Ciara Ferrier

Configure behind-the-scenes automation to enhance your workflows



Use Power Automate to Simplify and Notify

Power Automate allows the small business owner to introduce automation into their workflows, simplifying their role in the process by taking care of the background task and notifying when input is required. It consists of "connectors" - actions linking "components' within the microsoft environment - which can be strung together in simple or more complex configurations to carry out a seemingly endless possibility of tasks. Even the basic offering of Power Automate can introduce a significant amount of personalisation and versatility into your Microsoft 365 workspace.

In this post, as an introduction to the topic, we will explore how you can quickly and easily configure your own simple CRM system.

Establish your process

1. Receive an enquiry from a potential customer
2. Be notified of the enquiry in order to respond promptly
3. Gain consent to keep the potential customer updated with our services
4. Store the potential customer's details if they consented to receive news - and ensure details are NOT stored where consent was not given.

Gather necessary components

We need:

1. To make it easy for the potential customer to make contact - FORMS
2. A tool that makes it easy to respond to the enquiry - OUTLOOK
3. Somewhere to store and review the data - SHAREPOINT LISTS
4. A method of checking for and removing information that should not be stored - A PROCESS
5. A distribution list - OUTLOOK

Enquiry form

This can be created in Microsoft Forms. Importantly, a field requesting permission to "Keep in touch," or equivalent should be included.

SharePoint List

Create a list in your SharePoint site. This can be displayed in Teams, if required, with views set up to facilitate review of a subset of data. Views also allow you to restrict what data can be seen by which users. If needed, the list can be exported in Excel format.

The designated user receives an email with full details of the enquiry straight to their inbox, giving them all the information they need to promptly respond.





The details also populate the SharePoint list where they can be viewed according to whether they did or did not consent to keep in touch.



REMEMBER: only details of those who opted in - entered "Yes please," in the enquiry form can be saved as contacts and added to a distribution list.

To select contacts from a contact folder, click on the "To," "cc," or "bcc" button at the top of a new email message.

When sending a marketing email you should protect the email addresses by adding them to the "bcc" field.

Final thoughts

This example of a very simple CRM system was very easily and quickly put together. Despite its simplicity, it definitely enhances the process of ensuring you receive and respond to your enquiries.

Power Automate can supply automation to your workspace in simple and more complex ways. It is well worth exploring the possibilities on offer - especially if you already have a Microsoft 365 licence.