Automating email-to-CRM data entry
Working across multiple countries and diverse distribution networks, our client needed to extract structured business data from emails and attachments, eliminate manual data entry in Dynamics 365, handle different document formats (PDF, images, Excel), support multiple business units with different requirements, and maintain visibility and control over data accuracy.AI-powered email data extraction for Dynamics 365
We built a solution that connects Outlook, Azure AI, and Dynamics 365 into a single automated workflow. Instead of manually processing each email, the user opens it, clicks “Process AI Email,” and the system analyzes the email and attachments, extracts key business data, and creates a structured submission in CRM. The user reviews and confirms the result. Manual data entry becomes a validation step.
How AI email processing works with Microsoft Graph and Microsoft Foundry
Email content and attachments are retrieved securely from the user’s mailbox via Microsoft Graph. Attachments and inline images are processed with Azure Document Intelligence (OCR) to extract machine-readable text. A reasoning model in Microsoft Foundry then identifies structured data: customer details, contacts, dates, deadlines, financial and policy information, and maps it to the right Dynamics 365 entities: Opportunities, Quotes, Contacts, and Accounts. Existing records are checked using similarity logic to avoid duplicates, and all CRM records are created in a single transaction.
Users review the AI-generated data in a dedicated Verify stage before anything moves forward.
Configurable AI Prompts managed directly in Dynamics 365
Prompts are stored and managed directly in Dynamics 365 rather than hardcoded. Different business units can define their own extraction rules, and prompts are versioned and continuously improved, without changes to the underlying code.Data Quality, Accuracy Scoring, and Governance in AI-Driven CRM workflows
Built on the core AI principle of Human in the Loop, the solution ensures that humans remain in control at every stage – through a mandatory verification step before processing continues, user-provided accuracy scoring (0–10), the ability to correct extracted data, and full traceability of input, output, and processing status.Faster, more reliable CRM data without added headcount
What used to take minutes per email now takes seconds. Submissions that once sat in an inbox waiting for someone to find the time are processed the moment, they arrive, giving brokers, agents and underwriters, faster responses and giving the business a head start on every new opportunity.
CRM data quality improved across the board – no more inconsistent formatting, missed fields, or duplicate records depending on who happened to process an email. With manual entry removed from the equation, the team’s attention shifted from typing to judgment: reviewing, correcting where needed, and making decisions on submissions rather than transcribing them.
And because the system scales with email volume rather than headcount, our client can absorb growth across its markets without adding administrative overhead – turning what was once a daily bottleneck into a quiet, reliable part of the background.
