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CPQ Best Practices Quote Record Types and Page Layouts

公開日: Feb 11, 2026
説明
Once you’ve installed Salesforce CPQ, evaluate your sales process to identify what information should be available to users at each step. With your sales process details in mind, consider using Page Layouts and Record Types to control what users are able to see and the level of access at the different phases of the quoting journey.  

At a high level, Record Types can represent the different processes an object may contain or the different stages within each process. For example, you may have a business to business sales team, a business to consumer sales team, and government sales team. Each of these could be a different record type. Page layouts can be assigned to each record types in order to control what fields are visible and which are editable. There may be fields that are specific to each sale type. It would not make sense to display fields specific to government sales to the business-to-consumer sales rep. Record types can simplify and control the fields available to the user and whether or not they are Required or should be Read-Only. Each of these processes can also have multiple steps during the sale where information should not be altered such as when a quote is pending manager approval. 

The information below highlights considerations and common best practices for using Record Types and Page Layouts during these common phases of the quoting process:
  1. Draft Record Type and Page Layout
  2. Pending Approval Record Type and Page Layout
  3. Approved Record Type and Page Layout

NOTE: Quotes that are rejected, or if the approval request is recalled, should be returned back to Draft status and record type.
 
解決策

The considerations for each of the three main record types for the Quote process are:

  • What fields are available
  • What fields can be edited
  • What actions or buttons are available 
  • What Related Lists are available


NOTE: It is not recommended to hard lock a Quote because non-admin users do not have the appropriate permissions to unlock them. Sales user may encounter an insufficient privileges error when automation executes as their user. A hard locked quote can also prevent users from generating a quote document.
 

  1. Draft Quote: At this stage, all relevant fields and actions should be available to the sales user. Fields on the page layout should allow access as determined by their original Field Level Security settings
    1. Buttons:
      1. Edit
      2. Edit Lines
      3. Preview Document
      4. Generate Document
      5. Submit for Approval
      6. Clone
      7. Clone with Related
      8. Delete
    2. Related Lists
      1. Quote Lines
      2. Quote Line Groups
      3. Orders
      4. Quote Documents
      5. Additional Documents
      6. Notes & Attachments
  2. Pending Approval: After clicking on Submit for Approval, sales users should no longer make edits to the quote details. Fields on the layout should be limited to only what is necessary and can be set to Read Only on the page layout for the record type. Fields that do not influence the approval process such as Notes or contact information can remain editable. Actions should also be limited as well as Related List visibility. Both of these will help prevent users from making changes that affect the approval conditions. Documents can remain available so users can still verify the products and pricing for each product as well as attaching additional documentation. Users should also be able to generate a new Quote Document in case a recent version has not been saved to the Quote.
    1. Buttons:
      1. Preview Document
      2. Generate Document
      3. Include Document
      4. Recall
    2. Related Lists
      1. Quote Documents
      2. Additional Documents
      3. Notes & Attachments
  3. Approved: When a quote is in approved status, sales users should no longer need to edit anything besides mailing addresses or contacts in order to send the quote to the correct party. The page layout should include fields that are relevant for user reference at this stage. Some fields can be added back to the page layout but most should still remain in Read Only mode. For use cases where the sales rep should still be allowed to make edits to the quote, it is best to leverage automation such as price rules or a trigger to change the record type back to draft and set the quote status to Draft if changes have been made to the quote record. 
    1. Buttons:
      1. Preview Document
      2. Generate Document
      3. Include Document
    2. Related Lists
      1. Quote Documents
      2. Additional Documents
      3. Notes & Attachments

The different page layouts and record types can be setup to function cooperatively with either the standard Salesforce approval process or Advanced Approvals. Other safeguards such as Validation Rules can also be leveraged to prevent material changes to certain information at each stage of the quoting process. The best practice to follow when quote edit capability needs to be available while the quote is in either Pending Approval or Approved stages is create automation to switch the record type and quote Status back to Draft. This can be accomplished using automation such as price rules or a trigger to automatically change the quote back to Draft when specific information changes. For more information on page layouts, record types, or related information, reference the articles below. 
ナレッジ記事番号

000390202

 
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Salesforce Help | Article