When you open a Quote, an existing one or new, you will see that the document's details are split into several tabs:

At the very top of the page, you can edit the name of the Quote (this will also be the name of the root folder on the Items tab). Next to the Quote ID and name, the current document and workflow status is displayed.

A custom header displaying the main Quote attributes and a chart can be configured by admin. Such a header would be displayed on all the Quote's tabs and is collapsible.

Header

Summarizes the basic information, such as: for which customer the Quote is, effective and expire dates, user group entitlements etc.

Open

The main section of the Header tab provides three different types of inputs. The right-hand side panel displays the calculated outputs for the whole Quote.

 If your Quote has many inputs you can collapse the calculation results panels to display the inputs across the whole window width. Each of the input sections is also collapsible.

Note: The administrator can hide one or more of these inputs or other items and they will not be visible to you.

Inputs

• Effective Date / Expiry Date – Shows from when to when the Quote is valid. By default, these dates are shown as it is configured in the Quoting General Settings in Administration. When copying a Quote whose Effective/Expiry dates are in the past, the dates are reset to today. Effective and Expiry Date fields are always required even if the admin makes them optional in the header logic.

• External Reference – Optional free text field for entering an external reference (up to 255 characters). It can be used, for example, to store an order ID in an ERP system, for which this Quote was created.

• User Group (Edit) – Allows you to set which User Groups can edit the Quote. If there are default user groups assigned to you, they will be preselected. For details see Entitlement Concept.

• User Group (View Details) – Allows you to set which User Groups can view the Quote. If there are default user groups assigned to you, they will be preselected. For details see Entitlement Concept.

Input Parameters

• Customer – The name or ID of the customer for whom this Quote is created.

• All other inputs defined by the header calculation logic.

 Customers selected in the header input parameter will be displayed as placeholders in the Customer input on line-item/folder level on the Items tab. 

Description

• Description – A text box where you can enter any other important information concerning the Quote.

Calculations & Details

On the right-hand side, the Calculations tab summarizes the results for the whole Quote.

On the Details tab, there is a summary of the document details. They are set by the system and require no action.

 If you need to make some outputs elements available (e.g., for export) but not visible in the UI, you can use the feature flag “Hidden Group Prefix”. It defines a prefix that will identify hidden groups in Calculation Results.  Elements belonging to a Result Group with that prefix will not be displayed in the quote calculation results. First, assign a new Result Group to these elements in the calculation logic. Then, set this new Result Group as "Hidden Group Prefix". The data will be sent to the UI but not displayed.

Items

Here you select products that you want to include in your Quote. 

Open

Product Table

Folders

You can organize products into folders and subfolders.

To create a new folder:

• Click the Add Folder button.

• After clicking Browse Items and selecting products, click Add to New Folder to create a folder that will contain these products.

When you have your folder structure ready, you can move existing items to folders using the Move to button. When a folder is selected, newly added items will be added to this folder (but if you select multiple folders, the items will be added to the root).

When an action (e.g., delete, duplicate) is applied to a folder, it is also applied to all its items – i.e., deleting a folder means deleting also all the items that it contains.

Note: Each Quote can contain up to 100 folders.

Quote Items

You can add products to the Quote by:

• Clicking Add Items and typing the product name into the search field. This is a good method when you are adding just a few products.

• Clicking Browse Items, setting up a quick or advanced filter and adding the products all at once.

• Importing products from a spreadsheet by copy & paste.

• Adding recommended items.

Enter the input parameters' values for the products in the Quote. Input parameters are defined by:

• the generic calculation logic (either the default one or the logic that is associated with the selected Quote Type). 

• the logics associated with individual products.

Input parameter values can be entered on both root/folder and product level. Parameter values inherited from the root or the parent folder are displayed as a placeholder text in the input field.

Mass Edit

When you need to update input parameters for multiple products simultaneously, you can do it use the Mass Edit function. Select the required products (or apply a quick filter, which filters by all column values at once).

 Tips:

• If you add a single item, it can be automatically selected so that you can start immediately working with it. Enable the option Automatically select added item.

• If the table is split into several pages, filtering and check-box selection work across pages – the total number of items selected is displayed in the action button bar.

• You can display product images in the line items, in the Label column. Upload the image in the Product Detail View and make sure the showProductImages feature flag is enabled.

Details & Settings

The collapsible right-hand side panel is divided into three tabs:

• On the Details tab, there is a summary of the document details. They are set by the system and require no action.

• Input Parameters can be set up for all products grouped in a folder or just on the product level. Parameter values of individual items inherited from the parent folder are displayed as a placeholder text in the input field.

• The Calculations tab summarizes the results for the individual line items based on the used calculation logic.

 Tips:

• If there is enough space on the screen and if this functionality is not disabled by admin, the content of all the three tabs is displayed at once side by side and you can adjust the width of the sections.

• Administrators can position the panel by default to the bottom of the page instead of the right-hand side and allow you to switch between these two positions. See How to Configure the Details & Settings Panel for details.

• If the resulting element is a matrix, you can easily download its content into Excel using the Export to Excel button. Hidden columns, the order of columns, sorting and saved preferences are reflected in the downloaded file. For correct interpretation of numbers and dates in Excel, its locale must be set to English. There is a limit on the total number of styled cells (e.g., with a background color) when converting to Excel – after reaching this limit (64,000 cells), the remaining cells will not be formatted.

Attachments

On this tab you can add and view attached files. For each file, you can see who and when uploaded it. If it has been sent by email then you can see by which user to which recipient.

The ability to add or remove attachments depends on the document status and your user roles:

• The Administer Quoting role can upload and delete attachments in any document status with the exception of Invalidated.

• The Edit Quoting and Manage Quoting roles can upload attachments in any document status with the exception of Invalidated. They can delete attachments only of documents in the Draft status.

• Download is possible with any role in any document status.

Notes:

• Images can be pasted directly from clipboard.

• If you want to include attachments in the email sent to approvers, verify that the configuration option Disable Attachments is not enabled.

• If there are many user groups in your partition, loading the list of attachments can be slow because of filtering by user group. This filtering can be disabled to improve performance.

Workflow

Shows all approval steps and their status. The pending step is highlighted in blue color.

For each step you can see all possible approvers (directly assigned users or assigned user groups). If there is more than one approver for a step, then the step is expandable/collapsible.

You can approve or deny the pending step or add an extra approver or watcher step (depending on your user rights). See Add Approver/Watcher Step for details.

Workflow History

This tab shows all workflows, active and historic and also revisions. All steps of the selected workflow are displayed.

Messages

On this tab you can communicate with other users about matters regarding this Quote.

1. Type a name into the To field. User names will be suggested as you type. A message can have multiple recipients.

2. Type the message text into the Request/Message box. The character limit is 3000.

3. Click the Send icon.

Message recipients will be notified by email and a pop-up message on the screen. When someone responds to your message or sends you a new one, you will receive an email too.

The underlying message templates can be customized; for details see Message Templates.

Documents

On this tab you can for quick reference list all the documents that are related to this Quote. From the Add Document drop-down menu, select a document type and then choose one or more documents from the list.

This tab must be added by administrator in the Quote Type configuration.

Actions

On this tab you can create Actions and assign them to yourself or somebody else.

When creating a new Action:

1. Select the Action Type, a template that defines the structure of the Action.

2. Write a short Summary (max. 255 characters).

3. (Optional) Set the Due Date.

4. (Optional) Add a Description (no length limit).

If a task is assigned to you, you can use the in-line icons to mark the Action as ‘Done’ or ‘Rejected’. You have more options in the bottom toolbar when you select an Action.

You can review all the Actions assigned to you or created by you on the User menu > Actions page.

The following rules apply:

• Actions can be deleted only by their creator or by any user with the Administer Quoting user role.

• Actions in Done or Cancelled status cannot be edited. They can only be reopened or deleted by entitled users (creator, assignee, user with Administer Quoting role).

• Open actions can be edited by the user to whom they are assigned or by the user who created them.

• Email notifications are sent when a new action is assigned to the user or the due date has passed. The action creator is notified when the action's status changes. The messages are customizable.

• Actions are not copied to duplicated Quotes.

This tab must be added by administrator in the Quote Type configuration.

Notes

This tab enables you to keep simple notes related to the Quote. There is no length limit.

This tab must be added by administrator in the Quote Type configuration.