a new account and contact. As the lead is not mandatory it should be understood that you can also create opportunities without having a lead.

Managing Leads

There are multiple places to create leads within Microsoft Dynamics CRM;

From the quick create “+” then via a quick create form ….

From the new option directly in the leads area of sales, which would open the standard Lead form ….

Activities can also be converted into leads or leads created by importing data into CRM.

Below you can see a sample lead I have created, some things to notice;

  • Topic is a mandatory field. This is often populated with details of the source if the lead. For example, a business card collected at an annual trade show.
  • Name is a mandatory field.
  • No other contact details are mandatory in an out of the box set-up. (Customizations will typically be used to make at least one field mandatory.)
  • The company field is business recommended, but if selling to consumers directly this would be blank.
  • Leads, by default use the lead to opportunity business process flow. This starts off at the qualify stage.
    • Notice that a lead could be optionally linked to an existing contact or account.
    • Out of the box, estimated budget is a mandatory field which must be completed to progress to the next stage in the sales cycle.

On the right hand side of the lead form you will find navigation to allow you to associate the lead with stakeholders or competitors. Both of these are optional.

Stakeholders are any contacts that have an interest in this lead. Each stakeholder can be given a role which denotes their interest. The role defaults to “Stakeholder” but other options include champion, decision maker, economic buyer, end user, influencer and technical buyer. I imagine this section to be of particular importance when your lead is related to an existing account as you may already know multiple people at the account who will play differing roles on each opportunity.

Additional details can be recorded on the lead, if required. Including things like a description of the requirement associated with this lead, the industry section, currency and if related to a marketing campaign the lead generation can be linked to a source campaign. Maybe you run an advertising campaign and all new leads generate get associated to that campaign. (Allowing marketing to measure its success.)

As with contacts and account the lead record contains contact preferences. Including which channels this lead will accept communications on and what is their preferred approach.

Other useful fields exist in the lead header, including lead source, rating and status. The status is often used to show if the lead is new or if someone has contacted this lead.

I have often seen organisations decide that any contacted leads will be routinely closed “n” months after the initial contact if they haven’t been converted into an opportunity. Or other companies might create rules that say new leads must be contacted within 48 hours of creation. The lead status field helps support these types of customization.

And of course the lead has an owner. I have seen this have great significance in some organisations. It might, for example, be set to the name of the telesales person who is currently tasked with qualifying this lead.

Leads can be quailed or disqualified from the ribbon bar on the lead entity. I will cover the concepts connected with handling qualified leads in my next post. But let’s first look at how to disqualify the lead. You can see in the screen shot below that I can disqualify a lead for several reasons.

  • Lost, this might be used to denote that a lead has already purchased from a competitor.
  • Cannot contact,
    It might be quite common that you are cold calling from a list of data and simply can’t reach the lead. Maybe you are calling a business that no longer exists or someone has changed their phone number.
  • No longer interested, maybe someone registered an interest in your products at a trade show but when contacts they explain that interest has gone.
  • Canceled, I personally try to avoid users selecting this option. But say some duplicate leads are generated by accident. These could be cancelled to resolve the data issue.

Selecting any option from the disqualify list will change the lead status to “Disqualified” making it read only. Also the status shown in the header (held in status reason field) will change to the selected option.

It is not possible to change a disqualified lead but it is possible to use the reactivate option if (for example) the lead should re-contact you with a renewed interested.

Once leads are disqualified their details become read only. But it is important to be aware that this only applies to the main lead details. You can add posts, activities and notes to a read only lead. You can also amend or add stakeholders or competitor details to a read only lead.

I hope this post has given you a good overview of the leads concept and a description of its key fields. Next time I will build on this logic by looking at how leads are qualified. J

8 thoughts on “MB2-713 Certification (Microsoft Dynamics CRM 2016 Sales) – Lead Management

  1. Pingback: MB2-713 Certification (Microsoft Dynamics CRM 2016 Sales) – Opportunity Management | Microsoft Dynamics CRM and Unified Service Desk

  2. Hi Neil,
    Your notes are really helpful. Just one basic question. What is the MB2-713 passing % ? How many questions are there in the evaluation ? and do they stick to the rough % coverage (for different functional areas) as mentioned on the MS Certification details page ?
    Thanks in advance.


    • Thanks for reading my blog.

      The passing % is 70%. (Ish) It is actually 700 marks. Different questions could have different weightings so the calculation doesn’t directly relate to a percentage. But if you want to think of it in terms of a percentage 70%.

      In terms of the marking I think they will stick to the percentage split shown on the skills measured in the Microsoft site. But again keep in mind that this will take into account the weighting of questions. So the actual number of questions could be slightly different to what you might expect.

      There will be between 40 and 60 questions. I think you should maybe expect 45 questions. But they can vary the questions so you might actually get slightly more or less questions.

      Hope this helps and good luck.


      • Hi Neil, Thanks for your prompt response. One more thing. For reading material, I am referring to the videos available online and obviously hands on, on 2016 application. Apart from this, are there any other documents/presentations/videos I can refer to for the certification ?


      • If you work for a Microsoft Partner and are therefore lucky enough to have access to the Dynamics Learning Portal I would make that your first port of call. Beyond that you can consider attending one of the many training courses out there but they do come at a cost.

        I don’t know of any other blogs covering the MB2-713 exam in detail but they must exist. Google is your friend!

        Finally a Google search may point you to a number of companies who will sell you example questions. Normally for a relatively small fee. I have had mixed experiences with these. I’ve often found the answers provided to be questionable. So I avoid them!

        My personal preference is reviewing the details on partner source and then trying things out hands on. (My learning is also helped by writing things down, hence my blog posts!)

        Liked by 1 person

  3. Pingback: MB2-713 Certification (Microsoft Dynamics CRM 2016 Sales) – Revision Guide | Microsoft Dynamics CRM and Unified Service Desk

  4. Pingback: MB2-713 Certification (Microsoft Dynamics CRM 2016 Sales) – Revision Guide - Microsoft Dynamics CRM Community

  5. Pingback: MB2-713 Certification (Microsoft Dynamics CRM 2016 Sales) – Sales Order Processing (Line Items) | Microsoft Dynamics CRM and Unified Service Desk

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