Using Sales Literature in Dynamics 365

Sales literature in Dynamics 365 is often overlooked, yet it plays an important role in how sales teams access, share and control customer-facing content. Often, organisations invest heavily in CRM platforms but rely on disconnected folders, email attachments or personal storage for sales collateral. This creates inconsistency, version control issues and unnecessary friction for sales teams. When used properly, sales literature in Dynamics 365 provides a structured way to manage approved materials directly within the flow of commercial activity. It supports consistency, improves efficiency and creates a stronger link between content and outcomes.

Sales teams need fast access to accurate information. Marketing teams need confidence that the right materials are being used. Leaders need visibility into what content supports deals and where gaps exist. Sales literature, when configured with intent, helps address all three needs without introducing complexity. It is not a replacement for document management platforms, but it acts as a controlled layer that connects content to products, opportunities and campaigns. This makes it a practical feature for organisations looking to improve sales enablement without adding new tools.

What Sales Literature Is and How It Fits into Dynamics 365

Sales literature in Dynamics 365 provides a structured catalogue of approved sales and marketing materials. It allows organisations to define what content is available, how it is described and where it should be used. Typical materials include brochures, product sheets, case studies, proposals and onboarding documents. Each item is represented by a record that stores metadata such as subject, description, related products and status.

The actual document files are commonly stored in SharePoint, with Dynamics 365 linking to them rather than duplicating storage. This approach ensures version control and avoids the risks associated with uploading multiple copies of the same file. The sales literature record acts as a reference point that connects the document to CRM activity.

This structure allows teams to search, filter and access content directly within Dynamics 365. Rather than switching between systems, sales users can find relevant materials while working on opportunities or reviewing product records. This reduces friction and encourages consistent use of approved collateral.

Sales literature is not designed to replace collaboration tools such as Teams or SharePoint. Instead, it provides a commercial context for content. Its value lies in connecting materials to the sales process rather than simply storing files.

How Sales Literature in Dynamics 365 Works

From a technical perspective, sales literature uses standard relationships within Dataverse. Sales literature records can be associated with products, opportunities, campaigns and competitors. This allows content to appear in context, rather than existing as a disconnected library.

For example, a product record can surface all relevant brochures and datasheets. An opportunity can show proposal templates or case studies that support that stage of the deal. This contextual visibility helps sales teams focus on the materials that matter, rather than browsing large repositories.

Because these relationships are native to Dynamics 365, they support reporting and traceability. Sales and marketing can analyse which materials are linked to successful deals and which are rarely used. This insight helps marketing teams refine content strategy and retire outdated assets.

Importantly, this capability is already part of the platform. It does not require additional licences or custom development. When configured correctly, sales literature becomes a lightweight yet effective layer that enhances how content supports revenue-generating activities.

Why Sales Literature Matters for Sales and Marketing Teams

Sales literature addresses several persistent challenges in sales enablement. One of the most common is time wasted searching for documents. Sales teams often rely on shared drives or email threads to locate materials, which can lead to delays and frustration. Centralising approved content sales literature in Dynamics 365 reduces this friction.

Consistency is another key benefit, simply because when there are different versions of the same document, brand credibility suffers. Sales literature allows marketing teams to control which materials are active and to retire outdated content without relying on manual communication.

Compliance and governance also improve. Regulated industries, in particular, benefit from knowing which materials are approved for customer use. Sales literature provides a clear framework for managing this approval process.

Finally, it supports better insight as by linking content to records in Dynamics 365, organisations can see how materials are used and whether they contribute to successful outcomes. This moves content management into something that’s evidence-based rather than assumptions.

Who Benefits Most from Using Sales Literature

Sales literature in Dynamics 365 delivers value across multiple roles:

• Sales teams gain quick access to current, relevant materials without leaving the CRM.
• Sales managers gain confidence that approved content is being used consistently.
• Marketing teams gain a controlled environment to manage collateral and measure effectiveness.
• Customer success teams can reuse onboarding and training materials in a structured way.
• Leadership teams gain visibility into how content supports the pipeline and revenue.

Because the feature is shared across roles, it encourages collaboration without introducing additional systems. Everyone works from the same source of truth, which reduces duplication and misalignment.

Common Risks and How to Avoid Them

Sales literature can lose value if it is not actively managed. One common risk is treating it as a dumping ground for every document ever created. This makes search results noisy and discourages use.

Inconsistent naming and poor metadata also reduce effectiveness. Without clear subjects and keywords, even a well-curated library becomes difficult to navigate. Ownership is another critical factor because when no one is responsible for reviewing and updating content, outdated materials persist.

To avoid these issues, organisations should define clear criteria for what belongs in sales literature. Regular reviews should be scheduled, and responsibility should sit with marketing or sales operations. Content that is not used should be questioned and potentially removed.

Sales literature works best when it is treated as an enablement tool, not a storage location.

Best Practices for Using Sales Literature in Dynamics 365 Effectively

A small number of practical principles make a significant difference:

• Curate deliberately
  Focus on high-impact, current materials rather than completeness.
• Organise with intent
  Use consistent naming, subjects and keywords that reflect how sales teams search.
• Assign clear ownership
  Ensure someone is accountable for updates, reviews and retirement.
• Link content strategically
  Associate materials with products, opportunities or campaigns where they are most relevant.
• Review usage regularly
  Use CRM reporting to understand which materials support deals.

Automation can also help. Power Automate can be used to flag content that has not been reviewed within a defined timeframe or to notify owners when materials approach a retirement date. This reduces manual effort and keeps the library current.

How Sales Literature Supports Copilot When Configured Correctly

Sales literature becomes more powerful when aligned with Microsoft Copilot. While Copilot does not currently read attachments directly from the sales literature entity, it does draw from SharePoint content. This makes the relationship between Dynamics 365 and SharePoint particularly important.

When approved documents are stored in SharePoint and linked via sales literature records, Copilot can reference them for summarisation, recommendations and content suggestions. Sales users can ask natural language questions and receive responses grounded in approved materials.

To support this capability, organisations should ensure that SharePoint libraries are well structured, access permissions are clear, and metadata is consistent. This allows Copilot to surface relevant content without exposing outdated or inappropriate information.

When configured properly, sales literature acts as a bridge between structured CRM data and AI-driven assistance. This supports more informed conversations and reduces preparation time for sales teams.

Integrating Sales Literature into Ongoing CRM Improvement

Sales literature delivers the most value when it is part of a broader CRM improvement approach. Initial setup should focus on structure and relevance. Over time, organisations can refine categories, introduce reporting and integrate insights into content planning.

This iterative approach ensures that sales literature evolves alongside the business. It also supports AI readiness by ensuring that content foundations are strong before advanced capabilities are introduced.

Rather than viewing sales literature as a static feature, organisations should treat it as an evolving enablement layer. This mindset encourages continuous improvement and ensures that content supports real commercial needs.

Putting into practice

Using sales literature in Dynamics 365 effectively requires intention rather than complexity. When sales and marketing curate content carefully, link it to Dynamics activity and maintain clear ownership, the feature becomes a reliable source of enablement rather than an overlooked menu item.

Sales teams gain speed and confidence. Marketing teams gain control and insight. Leaders gain visibility into how content supports performance. When aligned with SharePoint and Copilot, sales literature also contributes to a more intelligent and responsive CRM environment.

For organisations looking to improve sales enablement without adding new tools, sales literature remains one of the most practical features available.

If your sales teams struggle to find the right materials, or marketing lacks visibility into how content supports deals, it may be time to review how sales literature is set up in Dynamics 365. A structured approach can reduce friction, improve consistency and ensure that approved content supports real sales activity. If you want to understand how your current configuration could be improved, get in touch with the QGate team today.