Difficulty: novice
Content
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Learning Objectives
After reading this article you will be able to:
Perform the module activation for Quotations and Tendering processes
How to navigate to the module activation
To start the Solution-Based rollout for Quotations, we have to
Navigate to the startBoard
Click on the “Module activation” tile
Select the tab “Available modules to roll out” and select Quotations / Tendering processes.
Click on “Rollout selected module” button
This will provide you with a short explanation like the one below.
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After this a new page will open:
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Steps to follow
Step 1 Tendering process types
If the client wants to use the tendering process the setting on the right side should be set to yes. If this is set to yes a tendering process type needs to be added. To add tendering process types, navigate to the include at the bottom of the page and click Add. After clicking Add a new line will be added to the Tendering process types, to specify this Tendering type click on the question mark to open it:
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Within this tendering process a few settings can be predefined.
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Setting
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Description
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Name
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The tendering process name
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Review tendering process before sending
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Determine whether the tendering process should be reviewed before sending the quotations. If so, select a contact or service group to perform this task.
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Accept quotation by contact
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The contact to review the tendering process.
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Accept quotation by group
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The service group to review the tendering process.
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Add documents as attachment by default
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Determine whether documents are automatically added as attachment.
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Use mail to tag
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If set to yes, a tag is created and linked to the object that is sent. As soon as the recipient sends an email back (using Reply to all), the email is also sent to the mail to tag contact and the mail and attachments are automatically linked to the object in Axxerion.
The standard comparison criteria are listed in the include at the bottom. “Price” is automatically created but new criteria can be added.
Step 2 Settings to be determined
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Tip: We go over the settings in the table below. However, hovering over the field you are filling in will often provide you with the same help text: |
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Setting
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Description
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Use tendering process workflow from workorder
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If set to yes, a separate Tendering process can be started from a Corrective- and LTMP workorder. The workorder process will then automatically resume once a quotation has been accepted.
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Then there are some predefined settings, if these need to be adjusted this should be done via: press the ‘Setup’ tile on your startBoard > ‘Processes’ tab > ‘Quotations’ tab.
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Use quotations
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If set to yes Quotations are used in this environment.
Step 3 Start module activation
START
What happens when clicking the green Start button in this wizard step?
You move on to the next page of the Wizard.
Workflow emails are automatically created. Meaning that we create the workflow emails that are send out when submitting/cancelling/closing Quotations.
Relevant imports are created, in the next step we will go over these imports.
Step 4 Check data and close the module activation
On the next page we can check all items that have been created. This also contains a checklist we can follow.
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| title | Autorizations |
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The following groups linked to the quotation process can be assigned to users:
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Group
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Reference
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Comment
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1. Create tendering processes
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FMB-G017
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Group gives access to creating tendering processes.
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5. Manage tendering process types
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FMB-G088
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This group is used to manage the tendering process types.
For importing data we take you through the basics steps on how to import data. More details on imports can be found in this article Imports.
Import files: The file that is created is for importing suppliers and suppliercontacts. To download the import template:
navigate to the “Relevant imports” include
Click Generate import template
Click the download icon next to the loop to download the template.
Tip: in the service Group column of the import file you can only use the service Groups that where defined in the first step of this wizard.
Send files to the client
Import files receives and approved.
If relevant, check if objects are imported successfully.
Click Upload import file and upload the import file obtained from the customer.
To see what workflow emails have been created we navigate to the Generated workflow emails include. We can take a closer look at the individual emails by clicking on the hyperlinks but for more info on workflow emails check /wiki/spaces/KB/pages/25034763.
If everything is handled we can close the rollout by clicking the close button, Quotations will now be shown as a NavigationMenu option.
Summary
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Steps in the module activation:
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