Customize approval process settings
- 14 Feb 2025
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Customize approval process settings
- Updated on 14 Feb 2025
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Learn how to customize approval process settings for quotes and agreements:
Allow to edit approved or rejected quotes and agreements
When a quote or agreement is Open, any user can check the approval flow and verify approvers without submitting the quote or agreement. After users submit a quote or agreement, they can’t change the approval flow.
To enable editing quotes and agreements with an Approved or Rejected status:
From the application left navigation area, select Administration.
From Master Data Management, select Setting Boolean.
Select Allow user to edit approved Quotes.
Tip
Even though the setting name includes only the word "quote," it applies to both quotes and agreements. If you use only agreements management capabilities in Zilliant CPQ, you can still use this setting.
Set the Setting Value Boolean switch to YES.
Select Save.
Tip
Use the UI profile to disable specific fields when the quote or agreement status is Approved, Accepted, or Rejected.
Allow to edit accepted quotes or quotes sent to ERP
User roles with the following permissions can edit quotes that have been accepted or sent to ERP:
UPDATE QUOTE WITH ACCEPTED STATUS PERMISSION
UPDATE QUOTE WITH SENT TO ERP STATUS PERMISSION
User roles with these permissions can modify accepted quotes and quotes sent to ERP, including line items and configurations. If quote adjustments lead to price changes, the editor can recalculate and update the pricing.
For more information, read Role management.
Allow to edit accepted agreements
User roles with the following permission can edit accepted agreements:
UPDATE QUOTE WITH ACCEPTED STATUS PERMISSION
Tip
Even though the permission name includes only the word "quote," it applies to both quotes and agreements. If you use only agreements management capabilities in Zilliant CPQ, you can still use this permission.
User roles with this permission can modify accepted agreements, including line items and their configurations. If agreement adjustments lead to price changes, the editor can recalculate and update the pricing.
For details on roles and their permissions, read Role management.
Allow all users to withdraw a quote or agreement
By default, only the submitter can withdraw a quote or agreement. Administrators can change this default behavior and allow anyone who can edit the quote or agreement to withdraw it.
To enable users (other than a submitter) to withdraw a quote or agreement:
From the application left navigation area, select Administration.
From Master Data Management, select Setting Boolean.
Select Allow anyone with edit rights to withdraw a quote.
Tip
Even though the setting name includes only the word "quote," it applies to both quotes and agreements. If you use only agreements management capabilities in Zilliant CPQ, you can still use this setting.
Set the Setting Value Boolean switch to YES.
Once enabled, any user with the right to edit the quote or agreement can withdraw it.
Allow to auto-create a new quote or agreement version
If users withdraw a quote or agreement after it is approved, accepted, or sent to ERP, the system creates a new quote or agreement version.
If users withdraw a quote after it is rejected, the system does not create a new version. An administrator can enable the auto-creation of a new quote or agreement after the quote or agreement is withdrawn or rejected.
To enable the auto-creation of a new quote or agreement after rejection or withdrawal:
From the application left navigation area, select Administration.
From Master Data Management, select Setting Boolean.
Select SetingDisableAutoIncrementVersion.
Set the Setting Value Boolean switch to YES.
Select Save.
System messages
When working with the approval process, users can receive the following types of messages in the CPQ application:
Enhanced Error Handling—When a user attempts multiple approval actions on the quote or agreement, they will receive an error message.
Informative Messages—When a user attempts to access an already approved quote or agreement via a link, they will receive a message that the action has already been completed.
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