Proposal rules allow you to control which proposal templates can be used to create proposals, which products are available to add to quotes and which price lists are assigned to proposals. A rule consists of a set of trigger conditions and a set of filter conditions. So if the proposal being created meets certain conditions, then filter the available templates to only be the ones that meet certain conditions.
There are a few settings that need to be taken care of before using proposal rules. First, make sure you have set the correct permissions for your user roles. The relevant permission set is labeled Proposal Rules in the role permissions. If a user is creating/editing rules, then View, Create/Edit, and Delete for that user should be set to ALL. Otherwise, these should be set to NONE for all other users.
The Override permission allows the user to Override the rules at the point of proposal creation or product add in the quote editor. This will be explained later in this article. In general, this should also be set to NONE for most users except managers or admins.
If you are going to be creating proposal template filter rules, then you will need to create tags for proposal templates. Tags will be the only way you will be able to select which templates correspond to which rule conditions. Admins can create proposal template tags in company settings/customization/tags. Proposal templates share the same tag set as proposals, so any proposal tags you create can be used for proposal templates.
TAGGING PROPOSAL TEMPLATES
You can add/edit tags on proposal templates by clicking the template name in the proposal template list view and selecting tags. You will want to tag the templates so that you can use these to filter the templates according to the rules you create.
TEMPLATE FILTER RULES
You can create a new rule under the Proposal rules tab by clicking the New Rule button.
The new proposal rule modal display and you will need to name the rule and select which type of rule you want to create - either a rule to filter templates or a rule to filter quote products. Next, you create the set of conditions that triggers the rule. In the case in the image below, it is all proposals that are related to accounts with a shipping address in NJ. You add multiple conditions or condition groups using fields from any record type related to proposals.
Next, you select the conditions to filter the templates. In this case, the only filter field available is tags. The tags available will be the ones you created previously in company settings.
When this rule is activated, only templates that include the tag NJ template will be available to be used to create a proposal.
Note the SHOW ALL check box in the upper right corner. If the user has Override permissions of ALL, then the SHOW ALL check box will display. Clicking this box will allow the user to override the template rule and ALL templates will be displayed and be available for selection.
PRODUCT FILTER RULES
Product filter rules allow you to set filter conditions for products that can be added to quotes. In the following example, if the account shipping address for the proposal is in NJ, the products that can added to the quote are only those in the Special category. You can set any proposal and product filter conditions that meet your business needs.
Now, when a user searches for a product to add to a quote for a proposal that has a related account with a shipping address in NJ, only products in the Special category will be selectable. This applies to both the quick search and advanced search in the quote editor.
And as with templates, if the user has Proposal Rule Override permissions of ALL, then the SHOW ALL checkbox will display, which overrides the rule and allows any product to be selectable.
PRICE LIST FILTER RULES
Price list filter rules allow you to set filter conditions for price lists that can be selected for proposals. In the following example, if the account shipping address for the proposal is in NJ, then the only price list that can be selected for the proposal (either on the new proposal creation modal or the proposal overview) is the 10percentoff price list.
PROPOSAL RULE LIST VIEW ACTIONS
From the main Proposal Rule list view, you can enable/disable rules, reorder rules (rules will be executed in the order you place them in), and edit/delete rules.