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Configure Backoffice Quote Flow with Approvals in the Back-Office 

Backoffice Quote Flow with Approvals (BQFA) is a system workflow that defines a sequence of steps and transitions that a quote can go through as a deal progresses, including the steps where a sales person might have to get approval from the authorized person (e.g. their manager) before sending the quote with updated prices to the buyer.

Note

The difference between the simple quote workflow and the one with approval is covered in the Understanding Quote Workflows section.

To reach the workflow:

  1. Navigate to System > Workflows in the main menu.

  2. Click Backoffice Quote Flow with Approvals to open the flow. The following page opens:

../../../../../../_images/backoffice_quote_with_approval.png

Note

Since BQFA is a system workflow, it cannot be edited, modified, or deleted.

On the Backoffice Quote Flow with Approvals page, you can perform the following actions:

  • Deactivate the workflow - click Deactivate to deactivate the workflow.

  • Update configuration settings - click Configuration, modify the settigns, and click Save And Close.

When the BQFA is activated instead of the simple quote management workflow, and the Price Override Requires Approval option is enabled, the following process is enforced for the quotes where sales person has modified prices:

  1. A sales representative creates a quote for a buyer and sends it to an authorized person (e.g., a sales manager) for review.

  2. Upon the review, a sales manager may do one of the following:

    • Approve a quote, and, sometimes, immediately send it to a buyer.

    • Decline a quote.

    • Return a quote to a sales representative for refinement.

    Note

    The review step is required only after a sales representative has modified prices in the quote.

  3. Once the quote is approved, the sales representative can send it to a buyer.

Prerequisites 

To enable approvals for your quote management:

  • In workflow configuration, ensure that approvals are enabled for the quotes with overridden price (as described in the section below).

  • Activate the Backoffice Quote Flow with Approvals workflow (as described in the topic on workflow management).

  • Decide which users (e.g., sales team or their manager) should be reviewing and approving quotes.

  • Authorize these users to review and approve quotes by enabling the Review and approve quotes capability for their role (as described in the section below).

Configure User Role to Authorize Quote Approval 

To enable quote approval for users with the particular role (e.g., for all sales managers, to enable peer approval), do the following:

  1. Navigate to System > User Management > Roles in the main menu.

  2. Click the necessary role (e.g., Sales Manager) to open it.

  1. Start editing the role by clicking Edit on the top right.

  2. Click Quotes to get to the permissions and capabilities related to quotes management.

  3. In the capabilities list, select the Review and approve quotes checkbox.

  4. Click Save And Close on the top right.

Important

Note that users with the permission to review and approve a quote do not need to (and thus cannot) perform the Send for Review workflow transition. They can send any quote (either created by them or by someone else) directly to the customer.

Enable Approval for the Overridden Price in Workflow Configuration 

Depending on the Price Override Requires Approval setting in the workflow configuration, BQFA may use the following strategies:

  • Enabled — Default. Approval is required only after a sales representative (or any other user who is responsible for creating and managing the quote) has modified prices in a quote.

  • Disabled — No approval is required to send any quote to the customer. In this case, BQFA mimics the behavior of the simple quote management flow.

If the option is disabled, do the following to enable it:

  1. In the main menu, navigate to System > Workflows.

  2. Click Backoffice Quote Flow with Approvals in the workflow list.

    The workflow details are shown.

  3. Click Configuration on the top right.

  4. Select the Price Override Requires Approval checkbox.

  5. Click Save And Close on the top right.

Steps and Transitions 

Available options depend on the current status of the quote and your permissions.

Quote status may be one of the following:

  • Draft — the quote is being prepared.

  • Submitted for Review — the quote has been sent to an authorized person for review.

  • Under Review — the quote is being reviewed by an authorized person.

  • Approved — the quote has been approved by an authorized person.

  • Not Approved – the authorized person declined the quote.

  • Sent to Customer — the quote is sent to the customer.

  • Closed — the quote is closed and no further actions with the quote are possible unless it is reopened.

  • Deleted — the quote has been removed.

The following table describes which options are available for each of the statuses and how the corresponding transitions change the quote status.

Note

Some transitions are available only for a reviewer (Reviewer) and some only for a user without reviewing permissions (Sales). The availability is indicated in the corresponding columns.

A buyer can see only quotes that have been sent to the customer.

Current Quote Status

Transitions from Step

Reviewer

Sales

New Status

Draft

Edit — make changes to the quote draft.

Draft

Clone — create a copy of the quote.

Draft

Delete — remove the quote draft.

Deleted

Send to Customer — send this quote to the customer. If the quote has been modified, this option becomes unavailable for Sales

Sent to Customer

Submit for Review — send the quote to the authorized person for review.

Submitted for Review

Submitted for Review

Review — start reviewing the quote.

Under Review

Under Review

Return — return the quote for refinement.

Open

Approve and Send to Customer — indicate that you would like to approve the quote and send it to the customer.

Draft

Approve — grant your approval on the quote.

Approved

Decline — reject the quote.

Closed

Approved

Send to Customer — directly send this quote to the customer.

Sent to Customer

Not Approved

Open

Sent to Customer

Cancel — call of the quote.

Closed

Expire — indicate that the quote’s validity period is over.

Closed

Delete — remove the quota.

Deleted

Create New Quote — create a copy of the quote.

Sent to Customer

Declined by Customer — indicate that the customer did not agree to the terms of the quote.

Closed

Closed

Reopen — actualize the quote again. A new quote with the same data will appear. The current quote remains closed.

Closed

Deleted

Undelete — restore the quote.

Draft

Note

The Accept and Decline transitions (from the Sent to Customer step) are reserved for future use.