How to Use Product Hierarchies to Capture Information on a Lead

In Microsoft Dynamics 365/CRM, you have the ability to set up products and product families.

At Ledgeview and within the community, we most often associate products with opportunities and quotes where we want to capture quantities, prices, etc.

In some cases, however, we may want to begin capturing some of this product-related information at the lead level to use as a reference if the lead is qualified and an opportunity is created.

With a lead, there is quite possibly not the level of detail available to capture individual products. But, there may be enough information to capture a higher level of product information. Here is where using the family level might be helpful.

Let’s assume a company has a product structure that is something like the following:

Automobile Dashboard

  • Dashboard Frame
  • Air Vent Cover
  • Information Screen
  • Wiring Harness
  • Etc.

Truck Seat

  • Seat Frame
  • Lumbar Support Knob
  • Headrest
  • Springs
  • Arm Rest
  • Etc.

At the lead level, it may be unlikely that we have enough information to define individual products.  But, during the course of qualifying the lead, we may learn this prospect buys Truck Seats and would like that information to carry over to the opportunity when qualified.

Setting this up on the lead can be pretty straightforward.  An example of a Truck Seat family product record is shown below:

Using Product Hierarchies to Capture Information on a Lead


The setup for a product within the Truck Seat family is shown below:

Using Product Hierarchies to Capture Information on a Lead


Since we may be capturing more than one Family on the lead, setting up a related custom entity to the lead is a good option.

This allows you to capture additional information if desired on the related record (e.g. number purchased annually, etc.).

The custom entity form can be as simple as shown below. Set a view for the Product Family lookup to filter out records that are not Family level products and you are all set.

Using Product Hierarchies to Capture Information on a Lead


On the Lead form, you can then add a subgrid that allows users to view and update potential Products quickly.

Using Product Hierarchies to Capture Information on a Lead


To add a final touch, you could display the Potential Products information on the Opportunity form after the Lead is qualified.  Just use a Lead Quick View Form such as below, or if appropriate, have a custom plugin developed to copy the records from the Lead to a corresponding custom entity related to the Opportunity form.

Using Product Hierarchies to Capture Information on a Lead


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