Dynasys CRM for Business Central — Documentation

Overview

Dynasys CRM is a sales workspace inside Business Central. It works directly on Business Central's own CRM data — contacts, opportunities and sales cycles, to-dos, interaction log entries, salespeople and customers — and adds events, sales targets, automations, e-mail tracking and an optional AI assistant. Its modules:

• Dashboard — pipeline KPIs, pipeline funnel, won revenue by month, at-risk deals and recent interactions.
• Companies — company contacts with their financial picture, contacts, deals, invoices, orders and notes.
• Contacts — people and companies, with a health score and full profile.
• Deals — opportunities on a board by sales cycle stage.
• Activities — your tasks, meetings and calls, the interaction log and activity KPIs.
• Analytics — sales targets against actuals, per salesperson and month.
• Events — exhibitions, conferences, trade shows, webinars and visits, with their results.
• Calendar — tasks and events by month.

The workspace is available in English and Turkish and follows each user's Business Central language. It adapts to phones in the Business Central mobile app.

Prerequisites

• Microsoft Dynamics 365 Business Central version 23 (2023 release wave 2) or later, online or on-premises.
• Business Central's relationship management basics set up: salespeople (linked to their users in User Setup), sales cycles with stages, and the interaction template setup.
• To install: the Business Central administrator role (or the Extension Management permission).
• For e-mails from the CRM and automation e-mails: an e-mail account set up in Business Central.
• Optional, for e-mail tracking: Microsoft 365 with a shared mailbox and an app registration in Microsoft Entra ID with the Mail.Read application permission.
• Optional, for the AI assistant: an Azure OpenAI resource with a chat model deployment (and a vision-capable deployment for business card scanning).

Installation

Initial setup

1. 1
   Permissions. Assign Dynasys CRM (DTK CRM USER) to every CRM user and Dynasys CRM Admin (DTK CRM ADMIN) to the people who configure it.
2. 2
   Dynasys CRM Setup. Choose the default module and date range, the colour theme, the at-risk, inactivity and churn-risk thresholds (in days), how many top contacts and companies to show, the health score weights, and whether target Actual means Won Deal Value or Invoiced Revenue.
3. 3
   Sales targets. Enter monthly targets per salesperson under Dynasys CRM Sales Targets.
4. 4
   Automations (optional). Switch on the automations you want (see below) and schedule the daily automation job from the setup page.
5. 5
   E-mail tracking (optional). See below.
6. 6
   AI assistant (optional). See below.
7. 7
   Personal settings. Each user can choose their default module and date range, dark mode, favourite salesperson and a reply-to name and address for e-mails under My CRM Settings.

Licensing and trial

• Every user who opens Dynasys CRM needs a licensed seat.
• The trial starts automatically the first time the app is used in a company: 30 days, up to 3 users. The first users who open the app take the trial seats.
• A licence key is issued per company. Open Dynasys License Setup, copy the Company License ID and send it with Request a License, or to licenses@dynasys.tech. Paste or import the key you receive, choose Activate, and choose the users under Licensed Users.
• The automation and e-mail tracking jobs run only while the licence or trial is active; without one they simply do nothing.

Using the workspace

• Filters. The salesperson and date range filters at the top apply to every module. Each user can pre-select a favourite salesperson.
• Search. The search box finds companies, contacts and deals.
• Contacts and companies. Create people and companies (a new person can be linked to an existing or a new company), open a profile to see interactions, deals, tasks and notes, and send an e-mail from the profile. Company profiles add balance, credit limit, overdue amount, last 12-month revenue, recent invoices and open orders.
• Health score and churn risk. The health score (0–100) combines how recently and how often you were in contact with the revenue involved; companies without interaction for longer than the churn-risk threshold are flagged.
• Deals. Create a deal for a contact with its sales cycle, salesperson, value and expected closing date. Drag cards between stages; Business Central records the stage change. A deal without activity for longer than the at-risk threshold is flagged.
• Activities. Create tasks, meetings and phone calls with a priority, time, contact, deal or event, and complete them when done. The interaction log and KPIs show calls, meetings, e-mails and the task completion rate.
• Events. Create an event with its type (exhibition, country visit, conference, trade show, webinar or other), dates, location, budget, status and participants. Contacts, deals and activities can be linked to it; its profile shows the linked pipeline.
• Calendar. See tasks and events by month, open an event's quick actions (new contact, deal or activity) and create or edit tasks for a day.
• Analytics. Target, actual, attainment and pipeline coverage for the team, a monthly chart and a leaderboard; open a salesperson to see each month.
• Notifications. The bell shows automation alerts and other notices for you.

Sales automations

Switch each automation on in Dynasys CRM Setup and set its threshold. They run once a day:

1. 1
   Closing date alert — a high-priority task when a deal's closing date is near and no follow-up task exists.
2. 2
   Contact inactivity — a reminder task when a contact has had no interaction for a number of days.
3. 3
   Quote follow-up — a follow-up task when a new sales quote is created.
4. 4
   Overdue balance — an urgent task when a customer's overdue balance exceeds a threshold.
5. 5
   Deal stuck — a task when a deal has stayed in the same stage without activity too long.
6. 6
   Target pace — a warning, on a chosen day of the month, when a salesperson is behind their monthly target pace (optionally also e-mailed to a manager).
7. 7
   New contact in an active account — a task to introduce and qualify a new contact at a company with open deals.
8. 8
   Invoice interaction — logs an interaction on the customer's contact when a sales invoice is posted.

E-mail tracking

• Create a shared mailbox in Microsoft 365 and an app registration in Microsoft Entra ID with the Mail.Read application permission (limit it to the tracking mailbox with an application access policy if you wish).
• In Dynasys CRM Setup, enter the tenant ID, client ID and tracking mailbox, set the client secret with Set Graph Client Secret, choose the polling interval, switch on Email Tracking Enabled and schedule the mail listener job.
• E-mails sent from the CRM are copied (BCC) to the tracking mailbox. The listener reads only the sender, subject, time and message ID of new messages: e-mails from known contacts are logged as interactions (linked to the deal when the contact has exactly one open deal); e-mails from unknown senders are only counted; the same message is never logged twice.
• Dynasys CRM Mail Tracking Log shows what was logged, with a retention period you choose.

AI assistant

• In Dynasys CRM Setup, enter your Azure OpenAI endpoint, deployment name and API version, set the API key with Set Azure OpenAI API Key, optionally a vision deployment for business cards, and switch on AI Enabled.
• Features: AI Summarize on contacts, companies and deals; AI commentary on the dashboard and analytics; e-mail drafts; the AI chat assistant; and business card scanning on devices with a camera.
• AI Usage & Cost Report and AI Call Log show token usage and estimated cost per user and feature. Set token prices and an optional monthly cost alert in setup.
• When AI is switched off, no AI buttons are shown and nothing is sent to Azure OpenAI.

FAQ

Support

E-mail info@dynasys.tech. We aim to reply within one business day.