There are many ways to keep on top of leads in Dynamics. Your choice of technique will depend on a few things
- Your team size – do you need a sophisticated system in a small team?
- Your current workflow – is it complex and needs documenting? Are people not following it?
- Your flow of leads – do you need to filter out cold leads and focus your time on higher scoring leads?
The simplest way of keeping track of leads is to use activity reminders in Dynamics
Set lead reminders using tasks or appointments
A simple solution to remind you to follow up a lead is to use activities in Dynamics
- Open a lead record
- Click the + button in the timeline

Choose from the 4 activity types, depending on your personal workflow and the follow style up you prefer
- Task
- Phone Call
- Appointment
Task follow up activity
- This sets up a Task activity for you in Dynamics. You’ll need to specify a Due date and a Duration.
Phone Call follow up activity
- This sets up a Phone Call activity for you in Dynamics. You’ll need to specify a Due date, a Duration, a Call To name and the direction of the call.
- Unless you have an integrated phone system and an integration in place, the Phone Call activity only sets up a reminder to complete the activity.
Appointment follow up activity
- This sets up an Appointment activity for you in Dynamics and a calendar meeting in Outlook if you have Outlook integration.
- If you specify the lead as an attendee, they will receive a meeting request email from you.
Email Activity
Some people like to use emails as reminders or even as a job list. If that’s the case for you, create an email activity for each lead.
The email activity editor is simple. Add a recipient and any CCs, add a subject and text, then press send
IS YOUR ROUTINE WORKING?
To make these activity reminders work for you, you’ll need a daily routine which includes viewing your task list and scheduling jobs from there.
All these four activity types above will show in your timeline, so you and your colleagues will be able to see understand what stage the lead is at. Most activity types have a notes field to let you provide extra context.
Use Dashboards to show your lead to-do list
If you have set up activities for the leads which you are managing, you’ll need a way of seeing what your to-do list is each day. One simple way of keeping track of your lead activities is to use dashboards.
Dynamics comes installed with many dashboards which can show you multiple views and charts all in one place.
To organise your activities, you’ll need to create some views to add to your dashboard which show you your progress. Here’s some useful views to create
If you’re not familiar with creating views, take a look at our tutorial

Inbox view – a list of all recent leads you own
- Show all leads assigned to you
- Only show active leads
- Sort by Created On date
To make this view more useful, you could add more statuses to your leads like contacted / responded / waiting etc. Then you can filter by them to see only the leads which need action
Upcoming work view – shows tasks you need to do soon
- Show all active activities
- Show leads you own
- Due date is today or say one week later
- Task is not completed
Overdue work view – shows tasks you need to reschedule
- Show all active activities
- Leads you own
- Due date is yesterday or earlier
- Task is not completed
You could even include views which help with housekeeping – leads with no phone number, or email addresses, or any other missing information
- When you’ve created these views, add them to a new Dynamics (not PowerBI) dashboard. Then you can pin that dashboard, so it appears by default when you visit the Dashboard area in Dynamics
- Remember to check your dashboard regularly, and you’ll never miss following up a lead again
More about Dashboards on Microsoft Learn
Use a Dynamics Workflow or Power Automate to create reminders
If you want a more sophisticated, automated solution, you can set up a system which automatically alerts you when a lead needs action.
We won’t go in to the details about how exactly to set up these systems, but we’ll give you an outline of how they work. Get your Dynamics partner or in-house admin to help build the tools
Dynamics Workflows
You can use Dynamics’ built-in workflow editor to create a reminder service.

Here is a simple example
New lead created > Check to see lead is valid and active > Send email to lead owner reminding them that they have a new lead to manage
This example is useful for when other people or systems create leads for you
Activity Due Date is today > Check this is a lead activity and owned by you > Send email reminding you to complete the activity
Power Automate
Power Automate is a more modern and sophisticated way of creating workflows for your Microsoft systems.

You can connect and automate third party software with most Microsoft products including all your Dataverse data (in this case, your Dynamics data)
So you can create workflows like this:
New lead created which is assigned to you > Create a task to review this lead in 24 hours
Lead task is overdue (due date is yesterday or earlier) > Send email reminder
As Power Automate is integrated with other Microsoft products, you could for example, make an automation like this
Lead task is overdue (due date is yesterday or earlier) > Send email reminder > Add an entry in Microsoft To-Do with due date of today
Or use Teams
Lead task is overdue > Send reminder message to Teams
If you’re new to Power Automate, it will take you a little while to understand how to use your Dynamics data to trigger a flow. Once you’re up to speed, there’s a lot of options for how you’d like to be reminded about your upcoming work.
Use Sales Accelerator
You’ll need a Dynamics Sales Enterprise (or greater) licence for this.
Sales Accelerator is an add-on for the leads section of Dynamics sales which makes improvements to the lead workflow
Work lists
Work lists help prioritise your work, by focussing your activities on the leads most likely to convert.

You’ll see the list of leads on the left hand side. The list shows leads that you’re associated with and have activities that are due today or overdue.
Where Sales Accelerator excels is that the list is prioritised by the likelihood of the lead to convert- the lead score. This is calculated using an AI powered lead scoring system.
You can also filter the list by other criteria to fit in with your priorities.
The work list is very much like an inbox for leads. You can open the lead, mark it as complete or snooze it.
Each lead has a suggested next action, which is often a contact method like a phone call, or email.
The next actions are shown in the Up next widget on each lead’s record view

The next actions are determined by creating sequences for each record type. These sequences describe a series of actions the seller should take after a new lead arrives.

The actions usually include things like phone calls and emails, spaced over a time period to warm up the lead. The actions can happen automatically, like a welcome email, or manually like a reminder to call the lead. Either way, the seller works methodically through the sequence (which can contain decision branches) to hopefully convert the lead to an opportunity.
More about designing sequences from Microsoft
More about Sales Accelerator