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Manage Your Quotes with CPQ
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            Approval Rules

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            Approval Rules

            Create approval rules to control who receives an approval request or rejection notice and the email templates that deliver these messages. (Salesforce CPQ Managed Package)

            Required Editions

            Available in: Salesforce CPQ Summer ’16 and later with Advanced Approvals 3.1 and later

            When a sales rep submits a record for approval, Salesforce CPQ evaluates all the active approval rules targeting that record’s object. If any of the approval rules meet their approval conditions, the rule fires, and Salesforce CPQ sends an approval request email to an approver or group of approvers. You provide a lookup to the approver on the approval rule record.

            Each approval rule contains optional lookups to a request template, approval template, and rejection template. You can configure your rule so it sends a certain type of email based on your conditions.

            Let’s look at a few basic approval rule examples.

            • If your sales rep submits a quote with a net total over $100,000, your approval rule sends approval request emails to your company’s accounting department.
            • If your sales rep submits a quote that contains over 10 premium servers, your approval rule sends an approval request email to your company’s VP of Information Technology.
            • If your sales rep submits an opportunity with over 500 line items, your approval rule sends an approval request email to all your company’s VPs.

            You can include several conditions on your rule and use them within conditional logic. Consider these examples.

            • Your rule fires if only one of the following conditions is true.
              • The quote has a net total of $500,000 or greater.
              • The quote has over 1,000 line items.
            • Your rule fires if the first condition is true and the second condition is false.
              • The quote contains a 500-kilowatt generator
              • The quote doesn’t contain a warranty.

            Advanced Approvals Rule Evaluation and Smart Approvals: Comma-Delimited Comparison

            A keyword-like comparison of a string field occurs in Rule Evaluation and Smart Approvals. All string-based fields use it (text, long text, rich text, and picklist, for example). We use the comma character to delimit the individual keywords (or email addresses, for example) and then compare the comma-delimited chunks individually.

            Consider these string values.

            • “ketchup, mustard, pickles”
            • “mustard, pickles, ketchup”

            When comparing them, Advanced Approvals ignores the order and white space of the individual chunks and considers the two values equal.

            These two values aren’t considered equal.

            • “ketchup, mustard, pickles”
            • “mustard, onions, ketchup”

            For Smart Approvals, this comparison is made when we look at the previous snapshot value to determine whether the value changed and whether the rule must be evaluated again.

            • Approval Variables
              Approval variables aggregate data from child records for evaluation in an approval condition. Advanced Approvals evaluates them in real time along with the approval condition. They provide an easier way to aggregate data in approval conditions when compared to roll-up summary fields or Apex Triggers that aggregate data and send it to a field on the object evaluated for approval. For example, your approval variable can summarize the total number of opportunity products that contain “Premium” in their name across your opportunity. (Salesforce CPQ Managed Package)
            • Tracked Fields
              The Tracked Field object, on an approval rule, tracks changes to a field on a record that a sales rep submitted for approval. When the approval rule runs, Advanced Approvals stores information about the change in a Tracked Value record. You can review the tracked values to see what changes were made at various stages of the approval process. You can also configure Advanced Approvals to show a Tracked Values related list on the record submitted for approval. (Salesforce CPQ Managed Package)
            • Set Up Tracked Fields
              Configure a tracked field for an approval rule. (Salesforce CPQ Managed Package)
            • Create an Approval Rule
              Add an approval rule to your approval process and define the templates and target objects for your approval actions. (Salesforce CPQ Managed Package)
            • Approval Rule Fields
              Approval rules define the conditions under which Advanced Approvals sends an approval request to approvers. With certain page layouts and field-level security settings, some fields aren’t visible or editable. (Salesforce CPQ Managed Package)
            • Approval Condition Fields
              An approval rule runs when it meets its approval conditions relative to the rule’s Conditions Met field. (Salesforce CPQ Managed Package)
             
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