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Syncing with Microsoft Dynamics 365

Margaret
  • Updated

Business users cropped.png

 

The HiHello integration for Microsoft Dynamics 365 Sales CRM allows you and your team to supercharge your HiHello cards by leveraging automatic contact syncing.

 

Connecting to Microsoft Dynamics 365

 

To begin syncing your HiHello Contacts with your Microsoft Dynamics 365 instance:

Admin settings icon.png 

  • Navigate to the Integrations tab
  • Scroll down and click "Connect" next to the Dynamics 365 Sales integration:

Dynamics connect button.png

  • This will open a window with two tabs related to this integration. We recommend reading the Overview tab before clicking "Connect" to finish setting up the integration:

Dynamics overview tab.png

  • In the window that opens, input your Dynamics 365 Sales subdomain then click "Continue." Your subdomain is likely to be in the form of "{subdomain}.crm". 
  • Log into your Microsoft Dynamics admin account. Please note that the login needs to be completed by an admin from your Microsoft Dynamics instance for the integration to work correctly.
  • After the Microsoft authentication is complete, you will be taken back to your HiHello Settings page where you can manage your integration. If the integration worked, your integration will now say "Connected" in HiHello.

 

Configuring Your Microsoft Dynamics 365 Integration

Now that your HiHello account is connected to your Microsoft Dynamics 365 account, you can configure the integration to sync your contacts in a way that suits your needs. 

 

To configure your integration:

  • Go to the Settings page of your admin profile and select "Manage" next to the Microsoft Dynamics integration:

Dynmaics connected.png

  • In the window that opens, go to the Configuration tab and use the toggles to turn on "Sync as contacts" and/or "Sync as leads." Either workflow completely removes the need for manual data entry or lead selection for your users.
    • Sync as contacts - This allows you to send HiHello Contacts to Dynamics as Contacts. This workflow will automatically sync contacts from HiHello to Dynamics whenever any member of your organization captures a new contact with their assigned HiHello card. By default, contacts synced from HiHello go to the My Active Contacts group in Dynamics.
    • Sync as leads - This allows you to send HiHello Contacts to Dynamics as Leads. This workflow will automatically sync contacts from HiHello to Dynamics whenever any member of your organization captures a new contact with their assigned HiHello card. By default, contacts synced from HiHello go to the My Open Leads group in Dynamics.

Dynamics contact toggle.png

  • Once you have toggled on a contacts or leads workflow (multiple workflows can be turned on if needed), you can customize the connection. For the integration to be configured correctly, you first need to map the fields in the left column (Dynamics Fields) to the fields in the right column (HiHello Fields). Both workflows have similar customization options. You only need to configure this once.

    First, Set the "Object Name" field by selecting either Lead or Contact depending on whichever workflow you toggled on, then create your mappings. Please note that the Object Name must be set to either "Lead" or "Contact", otherwise the custom mappings will not work.

Dynamics object columns.png

Now the setup is complete and any new or updated contacts created by members of your organization using their HiHello cards will be automatically synced to Dynamics according to the workflows you defined in the configuration tab. 

 

Syncing HiHello Contact Tags to Microsoft Dynamics

HiHello Tags allow you and your team to add additional information to your contacts in HiHello. These tags can be configured to sync to your Dynamics Leads or Contacts and can then be used to filter and sort through different groups of contacts in your Dynamics 365 dashboard. Syncing tag information from HiHello to Dynamics requires additional configuration steps, outlined below.

 

The following process needs to be done separately for both Contacts and Leads. If you want to sync HiHello contact tags to both Contacts and Leads in Dynamics, you will need to do this process twice.

 

  • In your Microsoft Dynamics instance, go to My Active Contacts or My Open Leads:

My Active Contacts.png

  • Navigate to the Settings page and select Advanced Settings

Dynamics Settings tab.png

  • From the Dynamics Customizations Dashboard, navigate to Settings > Customizations

Dynamics customization tab.png

  • Click on “Customize the System”

Dynamics customize the system.png

  • Navigate to the Entities tab under Components

Dynamics entities tab.png

  • Scroll down to the Contact or Lead dropdown, and click on the corresponding Field option in that submenu
  • Click on New
  • In the window that opens, you will enter the details for the new Tags field
    • Enter a Display Name, such as “HiHello Tags”
    • You can also configure other settings according to your organization’s needs, such as whether this field will appear as sortable or searchable in Dynamics, or if it should have a character limit
    • Save and Close the modal once complete.

Dynamics new field window.png

Now that you have created an entity called “HiHello Tags” in your Dynamics environment, you need to add it to your default Contact or Lead form.

  • In the previously opened Power Apps pop-up window, navigate to Contact > Forms
  • Scroll through the list and click on the default form used for your Lead or Contact information
  • Click on the default form to open it
  • In the window that appears, scroll down in the Field Explorer list on the right until you see the field entity you just created, for example, “HiHello Tags”

Dynamics HiHello tag on contact form.png

  • Drag and drop this "HiHello Tags" into the default form, wherever you want the field to live in the hierarchy
  • Save the form and click Publish in the top left

To verify that your new field has been added successfully, return to your Contacts list in Dynamics and refresh the tab, you should see your new entity, “HiHello Tags” appear in the contact information form. 

Dynamics form with HiHello tag.png

 

The final step of this configuration is to add the new entity in your HiHello settings. 

  • Go to the Settings page of your admin profile and select "Manage" next to the Microsoft Dynamics integration:

Dynmaics connected.png

  • Scroll down to your enabled "Sync as Contacts" or "Sync as Leads" workflow
  • Under Field Mappings, type in the name of your new Tags entity, for example "HiHello tags" you will see the entity appear as a suggested field, with ‘new_’ appended to it
  • Map the right side of the column to Tags, which maps to the contact tags from HiHello:

Dynamics tags dropdown.png

Now any new or updated contacts from HiHello will appear in Dynamics with their corresponding tags, whenever applicable.

 

How to Disconnect Your Microsoft Dynamics Integration

If you decide to disable your Dynamics integration, you can easily do that on the Settings page of your HiHello account.

  • Go to the Settings page of your admin profile and select "Manage" next to the Microsoft Dynamics integration:

Dynmaics connected.png

  • Go to your Configuration tab
  • Scroll down and click "Disconnect"

 

 

FAQs

What information will sync through the Microsoft Dynamics 365 integration?

The HiHello Microsoft Dynamics 365 integration can sync the following fields:

  • First Name
  • Last Name
  • Email(s)
  • Job Title
  • Company
  • Department
  • Phone Number(s)
  • Website
  • Address(es)
  • Contact Owner (the organization member who initially created the contact)
  • HiHello Tags

Will this integration work with contacts I added to HiHello before I connected to the Microsoft Dynamics integration?

Yes, to sync previously existing contacts from HiHello, click on the ‘Sync’ button next to the Dynamics 365 Sales integration on your HiHello settings page:

Dynamics Sync button.png

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