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.
Adding Items to a Quote
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. Start typing the name or model number of the item you would like to add to the quote and potential matches will display.
Select the item you would like to add to the quote by clicking on it. The item will then be displayed in the on the quote table. Items with a Red C icon indicate that the item is configurable (with options) and that there are required options that have not been selected. Items with a Blue C indicate the item is configurable and all of the required options have been selected.
Some fields such as quantity and discount (and editable price if applicable) can be edited directly on this summary page. In order to edit any information about a line item with options or to edit other fields for simple products, simply click the item name or the expand/collapse icon next to the item name. This will expand the line item detail and the background will display as yellow. You can only expand one line item detail at a time.
You can also expand the price column to see the breakdown of pricing by clicking the expand/collapse icon to the left of the price.
Additionally, you can expand the Product Media/Description/Comments/Taxable section by clicking the expand/collapse icon next to the header for that section.
When you have completed your edits to the line item, simply collapse the section or click on another item and the previous line item detail section will auto-close.
You can add items to a quote using either the quick search and add box at the top of the quote, or by clicking the three dot menu on any line item. This method always adds the item as the last item in the quote. You can add an item anywhere in the quote by simply clicking the three dot menu at the very right of any line item. This allows you to add the new item directly after the item you clicked the three dot menu on. You can also delete and edit items directly from the three dot menu.
You can reorder line items and sections on the quote by clicking and holding on the six dot icon on the left side of the item name and dragging the line item anywhere on the quote.
Sections allow you to organize the quote table portion of your proposal. Sections are added by using the same three dot menu on the right end of the line item row as before. The new section will be added directly below the line item you clicked the three dot row on.
You can hide a section using the same three dot menu. This hides the section from the HTML/PDF document that is displayed to the customer. It does not hide the section from the quote editor. Any line items included in the section will still contribute to the overall totals and subtotals on the quote editor and the text variables.
This is how a completed quote looks with Sections:
Quote Table PDF Page Break
You can add a PDF page break in any quote table by clicking the three dot menu on the line item after which you want the page break to appear and selecting Add PDF Page Break.
This will add a page break line on the quote editor.
And this adds a page break to the PDF at this point.
Quote Table Settings
You can customize the way the quote table displays to your customer using quote table the Settings link in the top navigation. There are three collapsible sections in the settings section.
- Hide Quote Table
Toggle this setting on if you want to hide the entire quote table on the HTML and PDF documents. This does not hide the quote table from the editor and all quote table totals are still included in variables.
- Display Prices as Rounded Integers
Choose if you want to display all prices on the quote table as rounded integers - this is useful if you do not want to display any fractional currency, only whole numbers. Note that this does not affect the calculations - those are still done using non-rounded numbers. It only affects the way the result is displayed on the quote table.
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 tab
Choose the font type and color for the comment text of the quote tab
Choose the font type and color for the subtotal 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
- Override Product Description
Choose to override the formatting of the product descriptions that were defined when the product was created.
- Fixed Product Separate Option Names
Choose whether you want the option name to display in a separate row on the quote table for fixed product separate options
- Product Options
Choose the font type and color for the Product options text of the quote table (if they are not separate product type of options)
- Product Option Headers
Choose if you want the Header row of Name, Description, Price, Model to display above your options on the quote if they are non-separate product type of options
- Product Option Name, Description, QTY, Price, Model
If Product Option Headers is toggled on, these setting determine how the display text and formatting of each header if they are non-separate product type of options
- Header Text Alignment
Choose the alignment of the header text (left, center, right)
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 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
- Make All Sections Multiple Choice
Choose if you want all sections in the quote table to be multiple choice for Customer Choice
- Make Quote Table Optional
Choose if you want this entire quote table to be optional for Customer Choice
- Default as Selected
If you have chosen to make this entire quote table optional, then choose whether you want to make the quote table selected as default -- the customer can always change this
- 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
- Default Mark Up
Choose if you want to Set a Default Mark Up for Cost Plus products on the quote table
- Auto PDF Page BreaksChoose if you want to automate PDF page breaks for the quote table. If this is toggled on, quote tables that extend to the next PDF page will be cut so that all rows for a line item are kept together as much as possible.
LINE ITEM SETTINGS
You can reorder the line item fields with the grab bars on the left side and you can turn fields on and off and rename them.
Auto-Group New Line Items into Sections: If toggled on, new line items added to the quote will be automatically added to sections with names that correspond to the Group By: field. In the case in the image below, all items added to the quote after the auto-group is toggled on will be added to sections corresponding to the product category. If a product has a category that does not correspond to a section already on the quote table, one will be created automatically.
DISCOUNT COLUMN: If you toggle the discount column on, you can choose to hide the discount column (in which case, you should display the Net Price Column and Not the Price Column). You can also choose to hide the column only if all values are 0. This is useful if you want to have a discount column available for the sales team, but you want to hide this column completely to the customer if all of the values in the column are 0. This prevents a customer from questioning why they are not receiving a discount.
Display zero values as: You can choose to display 0s as other text strings such as INCLUDED or FREE for any Price field.
Custom Columns: You can display any product level field as a column on the quote table by clicking the New Field button and selecting the field you want to display in the column. You can set the column width and text alignment and the remaining column width will be displayed next to the New Field button. This is how many pixels are left in the total table width.
Product Image/Media: You can display a product image as a column or as part of the product description or both. Toggle Product Image on to display the product image in its own column and toggle Product Image in Description on to display the product image as part of the description. Note that the description must be for this toggle to be active.
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.
For the additional discount field, you can select whether you want this row to not be displayed on the quote to the customer if the value is 0 by checking the Hide if 0 box. This is helpful if you want your sales team to have the option of adding an overall quote discount, but do not necessarily want this row to display if the value is 0.
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 Preview 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.
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.
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.
You can add multiple quote tables to a proposal or proposal template.