RPA powers bidirectional data flow
between disparate systems

Try the RPA boost!

Overview

The client is a major dealer of HVAC equipment with operations in Northeast Wisconsin (headquartered), Eastern Michigan, and Northern Ohio. Manual data sync between disparate ERP systems was causing sales opportunities to go awry. The client was using Dynamics 365 for managing sales opportunities while one of its key channel sales partners was on Oracle Sales Cloud

Challenge

Owing to the disparate customer management solutions, barriers to data clarity were inevitable. Oftentimes, both sides were pursuing the same opportunities, oblivious to the other party’s activities, which ended up benefiting none. None of them had a clear view of the leads and prospects the other was following, leading to channel conflicts. Manual efforts at tallying the data from the two systems weren’t bearing fruits due to obvious inefficiencies, errors, and long TAT. The client team had to constantly check for sales data changes in the partner’s OSC and update the same in Dynamics 365. Consequently, besides business loss, reputation was getting tarnished while additional overheads were hitting the bottom line.

Nalashaa’s RPA team carried out an analysis of the workflow and identified the pain points and the relationships between them. The team zeroed in on an RPA solution that would perfectly synchronize information between the two systems. Establishing sales data sync would notify the teams of the status of individual prospects, thus avoiding all sales conflicts.

An RPA solution was tailored to the client’s workflow and deployed to realize efficient data exchange. For frequent data synchronization, the bot executes the following steps at every 15 minutes.

  • Update Closed and Modified Opportunities from Dynamics 365 in Oracle Sales Cloud
  • Update Expired Opportunities from OSC in Dynamics 365

Updating Closed and Modified Opportunities from Dynamics 365 in Oracle Sales Cloud.

  • The bot fetches the data to be updated in OSC from Dynamics 365 (using an API).
  • Bot logs in to OSC using Windows Credential Manager to retrieve user details.
  • Upon successful login, it searches for the particular opportunity in OSC with its unique opportunity number and updates the details depending on whether the Opportunity is Closed/Won, Closed/Lost, or Closed/Cancelled.
  • On successfully updating the opportunity details, it marks the corresponding status field in Dynamics to ‘Yes’, indicating that the particular opportunity has been updated in OSC.
  • Bot logs out of OSC.

If in case, any opportunity gets updated in Dynamics 365 (estimated close date, follow-up date, etc.) after it has been closed, it is updated again in OSC.

Updating Expired Opportunities from OSC

  • The bot logs in to the OSC account and retrieves all ‘Expired’ opportunities by filtering them by dates.
  • It then iterates through each opportunity to fetch their corresponding values (OSC Notes, Estimated close date, Follow-up date, Confidence, etc.) from Dynamics CRM using the API.
  • Once retrieved, the corresponding data is fed in OSC and the status of the expired opportunities is updated in Dynamics 365.
  • The bot logs out of OSC.
For exceptions while executing the above, the bot notifies the concerned team via emails.
Before RPA After RPA
Opportunity details sync mode Manual Automatic
Accuracy 70% 100%
Data latency 12 hours 15 minutes
Manpower 1 4
Process analysis Manual/ Poor reliability Audit Trails & Summary reports
Human Intervention 100% NIL

Automation Tool and Applications

  • UiPath
  • Microsoft Dynamics 365
  • Oracle Sales Cloud
  • Microsoft Excel and Outlook
  • Windows Credential Manager

Speak to our Experts!

Countless businesses around the world and across industries have gained substantially from smart RPA implementations. Over the last decade, we have enabled our clients to transform their business by tapping their true potential with RPA. We can help you do that too!