Sales Lead Qualifier

Sales Lead Qualifier includes two alternative workflows in one solution. Both monitor a shared Inbox for emails with sales in the subject, qualify each enquiry using BANT (Budget, Authority, Need, and Timing), and notify a seller only when a lead is Hot.

Choose either workflow based on your storage needs, use case, and available Power Platform licensing. You do not need to run both.

Authors

Isha Gautam, Jasmita Lamba, and Pulkit Bhagat.

Choose a workflow

Original: Excel logging

Shared mailbox email -> Classifier Agent -> Logging Agent.

• Classifier Agent uses Sonnet 5 with no tools. It reads the email as untrusted data and classifies it as Hot, Warm, Cold, or Filtered. Its labeled text output includes contact details and the BANT rationale.
• Logging Agent uses Sonnet 5 and owns Excel, OneDrive, and Outlook tools. For non-Filtered leads, it checks for the workbook and the three tier-specific tables, creates missing resources, and writes the lead to the matching table. Only Hot leads trigger an email to NotifyEmail.

Revised: Dataverse logging

Shared mailbox email -> Classifier Agent -> exclude Filtered -> Lead Agent -> ShouldLog condition -> Add a new row -> ShouldNotify condition -> Notifier Agent.

• Classifier Agent uses Claude Opus 5 with no tools. It returns structured contact details, phone, tier, BANT signals, reasons, and the Hot-lead subject.
• Filtered condition prevents non-sales emails from reaching the Lead Agent, record creation, or notification.
• Lead Agent uses Claude Opus 5 with no tools. It prepares the record name, subject, first and last names, email address, company, phone, lead source, quality, description, numeric budget when explicitly stated, and purchase timeframe. It sets ShouldLog to true for genuine enquiries and ShouldNotify to true only for Hot leads.
• Add a new row is a Dataverse connector action, not an agent tool. It runs only when ShouldLog is true.
• Notifier Agent uses Claude Opus 5 with only the Outlook Send email tool. It runs after successful record creation, only when ShouldNotify is true, and appends a deep link built from the created record’s response.

Qualification rules

• Hot: Budget Strong and Authority Strong, plus Need Strong or Timing Strong.
• Warm: At least one Strong signal without meeting the Hot criteria.
• Cold: Mostly Weak or Absent signals, generic requests, or no clear buying intent.
• Filtered: Non-sales messages such as newsletters, recruitment, invoices, support requests, and automated replies. Neither workflow logs or notifies these messages.

There is no duplicate lookup in either workflow; repeated enquiries can create additional rows.

Configuration

The Dataverse table, BANT rules, and AI model selections are unchanged.

Customizations

Point the trigger at your own shared sales mailbox, then adjust:

• BANT criteria and tier names in the Classifier Agent. For Original, keep Logging Agent table mappings aligned. For Revised, update downstream conditions and Lead Agent mappings together.
• Which tiers notify. Only Hot leads notify by default. Update Original’s Logging Agent instructions or Revised’s Lead Agent ShouldNotify decision.
• Logged fields such as region or lead score. For Original, extend the Classifier’s output and Logging Agent headers together. For Revised, update structured outputs, the Dataverse schema, and the row-creation mapping.
• Filtering strictness for what counts as spam or noise.
• Storage location if you need SharePoint or a shared folder rather than OneDrive or Dataverse.
• Duplicate handling if repeat enquiries should update or reference an existing lead instead of creating another record.

Keep classification tool-less, treat email content as untrusted, and constrain tool-bearing agents to their intended logging or notification actions.

Prerequisites

• Both workflows: a Power Platform environment where you can import the solution, access to the AI workflow capabilities and selected models, applicable licensing and capacity, an Outlook connection, access to the shared mailbox, and permission to send notifications.
• Original: Excel Online (Business) and OneDrive for Business connections, plus write access to the OneDrive root.
• Revised: a Dataverse connection and create permissions on the included Sales Lead V2 table. Notification recipients also need access to the record to open its link.

Licensing

Choose Original if Excel storage meets your needs and you do not have an entitlement covering the Revised workflow’s Dataverse use. Choose Revised if you need structured Dataverse records and linked alerts and your organization’s Power Platform licensing covers that scenario.

Original is not a license-free alternative: both workflows use AI capabilities whose licensing and capacity requirements must be checked. Microsoft Dataverse is classified as a premium connector, but the applicable entitlement depends on your execution scenario and existing licenses. Confirm coverage with your administrator before enabling either workflow; a generic “Power Platform license” alone is not enough to establish coverage.

See Copilot Studio licensing requirements and the Microsoft Dataverse connector classification.

Import

Download the rebuilt solution ZIP from this page and import it through Power Platform. The ZIP contains both workflows and the Dataverse table, even if you intend to use only Original.

1. Review and replace environment-specific connections during import.
2. Choose Original or Revised and verify its prerequisites and licensing.
3. Replace alias@contoso.com in the selected trigger and alias2@contoso.com in NotifyEmail. For Revised, also update TriggerMailbox to keep its configuration consistent.
4. For Original, confirm SalesLogFileName. For Revised, confirm access to Sales Lead V2 and verify that notification recipients can open record links.
5. Test Hot, Warm, Cold, and non-sales emails with sales in the subject. Confirm that genuine enquiries are logged, Filtered messages are skipped, and only Hot leads notify. For Revised, also test missing budget, phone, and contact-name fields.
6. Enable only the selected workflow and leave the other disabled. Both use the same mailbox and subject filter, so enabling both can produce duplicate processing and alerts.

Each matching email invokes classification and consumes AI capacity. Turn the workflow off between experiments to avoid unnecessary consumption.