You can now enable an approval flag to clone header and it's line item approval status and approval requests when the line item status is Approved, Rejected, and Cancelled. Now you can clone a quote with its line items, including proposal header information.
Whenever an Account Executive has to create multiple draft options of the same quote or needs to make a change (for example, extend the quote expiry date) to a finalized quote before sending it out to the customer, they may choose clone the quote with the line items with the approval status. Each cloned version of the quote has to go through its own approval life cycle before being finalized. In an event that a quote has gone through multiple rounds of approvals before cloning. After the quote is cloned, all "Approved" approval requests get cloned to the new quote as well.
On the original quote, line items which were approved in previous iteration of the approval process flow normally have associated "Approved" approval requests in the approval request history table. When a quote is cloned, these requests will get cloned to the new quote (cart’s) approval request history table, not to the approval request table.
To enable the above enhancement, go to Proposal System Properties and enable Clone with Approval Status.
The new cloned quote will retain all the information of the parent quote, including:
- Proposal header details
- Configuration line items (if parent quote is not finalized)
- Proposal line items (if parent quote is finalized)
- Attributes of line items
The following information is not retained from the parent quote:
- Start date and End date of the Quote Header
- Activity history
- Notes and Attachments
The updated behavior when you clone a Quote/Proposal is as follows:
- If a Quote is cloned in an approved status, the line items will retain the approved status and are not considered for approval required check, unless they are specifically modified. All approved requests related to these line items are cloned as well.
- If a Quote header is updated, all approvals related to the quote header will be retriggered. All approval requests related to the quote header will be retained. Now if the quote is modified, it may need to go through approvals again, depending on pre-defined approval rules
When you clone a quote with its line items, a new quote is generated with a unique quote number whose status is Draft and configuration status is Saved. The table below highlights the behavior in the older and the current version.
Behavior in New version | Behavior in Old version |
|---|
If the Line item is Approved, the approval status is retained in the cloned quote. | All the values were blanked out and the value in the Approval Status was not carried forward to the cloned quote after cloning.
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The tables below outline the behavior of the Quote before and after Clone when "Clone With Approvals" flag is TRUE.
Before Clone |
|---|
Number | Quote (Approval) Stage | Quote Approval Status | Cart Approval Status | Cart Status | Line Item -1 | Line Item -2 |
1 | Draft | Not Submitted | Not Submitted | New | Blank | Blank |
3 | In Review | Pending Approval | Pending Approval | Pending Approval | Pending Approval | Pending Approval |
| 4 | Approval required | Approval required | Approval required | Approval required | Approval required | Approval required |
5 | Denied | Rejected | Rejected | Approval required | Rejected | Rejected |
6 | Approved | Approved | Approved | Ready For Finalization/Finalized | Approved | Approved |
7 | Approval required | Cancelled | Cancelled | Approval required | Cancelled | Cancelled |
After Clone |
|---|
Number | Quote (Approval) Stage | Quote Approval Status | Cart Approval Status | Cart Status | Line Item -1 | Line Item -2 |
1 | Draft | Blank | Configuration is not cloned | Saved | Blank | Blank |
3 | Draft | Blank | Blank | Saved | Blank | Blank |
| 4 | Draft | Blank | Blank | Saved | Blank | Blank |
5 | Denied | Rejected | Rejected | Saved | Rejected | Rejected |
6 | Draft | Approved | Approved | Saved | Approved | Approved |
7 | Approval Required | Cancelled | Cancelled | Saved | Cancelled | Cancelled |