Premium auto capture

[This topic is pre-release documentation and is subject to change.]

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Premium auto capture helps salespeople focus on generating revenue instead of spending their time updating Dynamics 365 Sales data and logging every customer-related activity. In addition to activity suggestions based on capturing emails and meetings, premium auto capture also provides suggestions for creating new contacts.

Note

To view the Activity suggestions and Contact suggestions options on the Sales site map, the security role assigned to you must have read privileges on Suggested Activity and Suggested Contact entities. To learn more, see Security roles and privileges.
By default, administrators can view these options on the Sales site map. However, you must enable premium auto capture feature in your organization to use it. To learn more, see How to enable and configure premium auto capture

When an administrator enables premium auto capture, you need to give your consent to allow Dynamics 365 Sales to access your Exchange data so that auto capture can provide suggestions for activities and contacts. You can give consent in one of the following ways:

Through the timeline

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select an entity—for example, Opportunities.

  3. Select a record from the list.

  4. On the timeline, select Allow access.

    Provide consent on the timeline

Through the Relationship Assistant

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select an entity—for example, Dashboard.

  3. In the Relationship Assistant section, select Turn on suggestions.

  4. In the Turn on activity and contact suggestions message, select Allow access.

    Provide consent through relationship assistant

Through personal settings

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. In the change area, select Sales Insights settings.

  3. On the site map, select Sales Insights > Personal settings > Productivity intelligence > Auto capture.

  4. Turn on the Enable preview version toggle.

    Provide consent through personal settings

    Note

    You can turn off the Enable preview version toggle if you don't want Dynamics 365 to access your Outlook data to get activity and contact suggestions.

Manage activity suggestions on the timeline

When you open the record for an entity, the timeline displays the activity suggestions, such as emails and meetings, that are available for the record. Based on the communication captured from your Exchange data, these suggestions will be visible only to you. The suggestions are available for you to review and save for other users to view. You can also dismiss or edit the suggestions, to make sure you capture the right information in the right place.

Auto capture suggestions

By default, a single suggestion is displayed. You can select Show more to display up to three suggestions at a time. If you've got more than three suggestions, the Show all option is displayed. Select Show all to view the list of all available suggestions.

Auto capture all activity suggestions

  • Save: Select this option to add a suggestion as an activity on the timeline wall of a record. After the suggestion is added, other users in your organization can view this suggestion for the record. For example, you open an opportunity Interest shown in AX27 and observe that there are a few suggestions available under it on the timeline. With the Kenny Smith sent an email suggestion selected, select the Save icon. The suggestion is saved as an Kenny Smith sent an email activity on the timeline, and will be visible for other users who access this opportunity.

    Save activity suggestion on timeline

  • Edit: Select this option to add a suggestion as an activity for another record. When you edit and save the suggestion, it's available as an activity on the timeline of the other record and will be visible for users who have access to the record. For example, you open an email from Kenny Smith. On the timeline, you observe that the Kenny Smith sent an email suggestion is more appropriate for Jim Glynn than the suggestion. Select the edit option, and then use the Regarding lookup to choose Jim Glynn.

    Edit activity suggestion on timeline

    After you save the change, a confirmation message appears and specifies that the activity has been added to the Jim Glynn email.

  • Dismiss: Select this option if you don't want to add a suggestion as an activity on the timeline. For example, you opened an opportunity Interest shown in AX27. On the timeline, you observe that the Kenny Smith sent an email suggestion isn't appropriate for the Regarding fields that it's associated with, and you want to ignore it. Select the dismiss option, and then select OK in the confirmation message that appears. The suggestion will no longer appear in the list.

Manage activity suggestions through the grid

The activity suggestions grid provides a single view for all the captured activities based on your communications. This ensures the information isn't lost on the timeline and helps you track activity suggestions in one place. The activity list consists of emails and meetings that are fetched and captured from your Outlook data by premium auto capture.

Activity suggestion grid view

The Activity suggestions grid consists of the following columns:

  • Activity: This column specifies the type of activity, such as email or meeting.

  • Sender: This column specifies the name from whom the activity was received.

  • Subject: This column specifies the subject line of the activity.

  • Regarding: This column specifies the record to which the activity can be added.

Also, the Relationship Assistant displays a card to alert you when new activity suggestions are available. Select Open activity suggestions to open the activity suggestions grid and take appropriate action on the suggestions.

Activity suggestion in relationship assistant

You can perform the following actions on the suggested activities:

  • Save, edit, or delete an activity

  • Save or delete multiple activities

Save an activity

To save an activity so it will be visible on the timeline for a record for other sales personnel, follow these steps:

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select AutoCapture Preview > Activity suggestions.

    Activity suggestion grid view

  3. Select an activity. In this example, we're selecting an email from Kenny Smith that's related to Printers and Paper clips.

    Select an activity

  4. On the toolbar, select Save as activity.

    Save activity suggestion confirmation message

  5. In the confirmation message that appears, select Save.

The activity suggestion is removed from the suggestions list and added to the timeline of the Regarding record, making it visible for everyone who has access to the record.

Edit an activity

After reviewing the activity suggestion, perhaps you decide that the suggestion doesn't belong to the assigned Regarding record. You can change the Regarding record by selecting the appropriate entity to which the activity belongs. Follow these steps:

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select AutoCapture Preview > Activity suggestions.

    Activity suggestion grid view

  3. Select an activity suggestion. In this example, we're selecting an email from Kenny Smith that's related to Printers and Paper clips.

    Select an activity

  4. Select Edit and save.

  5. In the Regarding lookup, select an appropriate Regarding record for the activity suggestion. In this example, we're selecting Jim Glynn.

    Edit activity suggestion on timeline

  6. Select Save.

The activity suggestion is removed from the suggestions list and added to the timeline of the Regarding record, making it visible for everyone who has access to the record.

Delete an activity

Delete any activity suggestions that you don't want to add as activities on the timeline. Follow these steps:

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select AutoCapture Preview > Activity suggestions.

    Activity suggestion grid view

  3. Select an activity suggestion. In this example, we're selecting an email from Kenny Smith that's related to Printers and Paper clips.

    Note

    You can select multiple activity suggestions to delete.

    Select an activity

  4. Select Delete.

    Delete activity suggestion confirmation message

  5. In the confirmation message that appears, select Delete.

A success message is displayed at the bottom of the screen, and the activity suggestion is deleted from the suggestions list.

Manage contact suggestions through the grid

The contact suggestions grid provides a single view of suggestions to create contacts that are captured based on your communications. The list consists of contacts that were captured from your Outlook data, such as To, From, email message, and signature.

Contact suggestion grid view

The contact suggestions grid consists of the following columns:

  • Full Name: This column specifies the full name of the suggested contact.

  • Company Name: This column specifies the name of the company with which the suggested contact is associated.

  • Email: This column specifies the email address of the suggested contact.

Also, the Relationship Assistant displays a card to alert you when a contact suggestion is available. Select Open contact suggestions to open the contact suggestions grid and take appropriate action on the suggestions.

Contact suggestion in relationship assistant

You can perform the following actions on the suggested contacts:

  • Edit, save, or delete a contact

  • Save or delete multiple contacts

Save a contact

To save a contact, follow these steps:

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select AutoCapture Preview > Contact suggestions.

    Contact suggestion grid view

  3. Select a contact. In this example, we're selecting Kenny Smith.

    Select a contact

  4. Select Save as contact.

    Save contact suggestion confirmation message

  5. In the confirmation message that appears, select Save.

A success message is displayed at the bottom of the screen, and the contact is created in your Dynamics 365 organization.

Edit contact

After reviewing the contact suggestion, you identify that some information of the contact suggestion needs update. You can update the information and save. Follow these steps:

  1. Sign in to Dynamics 365 Sales Hub app.

  2. From the site map, select AutoCapture Preview > Contact suggestions.

    Contact suggestion grid view

  3. Select a contact. In this example, we're selecting Kenny Smith.

    Select a contact

  4. Select Edit and save. A Quick Create: Contact form opens to edit the contact information.

    Edit a contact information

  5. Edit the contact information as required, and then select Save and Close.

The contact is created and saved in your Dynamics 365 organization, and a confirmation message is displayed at the bottom of the screen.

Delete contact

Delete contact suggestions if you don't want to add them to your contact list. Follow these steps:

  1. Sign in to the Dynamics 365 Sales Hub app.

  2. On the site map, select AutoCapture Preview > Contact suggestions.

    Contact suggestion grid view

  3. Select a contact. In this example, we're selecting Kenny Smith.

    Note

    You can select multiple contact suggestions to delete.

    Select a contact

  4. Select Delete.

    Delete contact suggestion confirmation message

  5. In the confirmation message that appears, select Delete.

A success message is displayed at the bottom of the screen, and the contact is deleted from the suggestions list.

See also

Enable and configure auto capture
Basic auto capture