Creating a Follow-up Task After an Opportunity Wins in Dynamics 365

In this article, the seventh in the series of articles on Everyday Power Automate Solutions for Dynamics 365, we will build a simple Power Automate automation to make customer communication more consistent and improve the overall sales process.

Andrei is a well-skilled Project Manager, Microsoft-certified Consultant, and hands-on Developer with extensive technical expertise. He leads multiple projects, actively engages in industry events, and brings substantial experience in delivering Dynamics 365 Sales and Dynamics 365 Customer Service solutions. His expertise spans Power Automate, Power Apps, Power Pages, Power BI, Copilot Studio, and Microsoft AI, enabling him to combine strong strategic leadership with a deep understanding of technology and implementation.

Winning an opportunity is an important milestone in any sales process, but the relationship with the customer does not necessarily end when the deal is closed. In many businesses, it makes sense to contact the customer again after a certain period of time to ask how things are going, collect feedback, discuss additional needs, or simply maintain the relationship.

The problem is that these follow-up activities are easy to forget. Once an opportunity is marked as Won, sales representatives naturally move their attention to other active deals, and scheduling a future check-in may not be their highest priority at that moment. Power Automate can take care of this small but important step by automatically creating a follow-up task for the opportunity owner whenever a deal is successfully closed.

In the previous article from this series, Weekly High Value Opportunities Digest in Dynamics 365, we explored how to build a simple flow that sends a weekly email featuring the five open opportunities with the highest estimated revenue. Now, we will learn how to create a follow-up task for the opportunity owner after the opportunity wins.

During one of the weekly meetings, a sales manager mentioned that the team was doing a good job of closing opportunities, but follow-up communication after successful deals was inconsistent. Some sales representatives remembered to contact their customers again after a few weeks, while others moved on to new opportunities and never scheduled a follow-up.

The manager asked to create a simple automation that would make this process more consistent. Whenever an opportunity is marked as "Won," the system should automatically create a follow-up task for the opportunity owner, with a due date set for 30 days after the opportunity is closed. The task should be linked to the original opportunity and remind the owner to contact the customer, check how things are going, and continue building the relationship.

Once you have opened Power Automate and selected the appropriate environment, you can create the flow:

1. In the environment where you want to set up the automation, select the "Automated cloud flow" to create a new flow (1).

   

2. Give the flow a name (2), select a flow's trigger "When a row is added, modified or deleted" (3), then click on the "Create" (4).

   

3. On the Power Automate designer page, configure the trigger as follows:

   1

   Set the "Change type" to the "Modified", because we only want the flow to react when an existing opportunity is updated.

   2

   Set the "Table name" to the "Opportunities", since we are monitoring the "Opportunity" table.

   3

   Set the "Scope" to the "Organization", because the flow should trigger regardless of which user updates the opportunity.

   4

   Set the "Select columns" to the "statecode", because this is the schema name of the "Opportunity - Status" field, and we only need to monitor changes to this field.

   5

   Set the "Filter rows" to the "statecode eq 1", because the value "1" represents a "Won" opportunity. This ensures the flow triggers only when an opportunity is updated to Won status.

   

4. Form a follow-up task. Add a new "Add a new row" action and configure it as follows:

   1

   Set the "Table name" to the "Tasks", since we are creating a new task.

   2

   Give the task a meaningful name in the "Subject" field, so the owner immediately understands what should be done.

   ! Note. The "Description" field is optional, but it is a good place to add additional context or instructions if needed.

   3

   For this example, we will set both the "Start Date" and the "Due Date" to 30 days from today.

   ! Note. Since this is a simple follow-up task, there is no need to use different dates.

   ! Note. If you want to estimate how long the follow-up should take, specify the value in minutes in the "Duration" field.

   4

   Next, assign the task to the opportunity owner. Since the "Owner" is a lookup field, the value must be provided in the correct format: "systemusers(Owner_ID)".

   ! Note. If required, set the task priority. If you leave this field empty, Dynamics 365 will use the default "Normal priority".

   5

   Finally, link the task to the corresponding "Opportunity" by populating the "Opportunity" lookup field in the same way as you assigned the "Owner".

   

   

From this point forward, whenever an opportunity is marked as "Won," Power Automate will automatically create a follow-up task and assign it to the opportunity owner.

This simple automation helps ensure successful deals do not end the conversation and reminds the sales team to stay in touch with customers.

UDS Blog articles:

• Weekly High Value Opportunities Digest in Dynamics 365
• Dynamics 365 Opportunity Management: Detecting and Notifying Missing Fields
• Reminding about an Overdue Opportunity to Close Dates in Dynamics 365 CRM
• Detecting Duplicated Leads by Email in Dynamics 365 CRM
• Identifying and Automating Inactive Leads in Dynamics 365 CRM
• Managing Forgotten Leads in Dynamics 365 CRM
• Power Automate Solution: Instant Teams Notifications for New Contact Registrations