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Quote Locking and Unlocking
Configure multi-stage approval workflows that lock a quoted order when your field reps submit it, and route unlock requests through manager approval.
When a field rep submits a quote, the quote and its child records — quote line items and quote line groups — lock, and reps can't edit a locked quote. If a rep must make a change, they submit an unlock request, which routes to their manager for approval. Two systems work together to make this happen: a workflow that handles the locking mechanics, and a record-triggered flow that handles approval routing.
Here's the overview on how to set up quote locking and unlocking.
- Configure the lock and unlock workflow. Build the workflow path that defines the stages a quote passes through — Draft, Submitted, and Request for Unlock — and the actions available at each stage. See Set Up Workflow For Locking and Unlocking Quotes.
- Configure the unlock approval process. Build the flow that routes an unlock request to the quote owner's manager and updates the quote status based on the manager's decision. See Configure an Approval Flow.
- Configure unlock notifications. Build the flow that sends custom notifications, emails, and mobile app alerts to quote owners and approvers at each stage of the unlock request. See Configure Lock Notification Flow.
- Give reps and managers visibility into approval status. Add components to the Quote record page so reps and managers can track pending and past approvals without leaving the record. See Configure Approval Tracking Components.
A Typical Quote Lock and Unlock Lifecycle
A field rep submits a quote. Its status changes to Submitted, the quote locks, and the rep gets a notification.
If the rep must make a change, they submit an unlock request — even while offline. The request queues on the iPad and syncs when the device reconnects. The quote's status changes to Request for Unlock, but the quote remains locked. The sales manager gets notification by email, custom notification, or app alert.
The sales manager approves or rejects the request from the Quote record page or from a notification:
- Approved: The status changes to Draft, and the quote unlocks. The rep edits and resubmits.
- Rejected: The status changes to Rejected, and the quote remains locked.
Either way, the rep gets notified of the outcome. Both reps and managers can track approval status anytime on the Approvals tab of the Quote record page.
How the Workflow and the Approval Process Work Together
A workflow locks the quote when its status changes to Submitted. When the rep requests an unlock, a stage operation action changes the status to Request for Unlock, and the quote stays locked. The record-triggered flow detects that status change and routes an approval request to the rep's manager. When the manager approves or rejects the request — from the Quote record page or from a notification — the flow updates the status: to Draft (unlocked) if approved, or to Rejected (still locked) if rejected. The workflow reads that status change and locks or unlocks the quote accordingly.
- Set Up a Workflow for Locking and Unlocking Quotes
Configure a workflow on the Quote object to control when quotes and their child records—Quote Line Items and Quote Line Groups—lock, based on the quote's status. The workflow also defines the actions that users can take at each stage. Locking a quote prevents unauthorized changes during critical workflow stages. - Configure an Approval Flow
Create a record-triggered flow approval process that manages the unlock request lifecycle: routing requests to the quote owner's manager for approval, notifying stakeholders at each stage, and updating the quote status based on the outcome. - Configure Approval Tracking Components
Approval tracking components give reps and managers visibility into the quote lock and unlock approval workflow. Add two components to the Quote record page so reps and managers can monitor unlock request status directly from a quote. Together, the components show the complete approval history, pending reviews, approver identity, and review comments for a quote.
