<style>p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><p><strong>In this guide we will cover:</strong></p><p><strong>- Enabling Agent Quote Approvals</strong></p><p><strong>- Approval Configuration</strong></p><p><strong>- Determining which Agents can Approve Quotes</strong></p><p><strong>- Simple Quote Approvals</strong></p><p><strong>- Using Opportunity/Ticket Approvals </strong></p><p><br></p><p><br></p><p><strong>Admin Guides:</strong></p><ul><li style="font-weight: bold;"><strong><a href="https://usehalo.com/halopsa/guides/1812/" target="_blank" rel="noopener noreferrer">Approval Processes</a></strong></li><li style="font-weight: bold;"><a href="https://usehalo.com/halopsa/guides/1458/" target="_blank" rel="noopener noreferrer"><strong>Quotations</strong></a></li></ul><p><br></p><p><strong><span style="font-size: 14pt;">Enabling Agent Quote Approvals</span></strong></p><p>In Configuration > Quotations, enable "Allow Quotations to be approved before being sent or Sales Orders created".</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjVmNDc1MGQ1LTk3NmMtNGQyMy05OWY3LTc0MjIzMDhkNTE3YiJ9.SUuHzVJJwppi4ZwyjMl4uTF2dwwcyBYqT4L55YkCijg" class="fr-fic fr-fil fr-dib" width="552" style="width: 554px; height: 270.952px;" height="271"></p><p><strong><span style="font-size: 10pt;">Fig 1. Allow Quotations to be approved before being sent or Sales Orders created</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Approval Configuration</span></strong></p><p id="isPasted">Once quote approvals are enabled as in <strong>Fig 1</strong>, you will see some additional options appear.</p><p><br></p><p id="isPasted"><span style="font-size: 11pt;"><strong>Configuration > Quotations > "</strong><strong>Ticket status after Quote Accepted/Rejected/Sent/Expires"</strong> - </span>If the quote is linked to a ticket/opportunity you can set what status the ticket changes to at each event.</p><p><br></p><p><strong><span style="font-size: 11pt;">Configuration > Quotations > Agent Approval Settings > "Allow generation of PDF before approval" - </span></strong>When enabled the action button to 'Generate PDF' for the quote can be used before the quote has been approved. When disabled a quote PDF can only be generated after the quote is approved. </p><p><br></p><p><strong><span style="font-size: 11pt;"><strong id="isPasted"><span style="font-size: 11pt;">Configuration > Quotations > "</span></strong>Use Opportunity/Ticket approval rather than simple approval for Quote approvals" </span></strong>- When enabled opportunity/ticket approval processes can be used to approve quotes, used when a more complex approval process is needed. <strong><em>Note: The "Simple Quote Approvals" section of this guide is in relation to this being off. The "Using Opportunity/Ticket Approvals" section of this guide is in relation to it being on.</em></strong></p><p><br></p><p id="isPasted"><strong><span style="font-size: 11pt;">Configuration > Tickets > Approval Processes > Process Rules > add criteria of "Average Quote Margin (%)" </span></strong>- Here you can determine which quotes will require approval based on the discount applied, and which agents they are routed to for approval.</p><p><br></p><p data-pasted="true"><strong><span style="font-size: 11pt;">Configuration > Tickets > Approval Processes > Process Rules > add criteria of "Line Margin Below Product Minimum for Selected Product Group" (v2.238+) </span></strong>- Here you can determine which quotes will require approval based on if the line within the selected product group has a margin below the item’s configured minimum. This margin can be set in the Costing & Pricing tab of an item. </p><p><br></p><p><strong><span style="font-size: 11pt;">Configuration > Teams & Agents > Agents > Details tab </span></strong><strong><span style="font-size: 11pt;">"Quote margin (%) to require approv</span></strong><span style="font-size: 11pt;"><strong>al</strong><strong>" </strong></span>- Here you can determine which quotes will require approval based on their margin. If the quote margin is less than the value set here, approval will be required. This can be overridden per agent against the against the agent profile under the 'details' tab. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdmNjBjODQ2LTYyYWItNGQ4Zi1iNzY2LWVhNzZjMWFjMGExYyJ9.zUozeH-FQFtmjGw-ESK2DV5DWlcalTbObGU7bPqZykA" class="fr-fic fr-fil fr-dib" width="543" style="width: 545px; height: 484.291px;" height="484"></p><p><strong><span style="font-size: 10pt;">Fig 2. Quote margin to require approval against agent</span></strong></p><p><br></p><p id="isPasted"><strong><span style="font-size: 14pt;">Determining which Agents can Approve Quotes</span></strong></p><p>To set an agent as a quote approver head to the agent's profile under Configuration > Teams & Agents > select an agent > Details tab, under the Approval Settings section you will see the setting 'Can approve Quotations'. When checked this agent will be able to be selected as an approver when a quote is submitted for approval. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJlZGVmNmIzLTczMDUtNDM4NS04MzRmLThhNDc5MzQ5MjBiMSJ9.R4YJIr-gGymKsmaQowjvAxxZDCSdlwu5jWUyIiZlgKM" width="767" style="width: 769px; height: 663.368px;" height="663" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 3. Can approve Quotations Setting</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Simple Quote Approvals</span></strong></p><p>Now when viewing a quotation you will be able to use the 'Request Approval' action. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBkOGNiNzQ0LTc4NDMtNDJjYS1iMjgxLTE2Y2NlZTAyMzE3YyJ9.z84oNJgsCxQc-g5bYVCn0SLOBJ8DLE5UieHtzrh-zMs" class="fr-fic fr-fil fr-dib" width="831" style="width: 833px; height: 389.346px;" height="389"></p><p><strong><span style="font-size: 10pt;">Fig 4. Request approval action</span></strong></p><p><br></p><p>When this action is used you will be prompted to select which agent you would like to approve the quotation. This agent will be sent an email with a link which can be used to approve/reject the quote. </p><p><br></p><p>When this link is followed the agent will be taken to the quote and will see two additional actions to 'Accept' or 'Reject' the quote.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM5MTY3ZWYzLWY4Y2YtNGYyNy04M2M1LTUyMTlmNDJkODZiYiJ9.7X0rKNI65NmZFX76sUVpyi0NHIxWaKk15PTRg3xE-zg" class="fr-fic fr-fil fr-dib" width="978" style="width: 980px; height: 433.785px;" height="434"></p><p><strong><span style="font-size: 10pt;">Fig 5. Accept/Reject quote</span></strong></p><p><br></p><p>Once the quote is accepted/rejected the status of the quote will change to accepted/rejected and will then be able to be sent to the customer. </p><p><br></p><p>The signature of the agent that approved the quote can be added into the email using the variable $-APPROVERAGENTQUOTESIGNATURE when sending the quotation after the approval.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE1ODdhNjc5LWUwMjctNGFmNC04MmQ0LWU4MGYyMjdmMmIzNyJ9.jMp6zsN0Anj_0u8GXrD8duLMaL6uhK-fgBYY0F90osg" class="fr-fic fr-fil fr-dib" width="915" height="657"></p><p><strong><span style="font-size: 10pt;">Fig 6. Email with the agent signature.</span></strong></p><p><br></p><p>The variable can show like above when adding the variable into this email template (ID: 92).</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU1NmYwMmQ5LTFmM2EtNGNlNi04ZWIxLTIxMTI5YTIwMDJmYiJ9.yZIFCQdZiWiadevwB4V90HtgQClAOgcQTjEWX82MNjs" class="fr-fic fr-fil fr-dib" width="1188" height="693"></p><p><strong><span style="font-size: 10pt;">Fig 7. Email with the variable for the agent signature.</span></strong></p><p><br></p><p>The signature that appears will be the one populated in the agent's profile > Preferences tab > Approval Processes > "Agent Signature".</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQxMWM4OTRhLWE2OTktNDE3OS1iNTNkLTZkYjZhNDgzOWU3NCJ9.ma4U11_tOT4ccpfaNawZJrxqNy-aeBmp_ihz2PacIDk" class="fr-fic fr-fil fr-dib" width="675" height="800"></p><p><strong><span style="font-size: 10pt;">Fig 8. Agent signature.</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Using Opportunity/Ticket Approvals</span></strong></p><p>Ticket approval processes can be used instead of the general quote approval shown previously. This allows scenarios where CABs can approve quotes for instance, or it could follow a multi-stage process. This can be helpful for high-value sales.</p><p><br></p><p>In Configuration > Quotations, enable "Use Opportunity/Ticket approval rather than simple approval for Quote approvals". This will then show the Approval Process dropdown underneath where the approval process can be selected. A general one can be set, or selecting "*Choose Approval Process*" will provide a pop up each time to choose. This allows different approval processes to be used on different quotations.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjllYWQ5MjkyLWYzZDctNDI3NC04MDUzLWY0YzU0YjYzNzgwMiJ9.S6I-xiLDcNwadmnHNAOriArl16SX20RXiF7qLjxh4ts" class="fr-fic fr-fil fr-dib" width="1232" style="width: 1234px; height: 603.469px;" height="603"></p><p><strong><span style="font-size: 10pt;">Fig 9. Enabling ticket approval process and choosing the approval process.</span></strong></p><p><br></p><p>Click "Request Approval" on the quotation in the same way as the simple approval.</p><p><br></p><p><img data-fr-image-pasted="true" src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImJjOGEzZjJiLWFkYzAtNDY1Ni1iNGE2LWExMGI4MTJmODA0MSJ9.bOy79mP1_k_K7eluoHQ0FmFUaje1cBn3n2-n_LqSJZE" width="1230" style="box-sizing: inherit; border-style: none; cursor: pointer; padding: 0px 1px; user-select: none; text-align: left; color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; width: 1232px; height: 601.674px; max-width: none !important;" id="isPasted" class="fr-fil fr-dib" height="602"></p><p><strong><span style="font-size: 10pt;">Fig 10. Requesting approval.</span></strong></p><p><br></p><p>This pop-up will then show if using the "Choose Approval Process" setting in the dropdown, where you can select the process. If using a set process, this step is skipped.</p><p><br></p><p><img data-fr-image-pasted="true" src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjNiZGQ4YWYyLWM3YmItNGI1Zi1hNTFlLWMxZTA1OTUwNmZiNiJ9.1yJcI6RoFgCVFNzwD41CC9qR3-qWgwnqcxoS5BmsQco" width="693" height="267" style="box-sizing: inherit; border-style: none; cursor: pointer; padding: 0px 1px; user-select: none; text-align: left; color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; max-width: none !important;" id="isPasted" class="fr-fil fr-dib"></p><p><strong><span style="font-size: 10pt;">Fig 11. Choosing the approval process to use on that quotation.</span></strong></p><p><br></p><p>In the "My Approvals" area, or on the ticket itself, the agent can then accept or reject the quote.</p><p><br></p><p><strong><em>Note: The approval process is linked to the ticket, so the approval action needs to be done in relation to the ticket itself instead of on the quotation.</em></strong></p><p><br></p><p><img data-fr-image-pasted="true" src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjZiZDIyODRhLTIxNzEtNDZhNi1hMTA1LWMwZGI4YzE4MmNlOSJ9.w2tCuFbK5Uk3H1OV7-P_06ASYI7rrf_5sbDQVFOSBFQ" width="1232" style="box-sizing: inherit; border-style: none; cursor: pointer; padding: 0px 1px; user-select: none; text-align: left; color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; width: 1234px; height: 601.249px; max-width: none !important;" id="isPasted" class="fr-fil fr-dib" height="601"></p><p><strong><span style="font-size: 10pt;">Fig 12. Accepting the quotation.</span></strong></p><p><br></p><p>The quote will then be approved/rejected dependent on the rules of the approval process used. This example required one approval from a Change Advise Board (CAB) of four agents, so it was accepted after one approval. If a multi-step approval process is used, it will move on to the next step.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc0NTgwOTk2LTFlNGItNDZjOS1hNDY3LTlhNDgwMjkxN2E0MiJ9.XFKDRzIIErW275XPjXQqavS47hk1rPUuh4b0Yjq2j9I" class="fr-fic fr-fil fr-dib" width="1231" style="width: 1233px; height: 601.682px;" height="602"></p><p><strong><span style="font-size: 10pt;">Fig 13. Approval process completing.</span></strong></p><p><br></p>
