For today’s Dynamics CRM tip we are going to go through a hypothetical scenario on setting up a quote approval workflow. You can use this as a guide when setting up your own workflows for quote approval.

Here is the scenario:

The City of Milwaukee is preparing for their annual Oktoberfest celebration. Three different food vendors have requested quotes from the Milwaukee Brat Company in preparation for the event. Quote #1 is for 15K worth of product, Quote #2 is valued at 25K, and Quote #3 at 55K. Opportunities with an estimated revenue of 10K or greater require various manager approvals depending on the opportunity value. How would Klement’s manage this approval process?

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Business Rule and Primary Workflow Trigger

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Primary Workflow Details

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Primary Workflow Logic

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Secondary Workflow Trigger

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Secondary Workflow Details

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Secondary Workflow Logic

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Business Rule and Workflow Results

* If Est. Revenue is 10,000 USD or more, then the Needs Sales Manager App field is set to Yes, the Opportunity enters the Approval phase, and Manager Approval is required for the Opportunity to move into the next phase. Also, an email is automatically sent to the Sales Manager to notify them that they need to approve the Opportunity.

* If Est. Revenue is 20,000 USD or more, then the Needs Territory VP App field is set to Yes, the Opportunity enters the Approval phase, and Territory VP Approval is required for the Opportunity to move into the next phase. Also, an email is automatically sent to the Territory VP to notify them that they need to approve the Opportunity.

* If Est. Revenue is 50,000 USD or more, then the Needs CEO President App field is set to Yes, the Opportunity enters the Approval phase, and CEO President Approval is required for the Opportunity to move into the next phase. Also, an email is automatically sent to the CEO President to notify them that they need to approve the Opportunity.

* When a manager marks Approved, another workflow sends an email to the salesperson. It tells them that the Opportunity has been approved.

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Business Rule and Workflow Benefits

* Automated approval process based on quote values

* Management of tiered approval levels

* Automated email communication

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