Document Approval enables managers and administrators to control the documents that are sent out to customers by requiring an approval. The approval can be setup to include all documents, only documents with certain totals or margins, etc. This feature is very useful for ensuring only documents with correct pricing and products are sent to the customer.
This article includes the following sections:
- Document Approval Setup
- Approval Settings Profiles
- Request Document Approval
- Document Approval Notification
- Approving a Document
- Document Approval Confirmation
Document Approval Setup
Document Approval can be setup for a single user or with for profiles that can be applied tomultiple users. The first is to create document approval settings for a single QuoteWerks user.
To select a user for Document Approval, click on Setup -> Users. Select the user you would like to add this feature to and click on the [Edit] option.
Click the “Approvals” tab and click on the “Document Approval Settings” button:
This will open the Document Approval Settings window for that individual user.
NOTE: To enable Document Approval in QuoteValet users will need to check the box on the QuoteValet setup under Setup -> Options -> QuoteValet ->Use for Approval Requests.
Document Approval Settings
Users have two options when selecting the Document Approval settings. The first is to select a previously created template from a shared profile. The drop-downp down menu will allow you to choose from any previously created profiles if available.
The second option allows the user to set individual settings for the current user.
Document Level Settings
The document level settings enables users to require authorization of the quote if the document is over a certain dollar amount and/or if the document is under or over a certain margin percentage.
There are four different options for selecting approvers of a document. A single standard approval requires just one approval from the standard approvers list be needed for the quote to be approved.
A quote can also require multiple standard approvals, a single escalated approval, and multiple escalated approvals.
The multiple approvals would require multiple users under the Standard or Escalated Approvers to approve the quote before the user can print or email the quote.
Item Level and Restriction Settings
Restrictions can also be set on the item level for documents:
If a single item’s margin is under a certain percentage, it can require approval. The same is true if the margin is over a certain percentage, an approval is required.
Users can be restricted from printing, emailing, and/or uploading their quote to QuoteValet.com.
At the bottom of the window Administrators can select the appropriate restrictions for the approvals. There are six options which prohibit users from emailing, printing, or uploading to QuoteValet until the document has been approved:
Users can also be locked out from saving the document as a PDF manually when they click on Print-> Save to PDF option. Additionally, users can be blocked from converting quotes to order and quotes/order to invoices without approval.
NOTE: When approval is required for documents based on margin, the notification informing the sales rep does not match the margin requirements will not show the margin needed if the user has the Access Security setting applied of “CannotSeeTotalsProfitPercent”.
Approval Settings Profiles
QuoteWerks supports the use of “Approval Settings Profiles” to cover multiple users who will share the same settings and restrictions.
To create a new profile, click Setup -> Users -> Profiles. This brings up the Approval Settings Profiles window:
Here users can create, clone, edit, or delete profiles by selecting one of the four available buttons.
Choosing to create a new profile or edit an existing one will bring up the Approval Settings window. Here users can set the defaults for this profile, make any changes to the profile, and/or name the profile.
Once the new profile is completed, it will be available for use from a drop-down menu when selecting the document approval settings for each user. When a profile has been assigned to a new user all the options for that profile will be displayed but will not be able to be edited as they will be grayed out unless a user has Master Rights. Then they will be able to make changes to that profile by selecting the 
(edit) button to the right of the profile list. Clicking “Ok” will set that profile for that particular user.
Request Document Approval
If a quote requires approval, a message will alert the user that their document requires approval if they attempt to Print or Email the document without seeking approval first:
A user can request approval by clicking the “Request Approval” button under the File -> Print/E-mail/Deliver menu (or the 
icon on the QuoteWerks toolbar.)
When clicking the Request Approval button, the QuoteWerks document will be uploaded to QuoteValet.com (if enabled) and an email window will automatically be populated with a request for approval from the proper “approvers”.
Document Approval Notification
The QuoteWerks built-in email client will launch an email with a pre-populated message and a direct link to the document once the “Request Approval” button has been selected.
If QuoteValet is enabled a QuoteValet link will be available to view the request on QuoteValet.
Approving a Document
Approving a Document Manually
To approve a document in QuoteWerks, launch the document.
The document can be approved by clicking on the File-> Approve Quote menu option.:
After the document has been approved an email window will appear so the approver can send an email to the user who requested the approval confirming their document was approved:
The Sale Info tab will also be updated under the workflow box notifying users that the document has been approved by email.
Approving a Document via QuoteValet
To approve the document in QuoteWerks with QuoteValet, launch the quote using the QuoteValet link in the approval email request or by clicking the Manager Approval Button. You can get to the manager approval button by opening the document in QuoteWerks and clicking on the QuoteValet tab.
At the bottom of the QuoteValet.com page there will be an approval request box:
Change the Action to “Approved” to approve the document and click submit. This will launch an email to the user notifying them that their document has been approved.
Approvers will also have the option to add notes in order to let the user know what needs to be changed in order to approve the document.
Once the document has been approved the next time the user opens the document in QuoteWerks a message box will appear notifying them that the document was approved.
If a Quote is approved using the File->Approve Quote menu, QuoteValet is updated with the Approval as well.
NOTE: If an Approval is removed from the Quote within QuoteWerks, the Approval is also removed from QuoteValet.
Document Approval Confirmation
Once a document has been approved the user will be notified in a couple of different ways. The first is an email can be sent by the approver notifying the user that their document has been approved. The email window will launch automatically when a document is manually approved by using the File-> Approve Quote menu option. If it is approved via QuoteValet, an automatic email will be sent to the user notifying them that the quote has been approved.
If there is another user set on the “Prepared By” field on the Sale Info tab that user will be CC’d on the approval email notification and comments if the document has been uploaded to QuoteValet.
