Create Product Records
User Role Permissions Required:
- Products: View = All
- Create/Edit = All.
- Suppliers View = All
- Create/Edit = All
Before using the quote table in proposals, you will need to add all of your products to GleanQuote. Before adding your products, you will need to first set up your suppliers and create any custom product fields.
Products are associated with Suppliers. If you make all of your own products or provide all of your own services, your company will be the only Supplier record needed. You can create your supplier in the Suppliers tab.
Products can have up to 50 custom fields. Custom fields are created by your admin in Company Settings/Customization/Widget Fields. You can also create any product tags you need in the Tags section here.
New products can be created one at a time, or through the Bulk Import button on the product list view.
You can add or change the columns in this product list view by clicking the Toggle columns drop down and selecting the columns you want to be included. You can also resize and reorder the columns using your mouse and drag and drop. After you are done getting the list view exactly as you like it, you can save that view by clicking the Saved Filters link.
Quote Table Settings
Once you have added the Quote element to a proposal in the proposal editor by dragging the element to the work canvas with your mouse, you will see the following screen:
You can customize the quote table by clicking the Settings link in the top navigation. There are three collapsible sections in the settings section.
Choose the overall font for the text in the quote table
- Choose the font type and color for the header text of the quote table
- Line Item
Choose the font type and color for the line item text of the quote table
Choose the font type and color for the subtotal text of the quote table
Choose the font type and color for the item description text of the quote table
Choose the font type and color for the Total line text of the quote table
Choose the font type and color for the Section Names and Subtotals text of the quote table
Choose the size and color of the border lines in the quote table
- Header Border
Choose if you want a top and side border around the header row
- Header Text Alignment
Choose the alignment of the header text (left, center, right)
- Header Background
Choose a background color for the header row
- Number Alignment
Choose the alignment for the numbers in your quote table
- Shading for Alternating Items
Choose if you want every other line item on the quote to be shaded
- Padding Between Items
Choose if you want space between items on your quote table
- Restrict Element Access
Choose if you want the settings of the quote table to be locked and only editable by users with Proposal Template Create/Edit permission of All.
You can customize the display names of line item columns and and also which line item columns are displayed in the line item fields section.
In the subtotal fields setting section you can customize the display names of the subtotal fields and also which fields are displayed on the quote. You can select whether the fields are fixed or based on a percentage. Use the three line grab bars to drag and drop fields to change the order of the fields on the quote.
For the tax field, if % is selected, the tax is calculated based on the percentage of the Taxable items in the quote. For non-tax fields, the % is calculated based on the subtotal.
You can select whether the fields are editable on the quote editor with the Allow Edit checkbox.
You can add up to 5 additional subtotal fields using the New Field button. If the new field is checked as a Tax field and it's percentage based, then the amount will be calculated based on the Taxable items in the quote.
You can always click the Content button at the top to view your customizations in the quote editor and click the Done button to view the customizations in the proposal editor.
Here is an example of a quote block that has customizations to the settings:
Once you get a quote block format you like, you can always save it as a template and use it as a starting point for your next quote.
Adding Items to Quote Table
It’s easy to add items to your quote table. You can search for a product to add by name or you can use the advanced search tool to find products by any attributes like model number, price or tags.
If you want to create a new custom product that is not yet added to your product database, click the orange Create New Product button that is at the bottom of the typeahead product search results. You will be able to select whether to add this new product to your permanent product database or just use it for the current quote only.
Permissions Note: Users that do not have Product permissions of Create/Edit = All will not be able to edit the product description in the quote table. However, all users will be able to edit the comments field for each product, which is a good place to add any adjustments to the standard product description.
Margin and cost are displayed both at the product level and at the overall quote level. These fields are not displayed on the proposal that is sent to your contacts and only users with Product View permissions of Quotes with Cost will see these fields when editing a quote table.
You can add new items to the quote by clicking the + button. You can reorder the products on the quote by using the grab bar in the upper left corner of the product.
Advanced Product Search with Saved List Views
We have created a special condition inside Quote Tables that uses Saved Filters as well.
Using Advanced Search in the quote table allows for speed and accuracy in selecting products even with very large product tables.
Example: Filter created in the Product List View by an Admin and shared with all roles. Filtered by Supplier, Model number group, and price. (See Saved Filter Views to learn more)
In any Proposal or Template Quote Table, when adding a product, start typing in the product selection box to show the "Advanced Search" link and click it.
The Select Product window loads with the same shared filter view from the Product List view page. This allows all users who have been shared a filtered product view to be able to use it inside a quote table even if they do not have access to the full product list view page.
Note: the same filter is displayed from inside the quote making it very simple for the user to find products quickly. Each user can also save multiple filtered views and make them sharable as needed.
Adding Sections to a Quote Table
Sections allow you to organize the quote table portion of your proposal. Sections are added by using the same + button that is used to add products to a quote. There are two settings that control where Section subtotals are displayed. The line item setting controls if Section subtotals are displayed next to the section name on the quote. The Subtotal setting controls if Section subtotals are displayed in the Subtotal block of the quote.
This is how a completed quote looks with Sections:
You can add multiple quote tables to a proposal or proposal template.