You can create automatic rules that will route proposals that meet specified criteria to other people in your organization to approve before the proposal can be sent to a customer.
In order to access the Approval Rules section of GleanQuote, you must either be an Admin user or have Proposal Approval Rule permission settings of All
CREATING APPROVAL RULES
Start by clicking the New Approval Rule button on the Approval Rules tab under Proposals:
This launches the New Approval Rule modal:
Tip: Name your rule so that it reflects the condition because the rule name is what the approving users will see when getting an approval notification.
You can select multiple users to approve any proposal meeting the conditions for this rule. If multiple approvers are selected, you will also need to specify how you want the approvals to be handled. There are three options here:
1. Approver can be any one of selected users - let requesting user choose. Use this option if you want the user requesting approval to select ONLY ONE approver from the list of approved by users.
2. Approver can be any one of selected users - send requests to all. Use this option if you want the approval request to automatically go to all of the approved by users, but ONLY ONE needs to approve.
3. Approval by all selected users is required. Use this option if you want the approval request to automatically go to all of the approved by users and ALL need to approve.
If you want the approval users to be able to view the proposal cost report as part of the approval process, then check the Include cost report view for all users check box.
If you do not enter any conditions for the rule, then ALL proposals will need to be approved by the Approved by users selected.
Once you create a rule, you will be able to view summary information from the Approval rules list view. You can edit, delete or duplicate the rule from this view and also toggle the rule off with the Active Toggle.
TRIGGERING APPROVAL RULES IN THE EDITOR
You can check to see if a proposal triggers an approval rule by either clicking the Approval link in the top menu of the proposal editor or the Send link.
If you click the send button and the proposal does not trigger any approval rules, then the send modal will display and you can send the proposal to your customer.
If the proposal triggers a rule when you click Approval or Send, this modal will display:
Once you click the Send Requests button, the proposal is locked from editing and the status changes to Pending Approval.
APPROVING A PROPOSAL:
The approving user(s) will receive the following email notification:
The approving user can then open the proposal and review the proposal:
If the Include Cost view for all approval users box is checked, then an additional button will display on the reader for View Cost Report.
If the user clicks the View Cost Report button, then the following view will display, which includes cost and margin.
If the approval user clicks the Approve button, the user that requested the approval and all approval users will receive the following email notification.
If the approval user Rejects the proposal, a reason for the rejection can be input. This reason will be displayed on the rejection notification back to the user requesting approval and the proposal status will change to Rejected. Even if there are multiple required approvals, a rejection from only one of the approval users puts the proposal in Rejected status. At that point, the proposal must be edited and returns to draft status once edited.
RESENDING AN APPROVAL REQUEST:
A proposal approval request can be resent from the three dot menu on any proposal in approval pending status:
SENDING AN APPROVED PROPOSAL:
Once all of the required approval users have approved the proposal, the proposal status will be changed to Approved and the proposal can then be sent from the proposal overview page by clicking the Send button or from the proposal list view.
NOTE: The proposal will not automatically be sent once it's approved - it must be manually sent via the Send button on the proposal overview page or from clicking the proposal on the proposal list view.
TRACKING APPROVALS:
The tracking page of the proposal will be updated with approval and send date/time.
