Table of Contents
Automate Your Document Approval Process
Document Approval will allow Admins to set up Approval rules to have checks on how other users in your organization are quoting, by ensuring approval of document is needed if certain conditions are met.
Approval rules in Zomentum have two parts - a set of filters and an Approvers
Filters: This is where you set up the conditions for which a User has to take approval before sending out the document
You can have filters on document level such as - Document owner, client, document total, etc.
You can have filters on quote line item level as - Item level discount, item-level margin, etc.
Approvers: Here you can select who all can approve the document. You can select specific admins to be approvers or any admin can approve the document.
Note: Accounts having Manager or User level access cannot be set as Approver. And the rules are only applicable to the Manager and User roles.
1.1 Set up Document Approval Process
Navigate to the Settings Icon “” available on the left navigation bar.
Click on "Approver Rule" and click on ‘Create New Rules’.
Provide a suitable name for the Rule, for identification purposes.
Next, you can select the adequate filters (Document Filters and Quote Block filters) which you want to apply based on the triggered variable, Item Quantity, products, price, etc. (please see the appendix section on the complete list of filters.)
Choose the approver under the Actions category.
Note: Multiple Admins can be selected to approve the document.
6. Hit save and Activate the workflow.
7. Once you have activated the rule, all of your documents suited to the criteria set will be listed on the Approval Rule page within the Zomentum app.
Note 1: A approval rule will trigger if all the conditions under the filters are matched. We recommend creating multiple approval rules if you have either-or conditions.
Note 2: only a maximum of 10 rules can be activated in one account.
Now, that we know the setup procedure for Approver Rule, let’s see how it helps in the Sales Cycle.
1.2 Approver Rule: Use Case
To understand how the ‘Approver Rule’ can give the admin more control over the document shared from Zomentum, let's look at the below use-case.
Matt and Jim are sales consultants at XYZ firm and they have User and Managerial level access to their Zomentum accounts, respectively. The admin of the organization has set up two ‘Approval Rules’ as below:
Item Discount is more than 25%.
If the Grand Total of the document is more than $2000.
The users want to send out quotes and proposals to their clients but they will now require permission from the admin to approve the quote/proposal before sharing the same with the end-user.
Fig 1. Flow diagram of Approver Rule Use case
Step 1: Settings → Approval Rule → Approve
Step 2: Approval Request Sent
a. Approved! You are Good to GO!
b. Rejected! Need to make changes and raise Approval requests again.
Notifications Sent to Approver (Admin)
2. Rejected Email!
In-app Notification and the ‘Warning’ symbol before the Document.
Use case Matrix
Filters will be on the below fields:
Quote Line item
Item margin amount
Item margin percentage
Item discount amount
Item discount percentage
Item sell price
Item billing period
Type of the products
Total document margin
Document grand total
Document one time total
Document weekly total
Document Monthly total
Document Quarterly total
Document Annual total