Quote Workflow Setup

Prerequisites

To set up quote workflows, you need the following licenses:
- FieldFX Base Package
- FieldFX E-Ticketing
To set up quote workflows, you must:
- Set up the FX E-Ticketing module
- Set up the Quoting feature
To set up quote workflows, you need:
- FX Invoicing minimum permissions
- System permissions:
  - Customize Application
  - Manage Sharing
  - View Setup and Configuration

Basics

A quote workflow features the following components:

Component	Description	Example
Status	Possible Quote status	Pending
Status Workflow	Transition between statuses	Pending → Bid Won

Component

Description

Example

Status

Possible Quote status

Pending

Status Workflow

Transition between statuses

Pending → Bid Won

Best Practices

To make administration easier, add a quote workflow that applies to all quote types.

Make sure that every quote workflow has the following:

One status with Initial Status Console selected
One status with Initial Status Mobile selected

Setting Up Quote Workflows

Configure Statuses

Access FieldFX Back Office
Switch to Salesforce Classic
From Setup, enter "object" in the Quick Find box, then select Objects
Click Status
Complete the following:
1. Under Custom Fields & Relationships, click SObject Record Type
2. Under Picklist Options in Values, click New
3. Enter "Quote"
4. In the Record Types list, select Quote
5. Click Save
6. Click Back to Status at the top of the page
Complete the following:
1. Under Custom Fields & Relationships, click SObject
2. Under Picklist Options in Values, click New
3. Enter "Quote__c"
4. In the Record Types list, select Quote
5. Click Save
Complete the following:
1. Under Field Dependencies, click Edit next to SObject Record Type
2. Select Quote in the Quote__c column
3. Click Include Values
4. Click Save
5. Click Back to Status at the top of the page
Complete the following:
1. Under Record Types, click Quote
2. Click Edit next to SObject Record Type
3. In Default, select "Quote"
4. Click Save
Grant permission to use the Quote record type on the Status object

Configure Status Workflows

From Setup, enter "object" in the Quick Find box, then select Objects
Click Status Workflow
Complete the following:
1. Under Custom Fields & Relationships, click SObject Record Type
2. Under Picklist Options in Values, click New
3. Enter "Quote"
4. Click Save
5. Click Back to Status Workflow at the top of the page
Complete the following:
1. Under Custom Fields & Relationships, click SObject
2. Under Picklist Options in Values, click New
3. Enter "Quote__c"
4. Click Save
Complete the following:
1. Under Field Dependencies, click Edit next to SObject Record Type
2. Select Quote in the Quote__c column
3. Click Include Values
4. Click Save

Configure the Quote Page Layout

From Setup, enter "object" in the Quick Find box, then select Objects
Click Quote
Under Page Layouts, click Edit next to Quote Layout
Complete the following:
1. Add the Status field to the layout
2. On the toolbar, select Visualforce Pages
3. Drag Section from the toolbar to the top of the layout
4. In Section Name, enter "Workflow"
5. Click OK
6. Drag the Workflow Visualforce page from the toolbar into the Workflow section
7. Click Save on the toolbar
Grant permission to use the Visualforce page for quote workflows:
1. From Setup, enter "permission" in the Quick Find box, then select Permission Sets
2. Open a permission set for Visualforce pages
3. Under Apps, click Visualforce Page Access
4. Click Edit
5. Add the following to Enabled Visualforce Pages:
  - FX5.QuoteWorkflow
6. Click Save
7. Repeat steps a to f for other permission sets as needed
Add quote workflows

Adding a Quote Workflow

Add statuses:
1. Open the Statuses tab
2. Click New
3. In Record Type, select "Quote"
4. Click Continue
5. Complete the following:
  1. In Status Name, enter the name of the status
  2. In SObject, select "Quote__c"
  3. (Optional) In SObject Record Type, select a quote type
    
    If you add a quote workflow for a specific quote record type, you must add a quote workflow for every quote record type.
  4. Select Initial Status Console if this is the first status for new quotes in FieldFX Back Office
  5. Select Initial Status Mobile if this is the first status for new quotes in FieldFX Mobile
  6. In Read Only Apps, specify whether to make quotes read-only when they reach this status
    
    If you selected Initial Status Console, don’t make the status read-only in "Console".
    
    If you selected Initial Status Mobile, don’t make the status read-only in "Console" or "Mobile".
    
    Refer to the Read-Only Records article for details on how statuses make quotes read-only.
  7. Select Sync to sync quotes with this status to FieldFX Mobile
  8. Select Prevent Report to prevent users from attaching FX Reports to quotes in this status
6. Click Save & New
7. Repeat steps c to f for additional statuses as needed
8. Click Save to finish
Add status workflows:
1. Open the Status Workflows tab
2. Click New
3. In SObject, select "Quote__c"
4. In SObject Record Type, select a quote type
5. In Application, select the app where the transition occurs
  
  Example 1. A transition occurs in FieldFX Back Office
  
  Select "Console" if the transition occurs in FieldFX Back Office.
6. In the Old Status field, select the first status for the workflow
7. In the New Status field, select the final status for the workflow
8. In Command Text, enter a name for the workflow button users can select to transition a quote to the New Status
9. In Sequence Number, enter a sequence number to use for the status workflow.
  
  Sequence Numbers control the order of statuses in lists. Refer to the Sequence Numbers article for more information.
10. In Confirmation Text, enter the message to display when users transition a quote to the New Status
  
  This feature allows you to display an important reminder before the transition to a new status. The user must then confirm the transition to the new status.
11. Click Save & New
12. Repeat steps c to k for additional status workflows as needed
13. Click Save to finish.
Grant sharing access to statuses in the quote workflow
Grant sharing access to status workflows in the quote workflow