Completing documents is an inseparable element of everyday sales work, whether it’s creating offers and orders, invoices, or contracts for the clients. Before they are sent to the right customer, you must first generate such documents, and the safest option is PDF. Microsoft Dynamics 365 for Sales will ensure that all activities are properly performed.

Generating a document from a template

Before we send any document to our client, the first step is to create generic templates, that we will use in everyday work. The standardized offer looks much better, than document prepared each time ad hoc. Microsoft Dynamics 365 for Sales addresses this problem by giving the opportunity to create responsive Microsoft Word templates. Responsive, because the response of the generated document depends on the user’s action. Fields and tables can complement each other, according to preferences and conditions, determined by the system administrator or the end user. Not to mention, product images, company logos or specially defined signatures. Creating templates is intuitive and repeatable, so we can freely generate any number of prepared schemes, offers or orders required for our business processes.

Printout in PDF format

We have already prepared a template in Word, in one place we have a header, in other customer data and a summary of products. The next step is to use the native functionality of Microsoft Dynamics 365 for Sales and … generate a document. Just like that. If we have specified and defined information on the template, and then completed the data in the CRM system, all you have to do is click the appropriate button. We download the document in a non-editable format. And it’s ready to send to the customer.

Sending directly from the CRM system

Microsoft Dynamics has a special feature, that allows not only to generate a PDF document immediately, but also to automatically generate an email with an attached PDF file from the template we choose. Of course, we can manage this email and tailor it to our client (I refer to the first episode of our series titled: Contextual email management in Microsoft Dynamics 365). After refining the last elements of the e-mail, all we have to do is click “Send”. That’s all, the generated PDF document goes out to our client.