Provide Seamless Customer Service with Case Management in Dynamics 365

Most of us have experienced the all to familiar situation of having to explain our problem over and over again to numerous support people. If only your issue was recorded the FIRST time you call so you weren’t stuck repeating the same thing. With Case Management in Dynamics 365, a case is started at the beginning of a customer issue or problem. All notes and actions taken to resolve the problem are notated so that when you get a new support person, you don’t have to explain your issue or the steps already taken over again. One area in which Dynamics 365 shines bright is in Case Management.

How to Know if Case Management in Dynamics 365 is a good fit for you

Case management is often used in help desk scenarios, but there are a variety practical business uses for cases in Dynamics 365. There are a series of four questions you can ask yourself to determine if case management in Dynamics 365 is a good fit for you.

1. Do you have a consistent process for handling cases?
2. Can you recall customer interactions and know exactly what happened and when?
3. Are you consistently capturing and recording case interactions??
4. Are your employees enabled to solve problems with a complete view of all the information they need to complete their work?

 

If the answer is “No” to any of these, Microsoft Dynamics 365 for Customer Service could be the solution for you. Contact a customer care representative at enCloud9 today to learn about how Dynamics 365 for Customer Service can enable your agents to provide the seamless customer service.

Customer engagement is the key to driving sales, driving every interaction and decision. In fact, customer service is quickly overtaking price and product as the number one differentiator. Expectations are on the rise. With Dynamics 365 for Customer Service, you can provide customers with quick, meaningful, and personalized service.

Terms to Know

Cases: A case represents a single incident of service. In other words, it represents anything, in the context of a customer interaction, that requires some type of resolution or answer. Multiple cases can be associated with a single customer at any time.
Activities: An activity typically represents an interaction with a customer, like a phone call. Multiple activities can be associated with a single case.
Entitlements: Entitlements specify the amount of support services that a customer is entitled to. Think of them as support contracts.
Knowledge articles: The knowledge base is a repository of informational articles that help customer service representatives resolve cases.
Queues: A queue is a place to organize and store activities and cases that are waiting to be processed.
Service level agreements (SLAs): SLAs are a way to track and define what should happen when a case is opened, like how long it should take to respond to a customer.
Record creation and update rules: Record creation and update rules can be applied to different activity types to automatically create Dynamics 365 records.
Routing rules: Routing rules are applied to cases to automatically route them to a specific queue or user.
Business process flows: A business process flow represents a guided process that has different stages and steps that are used to resolve a specific item, like a case.

How to Add a Case

1. Once you are in the customer service module, make sure cases is selected.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Click on “New Case” in the command bar and a new case record will open.

 

 

 

 

 

 

3. Fill out the appropriate information in the New Case form that opens up and then click “SAVE & CLOSE.” (The required fields are Case Title, Customer, and Owner). The Case can then be assigned to a specific user or team or added to a certain queue.

**Note – If you have Routing Rules in place, you can simply chose “Save and Route” and the case will automatically be routed to the appropriate user, team, or queue based on routing rule criteria.

How to Resolve a Case

Resolving the case means the case is complete. This may include solving a problem, completing a request, or answering a question.
There are two ways to resolve a case in Dynamics 365 (from a case view or from a specific case form)

1. Resolving a case from a view

• Click to the left of the case you want to resolve (to select it) and then click on “Resolve Case.” A “Resolve Case” window pops up.

 

 

 

 

 

 

 

• Fill out the appropriate information in the “Resolve Case” window and click “Resolve.”

2. Resolving a Case from a Case Record

Open the case you want to resolve and click on “Resolve Case” at the top.

 

 

 

 

 

The same “resolve case” window pops up.
Fill in the appropriate information, click “Resolve.”

 

 

To learn more about case management in Dynamics 365, visit our blog.

 

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