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Zone - Sales Quote

Metadata

Details of the Entered by and Updated by user and date are displayed in the top left area of the zone.

Create documents

Select the relevant option to create a document associated with the active quote.

Appointment

Availability:

Is dependent on these access settings:

  • User Preferences / Menu security
  • CRM User Preferences /Privileges for Add My Own Records.

On selection:

  • the Relationship Centre form is opened  on the Appointment tab in detail view.
  • ORGANISATION, CONTACT, Status, and Due date default on the Overview tab.
  • Reference = Quote and Description = Quote number and description, update on the Info tab. 

On Save:

  • the appointment is created
  • the Entered by user is updated to the Relationship Centre zone.
  • the Relationship Centre form must be manually closed.

Communication

Availability:

Is dependent on these access settings:

  • User Preferences / Menu security
  • CRM User Preferences /Privileges for Add My Own Records.

On selection:

  • the Relationship Centre form is opened  on the Communication tab in detail view.
  • ORGANISATION, CONTACT, Status, Direction, Open date default on the Overview tab.
  • Reference = Sales and Quote = Quote number and Quote description, update on the Info tab. 

On Save:

  • the communication is created
  • the Entered by and Updated by user is updated to the Relationship Centre zone.
  • the Relationship Centre form must be manually closed.

Select the Communication link at the top of this topic for further details on communications.

Followup

Availability:

Is dependent on these access settings:

  • User Preferences / Menu security
  • CRM User Preferences /Privileges for Add My Own Records.

On selection:

  • the Relationship Centre form is opened  on the Followup tab in detail view.
  • ORGANISATION, CONTACT, Status, and Due date default on the Overview tab.
  • Reference = Quote and Description = Quote number and description, update on the Info tab. 

On Save:

  • the followup is created
  • the Entered by user is updated to the Relationship Centre zone.
  • the Relationship Centre form must be manually closed.

APPROVAL CODES

Use this button to request, approve, or reject approval codes. It is active when:

  • Approvals and Alerts has been selected in Company Maintenance
  • Show Approvals on all forms is selected in Workflow Module Control.

On selecting, all approval codes associated with the document will display in a table.

Approved rows contain:

  • name of approver
  • approval date
  • information for approvers (reason)
  • response from approvers (narration).

Unapproved rows contain:

  • approve in advance,  approve previous, and override previous requirements
  • information for approvers (reason)
  • response from approvers (narration).

Rejected rows contain:

  • name of rejecter
  • rejection date
  • information for approver (reason)
  • response from rejecter (narration).

Select a row to activate to the Approve, Reject and Delete buttons.

To manually assign an approval code, select Request Approval.

To save and exit this form select Done.

NOTES

Displays the number of notes associated with the document.

On selecting, all notes are summarised in a table showing:

  • date created
  • type of note
  • start of note text
  • active status
  • the creator.

Notes are displayed in descending chronological order.

Selecting Show inactive displays both active and inactive notes. By default this is deselected.

Searching notes:

  • enter search text in the Search notes field
  • notes matching the search text will automatically display.

Where Show inactive is deselected, inactive notes are not included in the search result.

Adding a note:

  • select Create note
  • select a note Type (optional)
  • select Apply to add Type text to the note (optional)
  • enter note text
  • select to insert the user name and timestamp (optional). This is inserted at cursor position.
  • select Save (or Save)

The note is added to the bottom of the list. The NOTES count increases by 1.

Note types are used to classify notes. These can be added via Workflow > System > Sticky Note Types. To assign a note Type without adding the Type text, instead of Apply select Save.

Editing a note:

  • double click on an existing note
  • edit the note Type, text and/or Active status
  • where Type has been changed, select Apply to add Type text to the note (optional)
  • select Save (or Save).

Viewing a note:

  • double click on an existing note
  • view the detail
  • select Close.

Deleting a note:

There are two ways to delete notes:

Option 1:

From the table:

  • select beside the note to be deleted
  • select Delete note.
  • the message "Are you sure you want to delete the selected note?" will display
  • select Yes to delete or No to cancel

Where Yes is selected, the note is removed from the list. The NOTES count decreases by 1.

Option 2:

From the form:

  • double click on an existing note
  • select Delete.

Exiting notes:

From within an open note:

  • select to Save, Close or Delete the note
  • select Done.

From the NOTES zone:

  • select Done.

ATTACHMENTS

Displays the number of attachments associated with the document. 

On selecting, all attachments are summarised in a table showing:

  • file name
  • description
  • attachment type
  • primary status
  • if published (web accessible)
  • if private (viewable to eModule users)
  • the person who added the attachment
  • date created
  • barcode
  • size.

Attachments are displayed in descending chronological order.

Barcode is available if the Autoscan module is in use, and a barcode Option for the Record Type has been set in Workflow User Preferences or Workflow > System > Module Control for Autoscan.

Adding an attachment

  • select Upload
  • the zone is changed to Add attachments view.

There are two ways to add an attachment:

Option 1:

While in add attachments view:

  • select the file/s to be attached
  • drag and drop the file/s to the add attachments zone.

Option 2:

  • select Choose attachment
  • browse for the file/s to be attached.

On assigning file/s for attachment:

  • an upload progress count n of n is displayed
  • each file to be attached and its % complete displays in a Progress field
  • a Description of up to 512 characters can be added for each file. (optional)

The attachment file name does not have to be unique.

File options

Select during or after the upload expands the view to show additional attachment options:

Type - defaults to Any.

Additional types can be added via CRM > System > Utilities > Attachment Type Maintenance to restrict, by file extension, the types of attachments that can be attached to a record.

Used by Workflow Desktop 3D Live to display attachments.

Primary  - defaults to deselected.

Each Type can have up to one primary default selected.

Workflow Desktop 3D Live panels only display primary attachments.

Published - defaults to selected.

Determines if the attachment is web accessible to eModule users.

Private - defaults to deselected.

Determines if the attachment is accessible to an organisation's contacts.

Select to close the additional attachment options view.

Saving an attachment

The Save option is enabled when the % complete for ALL selected attachments reaches 100%.

  • select Save to add the file/s as an attachment and return to table view.
  • the attachment/s is added to the bottom of the list. The ATTACHMENTS count increases by the number added.

Cancelling an attachment

  • select Cancel to abort the attachment process
  • a save changes message is displayed
  • select Don't save to return to table view.

The zone may be closed while the upload is running. On close of form or moving to another record, a warning "Do you want to cancel uploading attachments?" will display. Yes cancels the upload. No continues with the attachment process.

Editing an attachment

  • double click on an existing attachment
  • change the attachment options
  • select Save.

Viewing an attachment

There are two ways to view an attachment:

Option 1:

From the table:

  • select beside the attachment to be viewed
  • select Download.

Option 2:

From add/edit view:

  • select View from the smart button.

Downloading an attachment

There are two ways to download an attachment:

Option 1:

From the table:

  • select beside the attachment to be downloaded
  • select Download.

Option 2:

From edit view:

  • select Download from the smart button.

Deleting an attachment

There are two ways to delete an attachment:

Option 1:

From the table:

  • select beside the attachment to be deleted
  • select Delete
  • the message "Are you sure you want to delete the selected attachment?" will display
  • select Yes to delete or No to cancel
  • where Yes is selected, the attachment is removed from the list. The ATTACHMENT count decreases by 1.

Option 2:

From edit view:

  • select Edit or double click on the attachment to be deleted
  • select Delete from the smart button.

The option to delete depends on user security settings.

Exiting attachments

From within add or edit view:

  • select to Save, Cancel or Delete the attachment
  • select Done.

From the ATTACHMENTS zone:

  • select Done.

INSTANT ALERT

This button is either selected or unselected as there may only be one instant alert.

On selecting, the user can enter or edit text to appear when the form is loaded.

Instant alerts can be governed more broadly by Approvals & Alerts. Selecting Suppress rules will prevent the Instant Alert from being affected by any alerts set by an Approval Rule.

To exit the form select Cancel followed by OK on the message displayed.

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