Case Study

Client Onboarding Application & CRM Workflow Automation

Bringing new clients on board after they’ve signed and paid should be a smooth, exciting experience. But for one growing enterprise, their onboarding process was tangled in manual paperwork, endless email chains, and scattered documents. Without a structured way to track questionnaires or connect data to their third-party licensing software, their team was wasting hours on repetitive data entry. To eliminate these bottlenecks and deliver a flawless customer experience, they partnered with Artesian Software Technologies to engineer a fully automated Dynamics 365 solution.

We engineered a custom Client Onboarding Application centered around Microsoft Dynamics 365 Sales. By leveraging Power Automate and Formstack, the system automatically triggers client questionnaires and securely routes uploaded documents straight into SharePoint and Microsoft Dataverse. Once an onboarding specialist reviews the file, a custom API instantly syncs the client’s data directly to the external licensing software. This eliminates manual handoffs, accelerates onboarding timelines, and provides leadership with real-time visibility into every active case.

CRM Platform

Dynamics 365 Sales

Forms

Formstack Forms

Automation

Power Automate

Document Storage

SharePoint

Data Layer

Microsoft Dataverse

Integration

API Integration

The Challenge

  • Unstructured Onboarding Workflows: Relying on scattered manual steps caused slow, inconsistent client setups and increased the risk of missing critical requirements.

  • Scattered Document Management: Questionnaires and client files were collected and tracked manually, making organization and retrieval highly difficult for the team.

  • Poor Task Visibility: The lack of a centralized dashboard made it impossible to accurately track active case progress or assign specific responsibilities.

  • Manual Data Collection: Sending questionnaires and chasing clients for their submissions required tedious, manual follow-ups from the onboarding staff.

  • Disconnected CRM Systems: Client data had to be manually re-entered into third-party licensing platforms due to a complete lack of API integration.

Our Solution

  • Dynamics 365 Process Flows: Engineered structured Business Process Flows within Dynamics 365 Sales to seamlessly guide cases from initiation to final closure.

  • Automated Formstack Workflows: Utilized Power Automate to trigger digital Formstack questionnaires directly from the CRM environment based on case status.

  • SharePoint Document Integration: Configured custom API connectors to route uploaded client files automatically into secure, case-specific SharePoint document libraries.

  • Dataverse Data Architecture: Centralized all captured client data and questionnaire payloads within a highly structured, scalable Microsoft Dataverse schema.

  • Third-Party API Data Sync: Developed custom REST API integrations to seamlessly push verified client records from Dynamics 365 directly to external licensing platforms.

Business Impact

  • 50% Faster Client Onboarding: Structured, automated workflows ensure that new clients are onboarded up to 50% faster, delivering total consistency across the entire team.

  • 75% Reduction in Admin Overhead: Automated document storage and questionnaire routing completely eliminated over 40 hours a week of manual data entry for the onboarding staff.

  • Complete Pipeline Visibility: Managers now possess an instant, real-time view of every active onboarding case without needing to request status updates.

  • Zero Data Discrepancies: Microsoft Dataverse ensures all critical client information remains 100% centralized, completely eliminating data silos and lost documentation.

  • Instant Handoffs via Custom APIs: Custom REST API integrations guarantee clients are connected to their licensing experts instantly, cutting manual handoff delays down to zero.

Client Testimonial

The onboarding process is now much easier for our team. We no longer have to spend hours chasing forms, organizing documents, or manually entering client information. Everything is connected and easy to track, which has made the whole process faster and more organized. — Lead Onboarding Specialist, SaaS Provider

Project Screenshots

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