Getting Started with AI in Dynamics 365: Key Guidelines for Success

Artificial Intelligence (AI) is changing the way businesses work. From automating everyday tasks to transforming how decisions are made, AI is no longer something for the future; it's happening right now. For organizations using Microsoft Dynamics 365, AI is creating powerful opportunities to save time, improve productivity, and unlock new ways of working.

But here's the challenge: many companies know they want to use AI but don't know where to begin. Should they start small? Should they build something custom? How do they make sure their data is secure and accurate? And most importantly, how do they get employees to trust and use AI tools every day?

In this blog, we'll walk through the key guidelines and factors to keep in mind when starting your AI journey. These insights come directly from our video discussion, Key Guidelines and Factors to Keep in Mind When Getting Started with AI. Watch the video here for the full conversation. 

 How AI Is Already Changing the Workplace

 The truth is, AI is already in your workplace—even if you haven't officially rolled it out. Employees use personal AI tools every day, from predictive text on phones to online assistants. Within Dynamics 365, Microsoft has built AI directly into tools like Copilot, offering everything from meeting recaps to automated report creation.

Businesses are already seeing AI help with:

• Automating repetitive tasks like summarizing meetings, drafting emails, or processing forms.
• Boosting decision-making by generating insights from Power BI dashboards or running predictive analysis.
• Accelerating onboarding and learning by giving new employees an easy way to ask HR questions and access company policies.
• Enhancing collaboration by creating PowerPoints, proposals, and other content faster.

The reality: AI is no longer optional. It's becoming part of how work gets done.

Agentic AI vs. Prompt-Based AI 

When most people think of AI, they think of tools like ChatGPT, systems that need you to ask a question before they respond. This is called prompt-based AI.

But AI has already moved further. Today's leading solutions include agentic AI—AI agents that can act independently. Instead of waiting for a prompt, they can be assigned tasks and complete them on their own. For example, an AI agent could:

• Conduct market research for a campaign.
• Draft a customer proposal by pulling from multiple documents.
• Monitor financial performance and flag exceptions for leadership.

This shift is important because it means AI is not just a tool for Q&A; it can become an active partner in business operations. 

Real Use Cases for Dynamics 365 Users

Organizations using Microsoft Dynamics 365 already have access to powerful AI tools, both built-in and custom. Some examples include:

• Customer Service: Automatically drafting responses or creating knowledge base articles from support cases.
• Business Central: Using AI to reconcile bank accounts or forecast sales and inventory.
• Development: Leveraging GitHub Copilot to write and document code faster.
• Sales & Marketing: Drafting prospect emails, building SEO content, or analyzing sales opportunities.
• Executive Leadership: Summarizing meeting minutes, analyzing data at scale, and highlighting exceptions that need attention.

These are not "future" ideas; they're already saving businesses hours of work and improving decision-making today. 

The First Step: Ideation and Framework

The hardest part for many businesses is figuring out where to start. Should you try an out-of-the-box solution? Should you build a custom agent?

At WebSan, we guide clients through an AI workshop to identify high-value opportunities. We use a framework called ICE (Impact, Confidence, Ease):

• Impact: How much value will this solution bring?
• Confidence: How certain are we that it will deliver results?
• Ease: How difficult or resource-intensive will it be to implement?

This approach helps companies focus on the best starting points—balancing high-value outcomes with achievable goals.xt here ...

 Building an AI Project: Prototype to Production

Unlike traditional ERP projects, AI projects are iterative. Instead of waiting months to see results, you begin with a prototype. That prototype becomes an MVP (Minimum Viable Product), which then moves into production.

The key here is defining what "minimum viable" means for your business. For some use cases, 80% accuracy may be enough if humans handle the remaining 20%. Over time, the AI system improves and becomes more reliable.

This "human-in-the-loop" approach ensures that AI complements people, rather than replacing them. 

Change Management and Culture 

The success of AI adoption isn't just about technology—it's about people. Many employees worry AI will take their jobs. The truth is, AI often eliminates low-value, repetitive work and frees employees to focus on higher-value tasks.

Here's what makes a difference:

• Involve employees early in the process. Their input builds trust and ensures the tool reflects real-world needs.
• Position AI as a "copilot" that works alongside employees, not as a replacement.
• Build a culture of innovation where experimenting with new tools is encouraged.

When employees feel included, adoption rates rise, and AI projects succeed. 

Data Quality and Security 

One of the most important factors in AI success is data quality. Poor data leads to poor results—AI can't "fix" bad inputs. Setting clear standards for data accuracy and consistency is essential.

Security is another critical factor. Businesses must decide:

• What data is confidential?
• How is access controlled?
• How do we protect sensitive information like salaries, pay rates, or company IP?

It's also important to educate employees on the difference between consumer AI tools and enterprise solutions like Microsoft 365 Copilot, which follow strict security rules.

Without clear governance, AI can create risks. With the right controls, it becomes a trusted, safe tool. 

Why Partner with WebSan 

Implementing AI in Dynamics 365 doesn't have to be overwhelming. At WebSan, we help organizations:

• Identify the highest-value opportunities for AI.
• Guide them through workshops that spark ideas and align goals.
• Build prototypes and MVPs that deliver results quickly.
• Provide governance, security, and change management support.

Our team has helped businesses across industries use AI to boost productivity, improve decision-making, and enhance customer experiences.

Take the Next Step

AI is here to stay—and your competitors are already adopting it. The question is: will you lead the change or fall behind? If you're ready to explore how AI can transform your business with Microsoft Dynamics 365, we're here to help. Contact WebSan today to start your AI journey or watch our full video discussion on getting started with AI.